Overview
What are Elation’s scheduling capabilities?
Elation offers a comprehensive suite of scheduling tools designed to help practices efficiently manage patient appointments, provider availability, and patient self-scheduling. These tools work together to streamline scheduling workflows, reduce administrative burden, and improve patient access to care.Why are scheduling capabilities important?
Effective scheduling capabilities help practices:- Reduce administrative workload - Automate appointment booking and reminders to free up staff time.
- Improve patient access - Allow patients to self-schedule appointments online at their convenience.
- Optimize provider time - Manage availability across multiple locations and appointment types.
- Minimize no-shows - Send automated reminders to confirm appointments.
- Support care continuity - Schedule recurring appointments for patients who need ongoing care.
Key Scheduling Features
Calendar
The Calendar is the central scheduling tool in Elation, used to manage provider availability and patient appointments.
For detailed instructions, see the Calendar Guide - Using the Calendar for appointments & events article.
Resource or Team Calendars
In addition to individual provider calendars, Elation Support can set up a resource or team calendar for scheduling that isn’t tied to a specific provider — for example, a shared calendar for nurse visits, lab draws, or other team-based appointments. A resource or team calendar:- Isn’t a login-based user account. No one signs in to it directly.
- Can’t sign clinical documentation, such as visit notes, orders, or prescriptions.
- Can’t serve as the billing or rendering provider on a claim. Any billing, orders, or clinical documentation for appointments booked on a resource or team calendar must still be associated with a Provider Level User in the chart.
- Is available at no additional cost.
Patient Booking Site
The Patient Booking Site is a personalized web page where patients can self-schedule appointments based on provider availability.To enable the Booking Site, each provider must configure their availability in the Calendar & Booking settings.
Provider Availability
The Provider Availability settings allow you to define when each provider is available for appointments, by practice location and appointment type.
For configuration instructions, see the Calendar & Booking Site Guide - Enhanced Provider availability by Practice Location & Appointment Type article.
Appointment Types
Appointment Types define the different kinds of appointments your practice offers, such as office visits, physicals, or telehealth consultations.
For setup instructions, see the Calendar Guide - How to set up the provider calendar article.
Recurring Appointments
The Recurring Appointments feature lets you schedule a series of ongoing patient visits in a few steps, ideal for patients who need regular care.Patients cannot book recurring appointments through the Booking Site. Only staff can create recurring appointments.
Quick Reschedule
Quick Reschedule lets you instantly move an appointment to a new time slot based on provider availability.Exception: The appointment must have a Location assigned to use Quick Reschedule.
Calendar Blocks and Non-Blocking Events
Elation offers two types of events to help manage your schedule:
Calendar Blocks prevent appointments from being scheduled during that time, both in the EHR and on the Booking Site. Non-Blocking Calendar Events (also called non-blocking placeholders) display preferences on the calendar without restricting scheduling.
For detailed instructions, see the Calendar Guide - Using the Calendar for appointments & events article.
Automated Appointment Reminders
Automated Appointment Reminders help reduce no-shows by notifying patients about their upcoming appointments.
For setup instructions, see the Calendar Guide - Using automated appointment reminders article.
Feature Comparison
Getting Started
To set up scheduling for your practice, follow these steps:Frequently Asked Questions (FAQ)
Can patients book recurring appointments online?
No, patients cannot book recurring appointments through the Booking Site. Only staff can create a series of recurring appointment in Elation.Can I double-book appointments?
Yes, staff can book multiple appointments in the same time slot when needed. However, the Booking Site does not allow patients to double-book the same time slot.How do Calendar Blocks differ from Non-Blocking Events?
Calendar Blocks remove time from availability on both the calendar and the Booking Site. Non-Blocking Calendar Events display scheduling preferences without blocking availability—patients can still book during those times via the Booking Site if provider availability allows. Click here for more information about these two features.Can I use the Calendar without the Patient Booking Site?
Yes, you can use the Elation Calendar without enabling the Patient Booking Site. The Calendar functions independently for internal scheduling.How far in advance can I schedule recurring appointments?
The latest possible end date for a recurring appointment series is 18 months from the date it is created, or a maximum of 52 recurrences.Do appointment reminders work for all appointments?
Yes, appointment reminders are sent for all scheduled appointments, whether booked through the Booking Site or manually by staff.Related Articles
- Calendar Guide - Using the Calendar for appointments & events
- Calendar Guide - How to set up the provider calendar
- Calendar Guide - Scheduling recurring patient appointments
- Patient Booking Site Guide
- Calendar & Booking Site Guide - Enhanced Provider availability by Practice Location & Appointment Type
- Calendar Guide - Using automated appointment reminders
- Practice Locations Guide - Listing your service locations
- Calendar Guide - Setting practice location for appointment reminders