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Overview

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What is the Recurring Appointments feature?

The Recurring Appointments feature lets you schedule a series of ongoing patient visits—such as for behavioral health, chronic care management, or multi-visit treatment plans—in just a few steps. Rather than creating each appointment manually, you can set up a repeating schedule using customizable weekly or monthly intervals and define when the series of appointments should end. A recurring icon will appear next to Recurring Appointments for easy identification.

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Why should I use Recurring Appointments?

If you need to schedule recurring appointments for certain patients, the Recurring Appointments feature minimizes manual data entry and streamlines the scheduling process, helping reduce errors, omissions, and missed appointment slots. It also eases the administrative burden on scheduling staff. Common use cases include:
  • Scheduling biweekly injections for chronic care management.
  • Setting up recurring lab draws.
  • Reserving a consistent weekly appointment slot for patients receiving ongoing therapy.

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Setup

The Recurring Appointments feature is available for all users.

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Pre-requisite Configurations

To ensure the Recurring Appointments feature works smoothly, ensure Provider Availability is set up for providers to ensure conflicts are taken into account.

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Workflow Instructions

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Creating a recurring appointment for a patient

1 Create a new appointment using one of the following methods from the Calendar:
  1. Click + Appointment.
  2. Click on an appointment slot.
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Information added to the Patient Payment and Billing Note fields will only apply to the first appointment.
Enter appointment details such as Patient name,Appointment type, Start time, and Duration. 3 Verify the Provider and Location information is accurate. 4
Maximum scheduling horizon: The latest possible end date for a recurring appointment series is 18 months from the date it is created.Maximum appointments per series: Each recurring series can include up to 52 recurrences.
Choose recurrence by clickingRecurrence->Custom….
  1. Specify the repeat interval by entering a number and selecting week or month.
  2. If week is selected, pick the day(s) of the week you want the appointment to repeat on.
  3. If month is selected, choose when you want the appointment to repeat each month. The available options are based on the date and day of the week of the first appointment.
  4. Select the end condition
  5. Select On if you want the series to end by a specific date and then enter the Date.
  6. Select After if you want the series to end after a certain number of recurrences and then enter the number of recurrences.
  7. Click Save.
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If the Appointment Type , Start Time , or Duration falls outside the provider’s availability, a note will appear at the bottom of the appointment details to indicate the conflict, just like it does with regular appointments.
Review scheduling conflicts.
  • If any conflicting appointments are detected while creating a recurring appointment, the conflicting dates will be listed at the top of the create appointment dialog. You can find each overlapping appointment in the patient appointment search after the series is created and then solve each conflict separately.
6 Click Create Appointment to save all appointments to the Calendar.

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Editing a recurring appointment

1Click into the white space of the recurring appointment to show the appointment popover.
2Click Edit .
3Edit the appointment details as needed. Edits to the following fields will only apply to the specific appointment that is being edited, even if you choose to apply the edits to following appointments:
4Click Save. If you did not edit the recurrence information and the appointment is not the last appointment in the series, choose whether you want the changes to apply to This appointment or This and following appointments. • If you’ve edited the recurrence information then the changes will automatically be applied to this and following appointments.
5Click Save to save your changes.
Before editing a recurring appointment, you should always click on the appointment to open the pop-up. This will show you when the series ends, so you know exactly how many appointments you’re editing.

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Deleting a recurring appointment

1Click into the white space of the recurring appointment to show the appointment popover.
2Click Delete .
3If the appointment is not the last appointment in the series, choose whether you want the changes to apply to This event or This and following events .
4Click Delete to delete the associated appointment(s).

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Sending appointment reminders for recurring appointments

Appointment reminders will be sent for each appointment in the series, following the cadence specified in your Settings.

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Sending Patient Forms for recurring appointments

Patient Forms will be sent based on your existing Settings.
  • If forms are set to send a certain number of days before the appointment, they will be sent for each appointment in the series.
  • If forms are set to send immediately upon booking, they will only be sent for the first appointment in the recurring series.

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Frequently Asked Questions

Can patients book recurring appointments themselves?
No, patients cannot book recurring appointments through the Booking Site.
Can I book recurring appointments for multiple patients at once?
You can only book recurring appointments for one patient at a time. 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.
Can I change the “Repeats On” selection when editing a recurring appointment?
Yes, the Repeats On selection can be changed once the recurring appointment series has been created.
How are conflicting appointments handled when creating recurring appointments?
If any conflicts are detected while creating a recurring appointment, the conflicting dates will be listed at the top of the create appointment dialog. These conflicts must be resolved separately. You can find each overlapping appointment in the patient appointment search after the series is created and then solve each conflict separately.
Can I use Quick Reschedule on a recurring appointment?
Quick Reschedule is designed for individual appointments. You can use it on any single appointment within a recurring series, but it only reschedules that specific appointment—not the entire series. To use Quick Reschedule on an appointment in a recurring series:
1Click in the shaded area of the appointment to open the appointment popover.
2Click Show suggested times next to Quick Reschedule .
3Select a new time from the list of the next six available options, based on the appointment’s Location , Duration , and the provider’s Availability .
4Click Save new time .
The appointment must have a Location (Practice Location) assigned to use Quick Reschedule. Other appointments in the recurring series remain unchanged.