Adding, Editing, and Cancelling Appointments
In this guide, users will learn the details behind adding, editing, and cancelling appointments in the Rethink Scheduler.
Adding Appointments
Steps | Description | Helpful Information |
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Creating an Appointment | Navigate to Scheduling There are 2 options to create an appointment in Rethink: Option 1: Drag over your desired appointment date & time Option 2: Right click on your desired appointment date & start time |
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Choosing the Appointment Type | There are 3 appointment types when scheduling an appointment: Billable, Nonbillable, and Travel. Scheduling a Billable Appointment: Complete all required fields marked with an “*”: Outlined below are the required fields for a BILLABLE appointment: Once all required fields are entered Click SAVE Scheduling a Nonbillable Appointment: Below are the required fields of a NON-BILLABLE Appointment Once all required fields are entered Click SAVE Scheduling a Travel Appointment: Here are the required fields of a Travel Appointment Once all required fields are entered Select SAVE | Required Field Details for ALL Appointment Types:
Additional Requirements for BILLABLE Appointments:
Additional Requirements for NONBILLABLE Appointments:
Additional Requirements for TRAVEL Appointments:
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Scheduling a Series Appointment | If an appointment recurs in a weekly or monthly pattern, you can set up a recurring or “Series” appointment. When creating the appointment, click REPEAT Complete the required fields of the recurrence pattern Select if this is a weekly or monthly recurrence pattern Select the days of the week for the appointment series Select when to end the appointment series |
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Editing Appointments
Steps | Description | Helpful Information |
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Editing an Appointment | To edit an appointment, first choose Open Occurrence or Open Series on the existing appointment. With proper permissions, you can edit any appointment field Select the field and make applicable changes Select SAVE when complete When updating a Series appointment, once SAVE is selected the following screen will appear: Choose whether to save these changes as of specific date OR if these changes apply to the entire series |
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Drag and Drop | Users can also change the date/time of the appointment by utilizing the drag and drop feature.
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For more information on this feature, please refer to the following resource: Drag and Drop |
Cancelling Appointments
Steps | Description | Helpful Information |
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Cancelling an Appointment | Open your appointment and choose whether the Family Cancelled or the Staff Cancelled the appointment under the cancellation options. Once selected, the following screen will appear where a cancellation subtype can be chosen and details regarding rescheduling can be entered. Cancelled appointments will display with a red exclamation point on the calendar views. |
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Linking a Cancelled Appointment as a Rescheduled Appointment | To link an appointment as a rescheduled appointment, select “This appointment is a reschedule” when scheduling a new appointment. The below pop-up will appear and will display a list of appointments to choose from under Cancelled appointments Select the cancelled appointment you would like to link for reporting purposes Select if you would like to insert the linked appointment’s billing information When complete Click SAVE. The previous cancelled appointment will now have the status “Cancelled-Rescheduled” and will appear on the calendar if the “Show Cancelled Appointments” checkbox is selected. |
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Uncancelling Appointments
Steps | Description | Helpful Information |
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Uncancelling an Appointment | In a cancelled appointment, user with permission will see a button labeled “uncancel”. After clicking the uncancel button, the user will be given two prompts: Prompt 1: Confirm you want to uncancel the appointment
Prompt 2: IF user selects “uncancel”, then user will need to select a reason for uncancelling the appointment. Then click “Apply” The system will update the appointment to its previous status before it was uncancelled. AND The checkbox for “Uncancelled” will be selected with the reason user selected. |
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Audit Trail for Appointments and Session Notes
Steps | Description | Helpful Information |
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Providing Permission | Users with permission have the ability to see any appointment and/or session note activity history at the appointment level. In the Company Account>Roles>Scheduler Permissions, select “View Audit Trail” | By default, Role 4 permission will have this checked |
Viewing the audit trail at the appointment level | From the Scheduler, select the appointment of your choice and click on the Audit Trail Tab The Audit Trail Table includes the following columns:
| The details in the audit trail record might differ depending on what action has taken place |
Understanding the features | A new record will be added to the Audit Trail table when any of the following actions are completed:
| The following appointment modifications that will create an audit record:
The following actions will result in the system creating a modify session note record:
If any action was taken during a Global Lock period, users will see a True value to reflect that. There are two reasons why the Global Lock field will display in the audit record:
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For more detailed instruction on scheduling, please refer to the video tutorial guides here: Scheduling How To Videos