Self-Scheduling Intended Flow

Written by Amelia Boyer

Updated at February 3rd, 2025

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Table of Contents

Self-Scheduling Intended Flow Video Tutorial Step One - Video Tutorial - Creating a New Calendar and Assigning it to Organizations: Step One - Step-By-Step Tutorial - Creating a New Calendar and Assigning it to Organizations Step Two - Video Tutorial - Setting Provider Availability: Step Two - Step-By-Step Tutorial - Step Two: Setting Provider Availability: Step Three - Video Tutorial - How to Schedule an Appointment: Step Three - Step-By-Step Tutorial - How to Schedule an Appointment: Step Four - Video Tutorial - Self-Scheduling: Provider Review of Scheduled Encounter Step Four - Step-By-Step - Self-Scheduling: Provider Review of Scheduled Encounter

Self-Scheduling Intended Flow

This tutorial will detail the suggested self-scheduling flow for a provider user.

Video Tutorial

Step One - Video Tutorial - Creating a New Calendar and Assigning it to Organizations:

Step One - Step-By-Step Tutorial - Creating a New Calendar and Assigning it to Organizations

Select the admin tab

Select Self Scheduling

Select Manage Calendars

Select Add

Input a Name for internal use

Type in your desired URL Slug

One you've input your URL Slug the next box will show you the Full URL, you can use the copy icon to copy your URL for use

Now input a description for your calendar, this description is for internal use

Input a Welcome Message; this message will show as a greeting for the patient.

Input a Scheduling Complete Message. This message will appear after the patient has completed registration for an appointment.

Note: once an appointment is scheduled, the provider user and patient will receive an email

Note: this is not active yet

Next, select the Timeslot Duration or length of the appointment

Select the New Appointment Scheduling Max; this determines how many days in advance an appointment can be scheduled. You can select from 7 Days, 14 Days, or 30 Days

Input a number (1-10) for your Default Overbooking Limit Per Timeslot. This determines how many appointments can be done per provider, per timeslot.

Note: when a provider sets their availability, they can override this

Set your calendar time zone

Set the Start Time and End Time of your calendar

Scroll to the top of your modal page and select Organizations

Check the box for the Organizations you wish to assign to this Calendar.

Lastly, if you wish to assign documents to the appointment you can select Documents

Select the document(s) that you want patients to complete before completing their appointment registration. This document has to be assigned to the organization that the patient belongs to.

Select Save

Step Two - Video Tutorial - Setting Provider Availability:

Step Two - Step-By-Step Tutorial - Step Two: Setting Provider Availability:

Select your account setting icon

Select your information to open account settings

Scroll to the Availability section

Select the Calendar you wish to set availability for

Once you've selected the calendar, you will see its URL below and can directly copy the link to share from this location

To add a timeslot, select the general area on the calendar

Add availability for this timeslot, select OK to add availability

Overbooking is set from the admin provider, if you wish to change the overbooking, your limit will override the calendar set up

Add in any exceptions. Exceptions can be considered "Time Off" or "Additional Time" that varies from your normal schedule. Select OK to add your exception

Set any schedule preferences; this allows the provider the ability to set the view of their own calendar

Select Save to save your availability

Step Three - Video Tutorial - How to Schedule an Appointment:

Step Three - Step-By-Step Tutorial - How to Schedule an Appointment:

Navigate to the Scheduling webpage

You may be asked to input your First Name, Last Name and DOB, or your Provider Issued Identification Number (Unique ID). This information must match what your provider has input on your patient profile.

Select Search

If there is a profile match, your name will pull below the search bar, select Continue

Select the date range for your desired appointment, as well as select your desired provider. The default will be set to "Any Available Provider." If there is more than one provider available, you can select a specific provider if you wish.

Scroll down to view available timeslots

To select a timeslot select it, you will then be required to confirm the time and provider by clicking on the provider

If required documents are requested to complete the scheduling process, complete them accordingly by selecting “add”

Once your documents are complete, select Continue

Input your email and select Finish and Schedule to complete your appointment scheduling.

You will then be routed to a confirmation page with an email confirmation of the scheduled appointment. Select Home to navigate back to the scheduling page

Step Four - Video Tutorial - Self-Scheduling: Provider Review of Scheduled Encounter

Step Four - Step-By-Step - Self-Scheduling: Provider Review of Scheduled Encounter

Navigate to your schedule tab on the left navigation.

Note: You can also navigate directly from the patients' encounter tab, or if the encounter is not completed from the dashboard schedule

Select the patient to navigate to the encounter

Edit the details of the encounter accordingly

Answers applicable Background Questions that are specific to your account

Encounters that are created via Self Scheduling will automatically be marked as Non Problem Related. To associate a problem, uncheck Non-Problem Related

Select + to add/associate a problem

Select to add a new to create a new problem or link an existing to select from existing problems for this patient

Select + to add performed services for the encounter

Select the appropriate service

Select + to add notes for the encounter

Select + to add or link attachments

Select Save to save the scheduled encounter

self schedule intended flow