This article provides instructions on how to add and edit a calendar event. 

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Add Appointment/Event Manually:

Manually add a new appointment or event to your calendar by clicking on any open time slot on the user's calendar when in week or day view. You may use the Next Available Appointment Tool in order to find the time slot. 

Select the Type of appointment from the drop down menu. You can manage your own appointment types under Admin > Manage > Schedule Types.

The appointment type selected will populate some basic information into the Title field. You can edit the title as needed. 

Enter Event Details, if desired. These are NOT visible to or sent to the patient - these are internal notes).

Use the This appointment is for search box to search for and select an associated patient.


Once a patient is associated with the event, options pop-up to the right to send an Email Notice, Email Reminder, and SMS Reminder about the appointment to the patient. If the applicable boxes are checked, the Email Notice will be sent as soon as you click +Add New Event, and the Reminder(s) will be sent the specified number of hours before the appointment.

To save default messages for these reminders, go to Admin -> Manage -> Schedule Types. Any default messages that are saved will be shown in the popup to the right of the appointment. You can edit these messages from this window if you want to make changes for this particular appointment. 

Edit the start and end times/dates as needed. You may use the Is recurring checkbox and associated drop down menus to add a recurring appointment.


If this appointment applies to multiple users calendars, you can select additional users at the bottom under Applies To (the user's calendar you are on will automatically be checked). 


When finished, click the green +Add New Event button to schedule the event (and send an email notice, if that checkbox was selected).

Add from a Patient Request from Portal:

Accept the request and add it to your calendar by clicking on the date and time shown for the request in the Appointment Requests block on the schedule page (directly below the Patient Portal Queue block). When you accept an appointment request made by the patient, then the appointment type, date and time, patient, and provider are automatically populated based on what the patient requested. Any notes that they added will appear in the appointment description

Note: you may also use Chart Parts to create different email templates (e.g., for different types of appointments). Once you have created the desired email Chart Part(s) (via Admin --> Manage --> Chart Parts), insert the message from your template by typing the name or nickname of your email template, then selecting the suggested match to the left.


Note: email notice and reminder will be sent by regular email, not as a secure message via the Patient Portal - do not include Protected Health Information in your message.

Edit an Appointment/Calendar Event:

Clicking on an existing event brings up the Edit/Delete window (which is the same as the Schedule New event window, except that the buttons at the bottom allow you to Edit or Delete the existing entry). You can make any changes you need to here. Changes will be documented in the Edit Log in the bottom right of the Edit/Delete window.

NOTE: Editing the type of an appointment will NOT automatically change the appointment reminders to the saved default for the new type. The previous type's reminders will still go out unless you manually edit the text of those. If you want to change the type, it's likely easier to delete the appointment and re-add it with the new type. 

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