This Appointment Changes Guide outlines step-by-step instructions for updating key appointment details: Location, Date, Type, and Case.
TIP: These processes involve temporarily reversing and reapplying changes. We recommend that you follow each step carefully.
Jump to Section:
Change Appointment Location
TIP: Confirm with the payer whether you need to resubmit with a 7 and the original reference number in field 22, or if they can update the location on their end.
- Navigate to the schedule and create a new appointment one minute after the original.
- Open the Patient Chart and click on Documentation, then click Revise on completed documentation (if applicable).
- In the Docs tab, locate the associated note, then click Edit Date/Time.
- From the dropdown, select the one-minute later appointment, then click Save.
- Open the documentation and confirm it is linked to the new appointment.
- Go to the Schedule tab, hover over the original appointment, then change the status to Scheduled.
- Click the original appointment, update the Location, then click Save.
- Hover over the same appointment, then change the status back to Checked In.
- Edit the documentation again to update Date/Time back to the original time.
- Delete the temporary appointment.
- Re-sign the documentation.
- If necessary, revise and refresh the claim to reflect the changes.
Change Appointment Date
TIP: Check with the payer if resubmission is needed with a 7 and original reference number in field 22.
- Navigate to the schedule and create a new appointment on the correct date and time.
- Open the Patient Chart and click on Documentation, then click Revise on completed documentation (if applicable).
- In the Docs tab, locate the associated note, then click Edit Date/Time.
- Select the new appointment date, then click Save.
- In the Schedule tab, hover over the original appointment, then set the status to Scheduled.
- Click and Delete the original appointment.
- Re-sign the documentation.
Change Appointment Type
TIP: Confirm with the payer about resubmitting with a 7 and original reference number in field 22.
- Create a new appointment 1 minute after the original, with the correct appointment type.
- Open the Patient Chart and click on Documentation, then click Revise on completed documentation (if applicable).
- In the Docs tab, find the Daily Note, then click Edit Date/Time.
- Select the one-minute later appointment, then click Save.
- Open the Progress Note, then click Delete in the bottom left corner (this puts it in Not Started).
- Go back to the Schedule tab, then set original appointment status to Scheduled.
- Click the original appointment, change the Appointment Type, then click Save.
- Hover over the appointment, then revert the status to Checked In.
- Delete the temporary appointment.
- Sign off on the Re-Assessment documentation.
- (Optional) Revise and refresh the claim if necessary.
Change Appointment Case
TIP: If a claim was submitted, you must void it by putting an 8 in field 22 before making changes.
- Create a new appointment with the correct Case.
- Open the Patient Chart and click on Documentation, then download the existing documentation.
- Click Revise, then Delete the original document (this puts it in Not Started).
- On the Schedule tab, set the original appointment status to Scheduled, then Delete it.
- Hover over the new appointment, then click Check In.
- Copy-paste content from the downloaded document into the new Daily Note, and click Sign.