How To: Schedule Clinical Appointments

In order to document a session, a corresponding appointment must be added to the calendar. Scheduling the appointment will tell TherapyNotes what type of note you need to write, and information from the appointment will be automatically populated in the note header, saving you from entering information that TherapyNotes already has available. Scheduled appointments impact the type of documentation available for the appointment, the information included on insurance claims, and your clients' ability to view accurate availability on the client portal.

TherapyNotes offers several ways to create clinical appointments, allowing you to choose whichever method is most convenient for your individual workflow.

Role Required: Practice Scheduler, Clinician, Clinical Administrator, Intern, Supervisor, or Biller

To schedule a clinical appointment:

  • Click Scheduling
  • Do one of the following
    • Click the Create New Appointment button
    • Double-click on a date on the calendar
    • Hover over a date on the calendar and click the plus sign (+)

Appointments may also be scheduled for specific clients directly from their chart.

To schedule a clinical appointment from a patient's chart:

  • Click Patients > Patient Name > Schedule tab
  • Click the Create Appointment button

No matter how you choose to schedule your appointment, the New Appointment dialog will appear. Complete the fields as accurately as possible to ensure that the information on the subsequent documentation and insurance claim is correct.

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(A) Type: The selection in this dropdown determines 1) which Clinicians will be available to schedule the appointment with, 2) which service codes can be connected with the appointment, and 3) which note template will be available to the Clinician at the time of the appointment. For example, if you select Therapy Intake, only Clinicians with a Psychotherapy type will be available from the Clinician dropdown, only service codes under the service type Therapy Intake will be available from the Service Code dropdown, and the Clinician will be prompted to complete a Psychotherapy Intake Note once the session has begun.

(B) Service Code: The service codes you have available for the appointment depend on the Type selected above. For example, if you need to bill for a 90791 intake code, set your service type to Therapy Intake.

(C) Frequency: Appointments in TherapyNotes can be one-time or recurring. Recurring appointments may continue indefinitely or end on a specified date.

(D) Appointment Alert: Appointment alerts are identified with a bell icon on the calendar and are visible to the entire practice. In Agenda, Day, and Week view, appointment alerts are shown below the corresponding appointment. Hover over the appointment in Month view to view the alert.

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