You can schedule several types of non-clinical events in TherapyNotes to help manage your practice more effectively. These include Scheduled Events for administrative tasks, Unavailable Events to block off time you aren’t available, and Extra Availability to make additional time slots accessible for scheduling.
Scheduled Event
Scheduled Events may be associated with either a specific Clinician or the entire practice. Practice-wide events may include events such as meetings, employee training, and other similar happenings and appear on every user's calendar. Clients may schedule appointments on the client portal during all day practice-wide Scheduled Events, but practice-wide Scheduled Events for either All Locations or the locations matching the clinician's work schedule will be shown as unavailable for scheduling.
To schedule an event:
1) Click the Scheduling tab.
2) Click + New Appointment OR
- Double-click on a date on the calendar OR
- Hover over a date on the calendar and click the plus sign (+).
3) The Create New Appointment dialog will appear. From the Appointment Type dropdown, select Scheduled Event.
(A) Clinician: Select a clinician for the event to appear on everyone's calendar.
(B) Frequency: Scheduled events can be one-time or recurring. Recurring events may continue indefinitely or end on a specified date. If the event recurs indefinitely, leave the until field blank.
(C) Event Description: Click in the Event Description field to select from a list of typical events or type in your own response. Your Event Description will be the title of the event on the calendar.
4) Click the Save New Appointment button.
To schedule a practice-wide event:
1) Click the Scheduling tab.
2) Click + New Appointment OR
- Double-click on a date on the calendar OR
- Hover over a date on the calendar and click the plus sign (+).
3) The Create New Appointment dialog will appear. From the Appointment Type dropdown, select Scheduled Event.
(A) Clinician: Select Practice-Wide for the event to appear on everyone's calendar.
(B) Frequency: Scheduled events can be one-time or recurring. Recurring events may continue indefinitely or end on a specified date. If the event recurs indefinitely, leave the until field blank.
(C) Event Description: Click the Event Description field to select from a list of typical events or type in your response. Your Event Description will be the title of the event on the calendar.
4) Click the Save New Appointment button.
Unavailable
Schedule an Unavailable appointment type to block off time for vacations, lunch, personal appointments, or other periods of unavailability. Because the Unavailable appointment type is meant to show when a clinician is not available to see clients, only users with the Clinician or Intern role can be associated with the Unavailable appointment type. Clients may not schedule appointments with a clinician during the Unavailable appointment type.
To schedule an Unavailable appointment type:
1) Click the Scheduling tab
2) Click the + New Appointment button OR
Double-click on a date on the calendar OR
Hover over a date on the calendar and click the plus sign (+)
3) The Create New Appointment dialog will appear. From the Appointment Type dropdown, select Unavailable.
(A) Clinician: Select a single clinician. If you would like to cancel any conflicting appointments for this clinician, select the Cancel the XX appointment(s) scheduled during this blackout period checkbox.
(B) Frequency: Unavailable periods can be one-time or recurring. Recurring unavailable periods may continue indefinitely or end on a specified date. If the event recurs indefinitely, leave the until field blank.
(C) Event Description: Click in the Event Description field to select from a list of generic responses, or type in your own response. Your Event Description will be the title of the Unavailable appointment type on the calendar.
4) Click the Save New Appointment button.
Extra Availability
When creating appointments in TherapyNotes, you can use the Extra Availability type to indicate time slots where clinicians are available to take on additional appointments beyond their standard work schedule. This is particularly useful for managing one-off openings or last-minute schedule changes.
- Navigate to the Scheduling tab and select New Appointment.
- Click + New Appointment OR Double-click on a date on the calendar OR Hover over a date on the calendar and click the plus sign (+)
3. Open the Appointment Type Dropdown and select Extra Availability.
4. Assign Clinician and Location
- From the dropdown menu, select the Clinician who will be available during this time.
- If your practice has multiple locations, select the appropriate location for this availability.
5. Set Time Frame and Frequency
- Choose the start and end times for the Extra Availability appointment.
- Indicate whether this availability is a one-time occurrence or recurring. (e.g., weekly)
6. Add a description (Optional)
- Use the Description field to provide any additional details, such as the purpose of this availability (e.g., “Reserved for walk-ins”).
7. Save Appointment
- Review your selections and click Save Appointment to finalize.