Creating and Editing Appointments

Most users work with appointments that have already been scheduled by the agency. To open an appointment, go to the Calendar and click the appointment block for the session you need to review. The appointment detail panel shows the information you need before the session begins, including the client, date, start and end time, location, provider, and current status.

Before starting a session or writing documentation, confirm that the appointment matches the session you are about to complete. Check the date, time, client name, and location carefully. If anything looks wrong, do not guess or make unauthorized changes. Contact the scheduler, supervisor, or agency administrator so the schedule can be corrected through the appropriate workflow.

The appointment panel is also a launch point for related work. Depending on your permissions, you may be able to open the session note, view signatures, review attached documents, or check appointment details needed for documentation.

The appointment detail panel gives you the operational information needed to complete the session correctly. Review the location, session time, provider assignment, and any available notes or documents connected to the appointment. If your agency uses caregiver signatures, the signatures tab lets you confirm whether a signature is needed or already captured.

Some users may see additional administrative fields, but regular users should treat those fields as reference information unless their role explicitly allows editing them. If a billing code, authorization, service type, or provider assignment looks incorrect, escalate it to the agency team responsible for scheduling or billing. Those settings affect agency records and should not be changed casually during a session.

Use the appointment details as the source of truth for your next step. If the appointment is correct, continue into the session note or other assigned workflow. If it is not correct, pause and ask for help before documenting against the wrong appointment.

Depending on your permissions, you may be able to update basic appointment status fields such as checked in, in progress, completed, cancelled, or no-show. Status updates help the rest of the team understand what is happening with the session and keep the calendar current.

Use status updates consistently. If a session is starting, update the status according to your agency's workflow. If a session is cancelled or the client does not arrive, follow your agency's instructions for documenting the reason and notifying the right team members. Do not use status changes to work around scheduling problems; they should reflect what actually happened.

Some appointment edits, such as changing the scheduled time, provider, location, service type, billing code, or authorization, may be restricted to agency administrators or schedulers. If you cannot edit a field, that is intentional. Contact the appropriate person instead of creating duplicate appointments or documenting on an incorrect one.

Opening documentation from the appointment helps keep the session note connected to the correct client, date, provider, and scheduled time. When the appointment panel includes a note action, use it instead of creating an unrelated note from somewhere else in the system.

After the note opens, confirm that the information carried over from the appointment still matches the session you completed. The appointment-to-note link helps supervisors review the work and helps the agency maintain a clear record of what happened during the scheduled service.

If you started documentation from the wrong appointment, stop and ask for help before signing. Signed notes may require supervisor or administrator assistance to correct, so it is better to catch the issue early.