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How to schedule an appointment

Create an appointment invitation for a provider to meet with a patient or consult with a colleague in a video call.

Build all details of an appointment from scratch in the "New Appointment" form, or prefill some fields from the Appointment Calendar by locating a provider and selecting a time.

Schedule an appointment in the "New Appointment" form

The "Schedule Appointment" form appears. Now complete the fields:

Complete the Provider and Patient or Colleague fields

1. Provider: Add the provider who will see the patient or colleague. Type the first few letters of the provider's name. A dropdown appears with names that include those letters. Use the up and down arrow keys and then hit enter to select the provider, or select their name with your mouse.

2. Patient or Colleague: Add the patient or colleague who will see the provider. Type the first few letters of the patient/colleague's name. A dropdown appears with names that include those letters. Use up and down arrow key and then hit enter to select the correct person, or select their name with your mouse. If the patient/colleague does not yet have a TouchCare account, enter their email address and they will be sent an invitation to join.

The Tab key moves to the next field or button. The Enter key selects the field or button that is highlighted.

Complete the Scheduling fields

3. Date: Click in the box; in the calendar dropdown select the day for the appointment. Click the triangles to the left and right of the month name to move forward and backward.

4. Time: Click each field and select the hour, minute and AM or PM for the appointment.

5. Preset Duration: Click to select the length of the window of time during which the provider will arrive (for example: in the screenshot above, the time is 4:55pm and duration is 8 minutes. This indicates to the patient or colleague that the provider will arrive between 4:55pm and 5:03pm). If you select "Other", the "Other Duration" box appears. Enter the number of minutes.

Select the Fee

Prior to charging fees, a Stripe account must be created and the default fees configured. See Practice Settings > Appointments and Billing.

6. Fee: Select the amount to charge the patient or colleague for the video call, or "Free" if there is no charge. If you select "Other", the "Other Fee" box appears. Enter the amount.

Complete the Message field, optionally add an image and Create Appointment

Default Appointment Messages are modified from Practice Settings > Appointments and Billing > Appointment Invite Message > Edit

7. Message: Quickly add a commonly used message or messages. Use the "Default Appointment Messages" dropdown (Default messages are managed in Practice Settings). Select the message(s) to send to the patient or colleague. To add multiple messages, select each message separately; each is added to the Message box in order of selection. You may also modify the default appointment messages after adding them, or type a new message.

8. Add Image: Optionally, add a image or document file to the invitation - for example, educational documents, marketing collateral or a photo of the provider. Click "Add Image" to open your computer's file explorer. Navigate to select the image or document you wish to attach, then click "Open" to add it. The following file types are acceptable: PDF, PNG, GIF, JPG and TIF.

6. Select "Create Appointment"

The appointment is sent as an appointment invitation to the patient or colleague.

Schedule an appointment in the Appointment Calendar

The "Schedule Appointment" form appears. Some fields are pre-filled based on the provider and time you clicked. Now complete the remaining fields:

Complete the Provider and Patient or Colleague fields

1. Provider: The provider is pre-filled. To change the provider, click the white x to remove it. Then type the first few letters of the new provider's name. A dropdown appears with names that include those letters. Use the up and down arrow keys and then hit enter to select the provider, or select their name with your mouse.

2. Patient or Colleague: Add the patient or colleague who will see the provider. Type the first few letters of the patient/colleague's name. A dropdown appears with names that include those letters. Use up and down arrow key and then hit enter to select the correct person, or select their name with your mouse. If the patient/colleague does not yet have a TouchCare account, enter their email address and they will be sent an invitation to join.

The Tab key moves to the next field or button. The Enter key selects the field or button that is highlighted.

Complete the Scheduling field

3. Date: The date is pre-filled. To change it, click in the box; in the calendar dropdown select the day for the appointment. Click the triangles to the left and right of the month name to move forward and backward.

4. Time: The time is pre-filled. To change it, click each field and select the hour, minute and AM or PM for the appointment.

5. Preset Duration: Click to select the length of the window of time during which the provider will arrive (for example: in the screenshot above, the time is 4:55pm and duration is 8 minutes. This indicates to the patient or colleague that the provider will arrive between 4:55pm and 5:03pm). If you select "Other", the "Other Duration" box appears. Enter the number of minutes.

Select the Fee

Prior to charging fees, a Stripe account must be created and the default fees configured. See Practice Settings > Appointments and Billing.

6. Preset Fee: Select the fee to charge the patient or colleague for the video call. If you select "Other", the "Other Fee" box appears. Enter the amount.

Complete the Message field, add an optional image and Create Appointment

Default Appointment Messages are modified from Practice Settings > Appointments and Billing > Appointment Invite Message > Edit

7. Message:   Quickly add a commonly used message or messages (Default messages are managed in Practice Settings). Use the "Default Appointment Messages" dropdown to select the message(s) to send to the patient or colleague. To add multiple messages, select each message separately; each is added to the Message box in order of selection. You may also modify the default appointment messages after adding them, or type a new message.

8. Add Image: Optionally, add a image or document file to the invitation - for example, educational documents, marketing collateral or a photo of the provider. Click "Add Image" to open your computer's file explorer. Navigate to select the image or document you wish to attach, then click "Open" to add it. The following file types are acceptable: PDF, PNG, GIF, JPG and TIF.

6. Select "Create Appointment"

The appointment is sent as an appointment invitation to the patient or colleague.

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