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Kareo Help Center

Schedule Patient Appointment

To schedule an appointment

  1. Click Appointments on the top menu. Select one of the calendar views or; click the Daily Calendar - Daily Icon.jpg or Workweek Calendar - Workweek Icon.jpg icon in the top menu.
  2. In the Service Location drop-down menu, select a location.
  3. In the Resource section, check the box next to the resource(s) you want to schedule.
  4. Select a date on the calendar in the top right of the window.
  5. Double-click on a time slot on the calendar. A new appointment opens.
  6. Complete the appointment details. See below.
  7. Click the Documents tab to attach documents, if necessary.
  8. When finished entering the appointment details, click Save.

Appointment Details.jpg

  1. Type: Select the type of appointment.
  2. Patient: Click Patient to search for an existing patient. If the patient does not exist in the database, click New at the bottom of the Find Patient window to create a new patient record.
  3. Reasons: Optional. Select the reason from the drop-down list, then click Add. To remove a reason, right-click on the reason and click Delete.
    Note: A list of appointment reasons is only available if one has been set up. See Add Appointment Reasons.
  4. Confirmation Status: "Scheduled" is selected by default. If you choose, select another option from the drop-down menu; these statuses can be used to track appointment work flow.
  5. Case: Click to add one or more cases if not yet recorded on the record.
  6. Authorization: If an authorization number assigned by the patient’s insurance company has already been entered, that number will appear here. If required for the visit, click the Authorization button to select it (double-click to select). 
  7. Date/Time: Auto-populated; confirm and adjust the end time if necessary.
  8. Recurrence: Click to set the appointment to recurring.
  9. Notes: Optional. When notes are entered, a symbol will appear on the calendar to alert staff to check the appointment notes.
  10. Check Eligibility: Click to check patient eligibility. After checking eligibility, one of three statuses is displayed: Patient is eligible, Patient is ineligible, Eligibility is unknown.
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