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Kareo Help Center

Schedule Patient Appointment

Watch a demonstration of the features covered in this article in our Schedule Patient Appointment video.

Schedule patient appointments in Kareo to manage and organize the practice’s daily agenda.

Open the Calendar

Open the calendar in one of two ways to schedule an appointment.

  1. Hover over the Platform icon in the upper left of the window and select Calendar. The Calendar opens.
  2. Click +Appointment on the Agenda. The Calendar opens.



Open a New Appointment

Double-click the desired time slot for the provider or resource on the calendar. The New Appointment window opens.

  1. Enter patient name.
    • Existing Patient: Begin entering the patient's name and click on it when it appears.
    • New Patient: To schedule an appointment for a new patient, click +Create New Patient to add a patient record.


Schedule Patient Appointment

  1. Patient information:
    • Contact: Verify the contact information with the patient . If any information has changed, click Edit to make changes.​ Click Change to select a different patient.
    • Case: Select a case and review the insurance information with the patient. Click Edit to make changes.  Hover over the exclamation icon view copay and policy start and end dates for the primary insurance.
    • Eligibility: If available from the insurance company, view eligibility status. Click Run Eligibility Check, Run again, or Show report to verify and view patient's eligibility.
    • Authorizations: Displays the authorization numbers from the case selected.
    • Balance/Credit: Any patient balance or credit displays.
    • Patient Intake: Click to email the patient a link to complete a patient intake form online (Engage subscribers only).
  2. Appointment Details:
    • The selected provider or resource, date, and time are auto-populated from the time slot selected.
      • Click the drop-down arrows to select a new provider or resource.
      • Click in the date box to choose a different date.
      • Click the drop-down arrow to select a new time.
    • Select a Visit Reason from the drop-down menu. 
    • Adjust the appointment Duration if necessary.
    • If your practice has multiple locations, select a Location from the drop-down menu.
    • Add an optional note about the appointment. Appointment notes carry over to the chief complaint in a patient’s note.
    • Click + Add Recurrence to create a recurring appointment.
  3. If the patient owes a balance, check the "Collect payment after creating appointment" box to open the Collect Payment window after the appointment has been added.
  4. Kareo checks for scheduling conflicts with the appointment. If there is a conflict, the notification changes to "View Scheduling Conflicts." Click to view conflicts.
  5. Click Make Appointment when finished.