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Kareo Help Center

Navigate the Dashboard

When you log into Kareo, the Dashboard provides an efficient interface to manage daily patient appointments, access high-priority tasks, and navigate to other sections in the system.

The Dashboard displays patient appointments for the day and allows you to manage the entire appointment workflow — from check-in to checkout — including running insurance eligibility checks and collecting patient payments.

Navigate the Dashboard

  1. Kareo module icons display on the left of the top navigation bar.
    • An icon displays in color when a module is active on the practice account, or shows grayed out if inactive.
      Note: Modules subscriptions are provider based. If your practice has multiple providers, an icon may display in color for all users once a module is activated for a single provider. However, the module features will only be available to the subscribing provider.
    • Hover over an icon to view module functions and navigate to other sections in the system.
  2. Use the top search box to quickly find a patient record.
  3. Hover over the clock icon to view the last six patients accessed.
  4. Click the envelope icon to access Kareo Messaging.
  5. Hover over the User icon to view your user name and Kareo ID, access settings, connect to the Solution Center, or sign out of the system.
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  1. Click to navigate to a specific date.
  2. Click New Appointment to open the Calendar and schedule an appointment. The Calendar will open to the date selected from the calendar above.
  3. Click Check Eligibility for All to check primary insurance eligibility for all patients scheduled that day (Billing subscribers only).
  4. Click the Print drop-down to select the following options:
    • Daily Schedule: print patient appointments for the day.
    • Encounter Forms by Last Name: Print paper encounter forms sorted by the patient's last name.
      Note: A provider-specific encounter form must be added to the desktop application (Billing subscribers only).
    • Encounter Forms by Time: Print paper encounter forms sorted by the appointment time (Billing subscribers only).
      Note: A provider-specific encounter form must be added to the desktop application.
    • Patient Balances: Print statements for patients with a balance who are scheduled that day (Billing subscribers only).
  5. Set filters to view appointments.
    • Click to select all or specific Providers, Staff, Rooms, Equipment, or Service Locations to view their appointments.
      • If a service location is not selected, appointments at that location will not show regardless of the other filters. 
      • The service location filter will not be shown if the practice only has one location.
  6. Click on a tab to view patients as they move through the appointment flow.
    • Scheduled: Shows patients scheduled for the day who have not yet arrived.
      • Late Scheduled or Confirmed appointments will be shown in yellow.
    • In Office: Shows patients for the day with an appointment status of Arrived, Checked In, or Roomed.
      • The status of the note shows as Note not started, Note in progress, or Note signed (Clinical subscribers only).
      • Roomed appointments will be shown in blue.
    • Finished: Shows patients for the day with an appointment status of Checked Out, No Show, Rescheduled, or Cancelled.
      • No Show, Rescheduled, and Cancelled appointments will be shown in red.
  7. View real-time appointment details.
    • Click the patient's name to view their patient chart.
    • Hover over the patient's name on the to view the patient's date of birth, alert, primary phone number, email, and address.
    • Appointment time, appointment reason, and scheduled provider, staff member, room, equipment shows.
    • Eligibility status shows, if available.
  8. Click the drop-down arrow to change the status of the appointment.
    • Note the appointment with Scheduled, Reminder Sent, or Confirmed.
    • Move the patient through the appointment flow by selecting Arrived, Checked In, Roomed, or Checked Out.
    • Change the appointment status with No Show, Rescheduled, or Cancelled.
  9. Outstanding Items: Click to access high priority task that require your attention.
    • eRx Requests (Clinical subscribers).
    • Labs/Studies (Clinical subscribers).
    • Flagged Messages from the message center.
    • Open Notes (Clinical subscribers).
    • Tentative Appointments made through online booking (Engage subscribers).
    • Patient Intake pending review submitted by patients (Engage subscribers).
    • Direct Inbox messages from other providers (Clinical subscribers).
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View Appointment Card

Click on the appointment to view the appointment card.

  1. Click the patient's name to view their patient chart.
  2. Click the drop-down arrow to change the status of the appointment.
    • Note the appointment with Scheduled, Reminder Sent, or Confirmed.
    • Move the patient through the appointment flow by selecting Arrived, Checked In, Roomed, or Checked Out.
    • Change the appointment status with No Show, Rescheduled, or Cancelled.
  3. View alerts added to the patient record.
  4. View the appointment details.
    • Resources: Scheduled provider, staff member, room, and/or equipment.
    • Location: The service location of the visit.
    • Visit Reason: The reason for the visit.
    • Patient Intake: Displays patient intake status Not sent to patient, Not submitted by patient, Pending Review, Merged, or Rejected.
      • Click the vertical ellipsis menu to select the option to Send, Resend, Print Forms, or Review.
      • If the provider is not an Engage subscriber, click Upgrade your account.
    • Balance: The patient's account balance and any payment made today.
      • Click the vertical ellipsis menu to select Collect Payment.
  5. View the associated insurance policy, if available.
    • Effective: The policy start and end dates.
    • Copay: The copay amount.
    • Authorizations: If available, the number of visits remaining for the authorization.
    • Eligibility: View eligibility status (Billing subscribers only).
      • Click the vertical ellipsis menu to select the option to View Report or Check Eligibility.
  6. Create Clinical Note: Click to begin a note (Clinical subscribers only).
  7. More Options:
    • Open the Charge Capture, Collect Payment window, or Print Encounter Form for this appointment (Billing subscribers only).
    • Schedule Follow-up after the patient is checked out.
    • Edit Appointment details or Delete Appointment.
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