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Kareo Help Center

New Patient Appointment

Updated: 04/30/2021
Views: 5571

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

Access Calendar

  1. Select the desired date on the calendar.
  2. Click New Appointment. The Calendar page opens.
  3. Select a Provider, Staff, or Resource from the drop-down.
  4. Double click the desired time slot. The New Appointment page opens.


Schedule New Appointment

  1. Details:
    • Search for a patient.
      • Existing Patient: Begin entering the patient's name and click on the patient's name when it appears.
      • New Patient: If the patient record is not found, select Click to create new patient record to add a patient record.
    • Select a Visit Reason from the drop-down menu. 
    • Adjust the appointment Duration if necessary.
    • Select a pre-set or custom recurring appointment option if necessary.
    • The default Appointment Mode is "In-Office". To schedule a telehealth appointment, select "Telehealth" (Kareo Telehealth subscribers only).
    • If your practice has multiple locations, select a Service Location from the drop-down menu.
    • Add an optional note about the appointment. Appointment notes will carry over to the chief complaint in a patient’s note.
    • Click to select which patient intake forms to send (Engage subscribers only).
    • Select the patient intake form method of delivery:
      • By default, the option to email the patient intake form is selected. If necessary, click to clear.
      • To send the patient intake form via text message, click to select "Send SMS". If necessary, enter the patient's mobile phone number.
  2. Resources:
    • The selected provider is auto-populated from the time slot selected from the calendar or search for and select a provider.
      • The provider's availability displays under their name: Available, Conflicts with another appointment, or Outside office hours.
    • Search for and select a staff member if necessary. Multiple staff members may be selected.
      • The staff's availability displays under their name: Available, Conflicts with another appointment, or Outside office hours.
    • Search for and select a room/equipment if necessary. Multiple rooms and equipments may be selected.
      • The room and equipment availability displays under their name: Available or Conflicts with another appointment.
  3. Billing Details:
    • Balance: Patient balance or credit displays (Billing subscribers only).
    • Insurance Case: Select a case and review the insurance information with the patient.
    • Policy: Policy information of the selected case.
      • Effective: The policy start and end dates.
      • Copay: The copay amount.
      • Authorizations: If available, the number of visits remaining for the authorization.
      • Eligibility: Eligibility status shows, when available. (Billing subscribers only).
        • Click the more options icon to select the option to View Report or Check Eligibility.
  4. Click Save Appointment when finished.


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