Appointments allow a practice to manage the schedule of their staff and students. An existing appointment may be copied by using the Clone button while viewing the appointment. Simply change the start date and time and the rest will be copied over. Appointments may be viewed in many different manners via the Calendar tab.

Appointment email notifications may be sent to the Assigned To of the appointment if that user has selected the appropriate notifications. See Calendar / Edit Schedule Settings for further information.

In addition to being able to create a new appointment from the Appointments section, it may also be created from the following:

· Student – Will automatically populate the student field.

· Authorization – Will automatically populate the student and authorization fields. An appointment consists of the fields below:

· Appointment Type – This is a selection from existing appointment types. Please see the

Appointment Type section for further information.

· Scope – This will be automatically populated based on the selected appointment type. The scope may be:

o Student (Therapy) – Used for scheduling student appointments. These are typically billed to an insurance company or directly to the student (private pay).

o Student (Non-Therapy) – Used to block off time for a student so conflicting appointments are not created. Some examples include a student’s vacation, sport practices/games, summer camp, etc.

o Non-Student – Used to schedule appointments that are not related to a student. Some examples include staff member time off, staff meetings, etc.

· Student – The student for the appointment. This is disabled and blank if the appointment scope is Non-Student.

· Status – Select the appropriate status for the appointment. The default for new appointments is Scheduled.

· Cancelation Reason – This is required when the status is Canceled. A pre-defined list of reasons may be selected. This will allow your practice to track and analyze why appointments are being canceled.

· Reason – Allows for a short description of the appointment. This field is optional.

· Time Zone – This is only displayed if the ”Display Time Zone Selector” schedule setting is checked. This allows the user to specify the time zone of the appointment. It will be automatically set to the Default Time Zone from the schedule settings on a new appointment. The user’s current time zone is indicated by a * at the end.

· Recurring Appointment – Check this box if the appointment should be repeated based on a user

defined pattern. See the Recurring Appointment section below for further details and instructions on the newly available fields.

· Appointment Date - Select the date of the appointment. You can enter in the date or use the

calendar to select the date.

· Weekday – This field is available when viewing the appointment details and shows the day of

the week (e.g. Wednesday) of the appointment. It is useful for filtering lists and creating reports for a particular day if required.

· All Day Event? – Check this box if the appointment should span the entire day. Typically, this is used for items like a Therapist vacation, conferences, student vacations, etc. If selected this will automatically set the duration to 1,439 minutes and disable that field.

· Start Time – Select the start time for the appointment. You can also enter the time.

· End Time – Select the end time for the appointment. You can also enter the time. The duration will be automatically set based on the start and end times. Alternatively, you can enter a start time and duration. In this case, the end time will be automatically set.

· Duration (minutes) – Enter the length of the appointment in minutes (e.g. 90 for a 1.5 hour

appointment). Alternatively, you can enter the end time and the duration will be automatically calculated.

· Use Applied Minutes – This is unchecked by default. If unchecked, then Applied Minutes will

always be equal to the Duration after saving the appointment. If checked, then the Applied

Minutes may be edited by the user.

· Applied Minutes – This field is used to determine the number of minutes used against the corresponding Authorization. It will default to the same value as the Duration. However, it is possible that the two values may be different. For example, if the appointment duration is 90 minutes, but only 60 minutes were spent on the authorized therapy. Use Applied Minutes must be checked in order to set this to a different value than the Duration. If Set Applied Minutes to Billable Minutes is enabled (see Sidebar / Settings / Practice Admin Settings), then the applied minutes will be automatically updated to the sum of the billable minutes of all sessions for the appointment.

· Authorization – If applicable, select the authorization for the student that this appointment applies to. Not only will the applied minutes be used against the authorization, but the Authorization # will also be used when transferring the resulting session to LeonardoMD Renaissance for billing purposes.

· Assigned To – Select the person whose schedule this appointment should be placed on. The appointment will also be shown on this user’s calendar. The user must have Allow Scheduling set to Yes in the user setup in order to be a valid selection. Furthermore, only users with a TotalABA license type of Full-Time Therapist or Part-Time Therapist may be assigned to an appointment with a Scope of Student.

· Location – Select the location for this appointment. This value will also be used when

transferring the resulting session to LeonardoMD Renaissance for billing purposes. If your practice only has a single location, then this will be the default for new appointments. The default location may also be set in the Schedule Settings and in the Appointment Type.

· Additional Attendees – On new appointments you can add anyone else that should be part of the appointment. Please see the Attendees section below for further details.

· Comments – Enter any comments related to the appointment in this field.

Furthermore, there are three additional fields that are not displayed on the appointment, but are available in the lists and reports. These fields are also displayed when clicking on an appointment from calendar:

· Session # - The number of sessions created for the appointment.

· Time Tracking # - The number of time tracking records created for the appointment.

· Expense Tracking # - The number of expense tracking records created for the appointment.

Associated records are also available on the appointment record. This means that the record has a direct link to the appointment. The associated record types are:

· Sessions

· Time Tracking

· Expense Tracking