This is a selection from existing appointment types. Please see the Appointment Type section for further information.

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

• 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.

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

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

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

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.

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

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.

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.

Select the date of the appointment. You can enter in the date or use the calendar to select the date.

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.

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.

Select the start time for the appointment. You can also enter the 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.

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.

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.

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.

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.

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.

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.

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

Enter any comments related to the appointment in this field.

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