Recurring Appointments

A new appointment may be repeated if desired by checking Recurring Appointment. An existing appointment cannot be turned into a recurring appointment or have its recurrence pattern altered. Furthermore, recurring appointments cannot be dragged & dropped in the calendar unless that Schedule Setting is enabled. Once Recurring Appointment is checked, the following fields will be available.

Recurrence Pattern

  • Every – Enter the how often the appointment should repeat based on the type below:

    • Day(s) – This indicates the appointment will repeat every X number of days. For example, a value of 1 indicates it will repeat every day, while a value of 2 indicates it will repeat every other day.

    • Week(s) – This indicates the appointment will repeat every X number of weeks on the selected days of the week. For example, if you wish to create a recurring appointment every Monday, then enter every 1 week(s) and select Monday. If it should be every other Monday, then enter every 2 week(s) and select Monday.

    • Month(s) – This indicates the appointment will repeat every X months based on the selection of the day of the week within the month. For example, if an appointment should occur on the first Friday of each month, then enter 1 month(s), on the first Friday.

    • Year(s) – This indicates the appointment will repeat every X years.

From - To Dates

Enter the date when the recurrence should start. Then choose for if the appointment should repeat for a set amount of occurrences or until to enter a date when the recurrence should stop. The maximum number of occurrences is 100.

Generate

Click the Generate button once all the recurrence information is entered. This will populate the Recurrence Description and Recurrence Dates fields. This is required in order to save the appointment.

Recurrence Description

This is a read only field which describes the current recurrence pattern once Generate is clicked.

Recurrence Dates

This is a read only field that shows each date in the recurrence pattern once Generate is clicked.

If there is ever any doubt about which recurrence settings to make, use the Generate button to see the description and dates. You can then confirm that the selections are correct or you can make the necessary changes and regenerate the description and dates.

If the appointment scope is Student (Therapy) and an authorization is selected, then additional validation is automatically performed before the appointment is saved. 

Specifically, the recurrence dates are checked against the authorization start date, expiration date and remaining minutes/visits to ensure that the appointments will not be created on dates where the authorization is expired. If any of the dates fall in an expiration period, then an error will appear after clicking save explaining the details.  

A new field named Confine to Authorization will be available that must have a selection made before the appointment can be saved. The options are:

  • Yes – Select this value if the appointment recurrence should be limited to the dates where the authorization can still apply. The appointment will not be created for any other dates in the recurrence pattern.

  • No – Select this value if the appointment should still be created on the dates outside of the active authorization period. On those dates, there will not be an authorization on the appointment. In other words, an appointment will be created for every recurrence date; however, some of the appointments will not have an authorization.

Once a recurring appointment has been created, it cannot be modified across all the appointments in the recurrence pattern. If it ever needs to be updated (e.g. the start time, assigned to, attendees or duration should be changed), then the best way to handle this is to delete all the appointments in the recurrence pattern then recreate them. 

Fortunately, this is easy to do. Simply open any appointment in the recurrence pattern and then click the Delete button. Choose the option to delete “This appointment and all appointments in this recurrence pattern. Then choose “All dates” assuming that the entire recurrence should be deleted, otherwise choose “From mm/dd/yyyy” and beyond where the date is the date of the appointment opened. 

Finally select to Permanently delete them. More information on deleting appointments can be found below.