How to: Create Group Appointments in the Scheduler

How to: Create Group Appointments in the Scheduler

 
You can schedule a Group Appointment for multiple participants. This feature allows you to have one appointment on the calendar that multiple unrelated participants can attend. Typically, we see this used for education, trainings, meetings, or conferences.

            Note:  The Scheduler must be enabled on an account prior to use.
                        Please reach out to Teletask staff to enable this feature.

Creating a Group Appointment is two part. The first part is creating the Appointment Type and the second part is scheduling participants.
To create the appointment type, please visit:  How to: Create or Edit Appointment Types for the Scheduler
Note: Please check the box for Group Appointment
 

Please follow the steps below to schedule participants for a Group Appointment. 

  1. Log-in to: https://hms.teletask.com/, your email address is your username.

  2. Click on Scheduler   in the top menu bar.

  3. Select your clinic or office in the top left-hand corner.



  4. In the Search bar type the Name of the client that you are scheduling for the appointment.
    Note: You can also search by Patient/Client ID, Family ID, Phone number and Date of Birth. 



  5. Click on the Name of your client to select them.



  6. The Patient Summary page will appear.



  7. Select New Appointment if scheduling for a single client, or Family if scheduling for multiple family members.
    For more information about scheduling appointments, visit:  How to: Schedule Appointments for Patients through the Scheduler



  8. When you select New Appointment, it will open up the Appointment Details section; on the right-hand side of the calendar.

  9. Use the drop-down menu to select the Group Appointment Type. In our example, we are using the Appointment Type: Education.



  10. The Duration of the appointment will be automatically calculated for you based on the Appointment Type.



  11. On the small Calendar click on the Date for the appointment.  You can use the arrows  to navigate forward or backwards between the months.



  12. Switch to day or week view.



  13. Click on a Time Slot for the Resource that will accommodate the appointment Duration.

  14. This will automatically update the Time/date and Resource fields on the right.
    Note: In addition to Steps II. through V. you can also select the Time/Date from the drop-down menu. Scheduling using the drop-down menu will not allow you to view open time slots on any given day.



  15. Optional:  Enter any Notes about the appointment.



  16. When you have finished making your selections, choose Save, towards the top of the screen.



  17. The appointment will now show as scheduled on the calendar. Instead of showing the name of the person you scheduled it will show the number of people who you have scheduled for the appointment.



  18. Repeat Steps 3 through 17 to add additional participants. You can click on the existing appointment while scheduling to automatically add the type and duration. The number of appointments will increase by 1 for each participant that you add.



  19. To check all the participants in and out or mark them as missed, you can click on the scheduled appointment and manage the Group Roster. The Group Roster shows all participants who are scheduled for that appointment.




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