How to: Schedule Appointments for Patients through the Scheduler

How to: Schedule Appointments for Patients through the Scheduler


You can schedule an appointment for an individual client, part of a family, or an entire family. The family appointment options are to schedule in sequential order, grouped into a single visit, or spread out across your Resources. Please follow the steps below to schedule an appointment for an individual or family.

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

            Note:  In order to use the Family Appointments feature it must first be enabled in Settings; 
                        For more information, visit:  How to: Enable Family Appointments for the Scheduler

  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.
    Note: If using Family, skip down to the Family section.  If Family is not an option, the user is not part of a Family or the Family Appointments feature is not enabled.


Individual Client:

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

      1. Use the drop-down menu to select the Appointment Type.



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



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



      4. Switch to day or week view.



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



      6. Optional:  Enter any Notes about the appointment.



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



      8. The appointment will now show as scheduled on the calendar.



Family:

Note: Family will only be available if the user is part of a family and the Family Appointments feature has been enabled in Settings
For more information visit:  How to: Enable Family Appointments for the Scheduler
    1. When you select Family, it will open up Book Family Appointment screen.

      1. Check the boxes next to the family members who will be needing appointments.
        Note: Check the box at the top, to select all members of the family.



      2. Use the drop-down menus to select the Appointment Type.



      3. The Duration of the appointments will be automatically calculated.



      4. Select how the appointment will be scheduled and with what resources. 



        1. Same resources, different times, allows you to stack the appointments in the scheduler utilizing a single Resource.



        2. Same resource, same time, this allows you to create an appointment for the longest appointment but include the other appointments within the same appointment time frame for a single Resource.



        3. Across resources, allows you to schedule an individual appointment for each of your Resources.
          Note: If you do not have enough Resources for the number of appointments, you will receive an error message.



      5. When you have finished making your selections, choose New Appointment.



      6. This will open up the Appointment Details section; on the right-hand side of the calendar.



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



      8. Switch to day or week view.



      9. Click on a Time Slot for the Resource(s) that will accommodate the appointment Duration.
        This will automatically update the Time/date and Resource fields on the right.



      10. When you have finished making your selection, choose Save; towards the top of the screen.



      11. The appointments will now appear in the chosen Time Slot.

        1. Same resources, different times


        2. Same resource, same time


        3. Across resources 

    • Related Articles

    • Scheduler Page

      Overview The Scheduler page allows you to create and schedule Patients for appointments. You can can check them in and out, or mark the appointments as missed. You can customize your scheduler experience and enable family appointments.           ...
    • 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 ...
    • How to: Edit Existing Patients through the Scheduler

      You can edit existing patients or family members through the Scheduler.  Please follow the steps below to edit a patient.             Note:  The Scheduler must be enabled on an account prior to use.                          Please reach out to ...
    • How to: Enable Family Appointments for the Scheduler

      Enabling Family Appointments allows you to group family appointments or spread them across resources. It also allows you to utilize family actions such as checking in families all at once or rescheduling them if needed. To enable the Family ...
    • How to: Update Status Options for Appointments through the Scheduler

      The Status options are used to check patients/clients in and out of their appointment. You can also use them to mark an appointment as missed or reschedule an appointment. You can use status options for an individual or for an entire family.  Please ...

      Support Ticket

      Submit a support request to our Support Team