How To: Schedule an Appointment

Schedule an Appointment

In this guide, we’ll walk through how to schedule an Appointment in Welkin. Additionally, we’ll go over how to set your availability, view your availability and Appointments, and dismiss an Appointment in Coach Portal.

Important Note: Appointments can be automatically scheduled by a Process in Welkin or through an Integration.

To manually schedule an Appointment in Coach Portal, follow the steps below:

1. Navigate to the Patient’s Profile that you’d like to schedule an Appointment
2. In the Action Bar which is located in the upper right hand corner of the Patient’s Profile underneath the Search Bar you will find the Action “Schedule”.
3. Select Schedule
4. A “Schedule” pop-up will appear in the lower left corner of your screen. 
5. Select “Visit”
6. Complete the fields: Who, Type, When, and Time as appropriate. 

Important Note: Depending on the Coach you have selected for “Who” that Coach’s schedule will appear in the pop-up. 

1. Once you’ve completed the relevant fields click Schedule Call

Scheduled Appointments will appear on your Profile, as an Alert in your Inbox, and on the Patient’s Profile.

1. To see Scheduled Appointments from your Profile:
1. Navigate to your name in the upper right side of your Inbox next to the Search Bar. 
2. A drop down will appear. Select “Profile”. You will see a list of Scheduled Appointments for the upcoming week. 
2. To see Scheduled Appointments from your Inbox:
1. There will be a “Scheduled Visits” Alert from your Inbox. These Alerts will appear in your Inbox under the category called “Scheduled Visits”. 
3. To see Scheduled Visits from the Patient’s Profile:
1. Navigate to the Patient’s Profile. There will be a Scheduled Visit Alert at the top of the Patient’s Profile.

To set and view your availability in Coach Portal, follow the steps below:

1. Navigate to your name in the upper right side of your Inbox next to the Search Bar. 
2. A drop down will appear. Select “Profile”. 
3. Your screen will show “Scheduled Appointments”. You can view all of your upcoming Appointments for the week. 

Important Note: Underneath “Scheduled Appointments” you will see the time that the appointments are displayed in. Please note that this is the timezone you are viewing Appointments.

1. You may filter by event type using the “Show” dropdown.
2. You may filter the schedule view by selecting “Previous 7 days” or “Next 7 days”
3. Select “Edit Schedule”
4. Two sections will appear: “Your typical availability for appointments” and “Schedule unavailability”.
1. “Your typical availability for appointments” is where you can set your working days and times. 
1. Checkbox the days you are typically available for appointments.
2. Add the “start time” to “end time” you are typically available for appointments.
2. “Schedule unavailability” is where you can set one-off unavailability or vacation days. 
1. Select the day you’d like to schedule unavailability
1. If you’d like the whole day to marked as unavailable, keep the checkbox checked “All day”.
2. If you’d like part of the day to marked as unavailable, uncheck the checkbox “All day”.
3. Select the “start time” and “end time” you wish to be unavailable
2. If this is a recurring time you’d like to be unavailable, you can add it as “Daily” or “Weekly” in the “Repeat” dropdown. For example, if you plan on being unavailable from 9am-5pm everyday for the next week or if you have a recurring therapy appointment weekly on Thursdays from 2pm-3pm. 
3. Select Add
4. The unavailability you’ve added will appear above as “Not available on” with a list of your unavailability 
5. You can “Delete” to remove this block of unavailability.
5. Select Save, to save any changes you’ve made to your availability.

The “Your Profile” section is where you can update your information. You can change your Photo, Email, Phone Number and/or Extension. 

To dismiss an Appointment in Coach Portal, follow the steps below:

1. If an Appointment has been scheduled with a patient either automatically or manually, a Prompt will appear in the Patient's Profile on the day of the call.
2. Navigate to the patient’s profile by:
1. Selecting the patient’s name from your Profile view.
2. Selecting the Alert from your Inbox.
3. Searching for the patient’s name in the Search Bar.
3. Dismiss the Appointment by selecting the button Cancel Call or Cancel Visit on the Alert Prompt. 

Important Note: Depending on your Programs permissioning for Appointments, please know, once an Alert (i.e. Call Alert or Visit Alert) is dismissed it is dismissed for every Coach. 

1. When an Appointment is canceled, a record will appear in the timeline event of the Patient’s Profile.