Appointment Statuses and Automations

Healthie is designed to make the booking process simple for both practitioners, and clients.

Once an appointment is added to the calendar (either by the client or the healthcare provider), providers can adjust the Appointment Status. By default, all appointments will have no status. 

Appointment Statuses include: 

• Occurred
• Cancelled
• Late Cancellation
• No Show
• Re-Scheduled
• Checked-in

Providers can click on an appointment within their calendar, select the appropriate status, and Save.

Managing Appointment Statuses in Settings

Admins can manage which appointment statuses are available to their team from the Appointment Statuses section in Settings > Appointments.

From this section, you can:

• Enable or disable the Checked-in and Late Cancellation statuses
• View all other core statuses (Occurred, Cancelled, No Show, Rescheduled), which remain active by default
• Send specific emails based on the appointment status

To view and edit the supported status, click Edit in the top right corner. You will then see a drop down that will allow you to edit both the Checked-In and Late cancellation statuses. The other supported statuses remain on by default to prevent disruption of downstream workflows.

Only the supported statuses enabled here will appear in your calendar, reports, and any related workflows. This allows you to further customize for more accurate calendar reporting across your organization.

⚠️ Turning off a status may disable related automations. For example, disabling Late Cancellation will also deactivate any automation tied to that status.

Appointment Cancellation Reasons

Healthie's Cancellation Reason option in settings allows practices to classify cancellations as client-initiated, provider-initiated, or organization-initiated, and offer the option to select a specific reason at the point of cancellation -  this gives your team the visibility they need to identify problematic patterns, improve provider accountability, and reduce avoidable cancellations.

To require clients or providers to select a cancellation reason:

Settings > Appointments > Cancellation

Then when they go to select a cancellation form an appointment, providers will see the options:

And organization-level cancellation reasons will offer the options:

Billing Automations for your Calendar

There are several automations that can tied to your appointment statuses including: 

• Ability to automatically charge clients for occurred appointments 
• Automatically charge clients your fee for late cancellations and no-show appointments

Appointments Dashboard & Reporting 

The Appointments Report enables you to download details and records of appointments scheduled within the platform. Use this report to reconcile client appointments by provider, by location, and run analyses on appointment no-show rates, amongst other needs. Appointment Statuses are included data within this report. 

Visit the Appointments Report Dashboard to see high-level appointment details, and filter by Appointment Status.