Appointment Settings

Healthie's Calendar gives you the power to set your weekly and ad-hoc availability, embed Healthie onto your website, and sync the calendar with other calendars you use in your life, including iCal, Google, and Outlook. Once you set your availability and service offerings, you are also able to generate sharable URL links to add Healthie into your social media accounts, newsletter lists, or directly with a specific client.

You can also configure over 25 settings to meet the needs of your specific workflows, including your locations, whether you'd like to allow for same-day appointments, a buffer time, e-mail and text reminders, and more. To access your appointment settings, navigate to Calendar > More > Appointment Settings


Appointment settings page overview

All of your default appointment settings can be found on your "Appointments Settings" page. This page is organized into groups of settings, including: 

  • General availability 
  • Appointment Timing 
  • Appointment Alerts 
  • Confirmation & Cancellation 
  • Charting Presets 
  • Credits & Insurance 

Note: while these settings generally apply to all appointment types, they can also be configured on a per appointment-type basis. Learn more about Advanced Appointment Type Settings here

We'll walk through the details of these settings categories in the sections below.

General Availability 

Click "Edit" (pencil icon) and a side panel will display with the option for you to edit settings. 

Availability by Appointment Type

With this setting, you can turn on the option to create different availability for each of your appointment types. This can be particularly useful if you want to enable certain services to be available for clients to book on specific days/times. 

For example, you can open availability on Wednesday mornings for body composition testing. 

Or you can use this setting to better structure your day. Perhaps you want to set availability every morning for discovery calls, and leave the afternoons open for only existing (follow-up) clients to book. 

To turn on this setting for the first time, please email the Healthie team

Availability by Location 

If you have physical office(s) in which you see clients, you can add your locations, as well as rooms within a location, which populate as you create a session. The location also appears in client confirmation and appointment reminder e-mails. 
Navigate to Calendar > More > Appt Locations to view locations you have listed on your schedule, as well as add new appointment locations and rooms. 

If you modify appointment locations, upcoming appointments will automatically be updated with the location information you have replaced. 

To turn on this setting for the first time, please email the Healthie team 

Learn more about setting availability by Appointment Types or Location here.

Contact Types 

Within Healthie, you have the options to set up appointments to meet generally as a: 
  • Healthie Video Call 
  • In Person 
  • Phone Call 

By default, all of these contact type options will be available for your appointment types, unless you edit your appointment type directly. You can d rag and drop the order in which these appear to clients when they book with you. 

You can also deselect any of these options and they will no longer display as a contact type for any existing or new appointment types. For example, if you are a 100% virtual practitioner, you can deselect "In Person" on a global level. 

Note: If you are offering In-Person appointments, you would need to set up your locations and rooms

If you offer sessions in a variety of contact types (ie. phone, in-person, and telehealth) you can further indicate the available contact type for each of your appointments. You can learn more about creating and editing your Appointment Types here

Appointment Timing 

Adjust settings that pertain to the times that appointments can be booked, how far in advance, and more. 

Same Day Appointments

Enable or disable the ability for clients to book same-day sessions with you (e.g., book an appointment for later today). 

Appointment Buffer

Set a minimum time in between sessions, to prevent back to back appointments and enable you to save time for charting and follow-up before a client is able to book.  

Only Allow Appointment at Specific Intervals 

This setting will affect the timing of appointments, and can help you control when an appointment will start. The options include: 

  • Allow any interval (clients can book at any time that falls within the hours of your availability)
  • Every 5 minutes (ie. appointments starting at 3:00, 3:05, 3:10, etc will display to be booked) - email to have this setting enabled for your account. 
  • Every 30 minutes (ie. only appointments starting at 3:00 and 3:30 will display to be booked) 
  • Every hour (ie. only appointments starting at 3:00 and 4:00 will display to be booked) 

Minimum Days in Advance

Use this feature to set a minimum number of days that someone can book a session with you, to add near-term predictability to your schedule. 

Maximum days in advance

Use this feature to set a "cap" on the number of days in advance that someone can book a session with you. For example, if today is July 1st, and you set a maximum days in advance of 15 days, clients will not be able to book a session with you after July 14th. Clients will not see available times past their maximum booking date, but you will still be able to book a session further in advance than this restriction.

Please keep in mind that if a maximum days in advance date is something low (e.g., 3 days) you can run into an issue where there appear to be no available time slots, particularly if you sync a calendar with Google, iCal, or Outlook calendars. 

Calendar Display Hours

Select the hours to display when setting weekly availability and where your calendar should start by default. For example, if you only hold office hours from 9am-5pm, you can set your calendar to these hours, and no longer view times outside of this schedule. When you adjust hours in this setting, your Main Calendar view will change to show only these hours.

Appointment Alerts 

Control which types of automatic notifications, including emails and SMS text, that clients will receive upon booking. 

Learn more: Appointment Reminders to Clients

Send Initial Notice Email to Clients 

Turn this setting on to automatically send clients an invite email when you schedule an appointment with them. 

Client Email Reminders and Client Text Reminders 

You are able to set e-mail and / or text reminders for appointments made through Healthie for the following frequencies (select any combination of options):  

  • One hour before 
  • Two hours before 
  • One day before 
  • Two days before 
  • Three days before 
  • Four days before

You are able to customize the text of e-mail confirmation and reminder messages, and here is some information about SMS reminders.

Client Intake Form Reminder

You can also set an e-mail reminder to go out if a client has not completed intake forms, 2 days prior to an appointment. If you enable this setting, then if a client has intake forms that are marked as "required" that have not been completed, they will receive a reminder to complete them. 

Confirmation & Cancellation 

Control whether clients can cancel or reschedule services with you and more. 

Clients Can Cancel Appointments 

If this setting is turned on, clients are able to cancel appointments that are scheduled with you. 

If this setting is turned off, a client who tries to press the "Cancel" button for an appointment will see text appear (when they hover on the button) that tells them to contact you if they want to cancel an appointment. 

Clients Can Reschedule Appointments 

If this setting is turned on, clients are able to reschedule appointments that are scheduled with you. 

If this setting is turned off, a client who tries to press the "Reschedule" button for an appointment will see text appear (when they hover on the button) that tells them to contact you if they want to reschedule an appointment. 

Require Clients to Confirm your Appointments 

Automatically ask clients to confirm appointments that you schedule for them. 

Automatically Confirm Appointments 

When enabled, any clients that book an appointment with you will see that their appointment is confirmed by your business. Keep this setting off if you'd like to review your appointment requests and confirm them manually. 
On your calendar, you can quickly filter and view any appointments that are not confirmed. 

Charting Presets

Default Charting Template

Have a specific charting template that you would automatically like to display when you start a new chart note? Select your note from the drop-down in this setting, click "Save Changes" to apply. 

Credits & Insurance

Allow Booking Without Credits

Enabling "prevent no client booking" prevents clients from booking appointments if they have no credits. They'll need to buy a package with credits, or you'll need to give them credits, before they can book an appointment.

Restore Credit When an Appointment is Cancelled

If this setting is enabled, if an appointment is marked as "Cancelled", credit will automatically be restored in a Client's Credit bank.  

Track Insurance Authorization on Client Profile 

If enabled, a section called "Insurance Authorization" will appear on each client's profile that includes fields for an authorization number, number of visits, start and stop date, visits used, and visits left. Learn more about Insurance Authorization here

Additional resources

Join a Healthie Live Class to learn more about setting up your Healthie account and engaging with clients. Make the most of the Healthie platform with these free live tutorials, open to all Healthie members. 

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