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Adding and managing appointments

Adding and managing appointments

Below, you'll find detailed information about managing appointments in SimplePractice. We'll cover:

Note: To learn how to adjust your calendar view or print your schedule, see Customizing the calendar view and printing your schedule.


Scheduling a new client appointment

To create a new appointment:

  • Navigate to the Calendar homepage.
  • Click + Create > Create Appointment.
    • You can also click anywhere on the calendar.

newappointment.simplepractice.calendarhomepage.png

  • On the New Appointment flyout, select an existing client from the dropdown menu or click + New Client to create a new client.
  • Set the date, time, and duration of the appointment.
    • You also have the option to make an appointment last All day by checking that box. Keep in mind that if you select this option, you won't be available for online appointment requests for the entire day.
  • Select a Clinician from the dropdown menu if you have multiple clinicians in your practice.
    • Your appointment will default to the primary clinician assigned to this client. 
  • Select a Location from the dropdown menu if you have multiple locations in your practice.
  • If you want to create a recurring appointment series, select the checkbox for Repeat.
  • You can update the Service code by using the dropdown menu and the Rate by typing in a new amount.
  • Click Done.

Note: The clinician assigned to this appointment will also receive payment for this appointment.

newappointmentflyout.simplepractice.calendarhomepage.png


Creating a recurring appointment series

You can create a recurring appointment series that repeats every week, every 2 weeks (bi-weekly), every 3 weeks, and so on. Here's how:

  • Create a new appointment
  • Select the checkbox next to Repeat
  • Select how frequently the appointment repeats, the day(s) of the week it occurs, and when the recurring series will end
    • Appointments can end after a certain number of appointments take place, or after a certain date
  • Click Done

Note: You can create a recurring appointment series with up to 300 appointments.

repeat.simplepractice.newappointment.png


Editing an appointment

To edit existing appointments:

  • Navigate to Calendar homepage
  • Click the appointment to view the details
  • Edit as needed
  • Click Done

If the appointment is part of a recurring series, you’ll be asked if your changes should be applied to just the one appointment or to all appointments in the series.

Note: If an appointment already has an invoice attached to it and you edit the appointment fee, your client's balance will be updated to reflect that. You can either generate a new invoice manually for this appointment, or a fee adjustment invoice will automatically be created if you have automatic invoicing turned on. 

If the appointment is locked, you won’t be able to edit the appointment details. An appointment is considered locked if there's an invoice, superbill, progress note, and/or psychotherapy note attached to it. If this is the case, you can delete the document, edit the appointment, and then recreate the document.

invoice.simplepractice.existingappointment.png


Deleting an appointment

To delete an appointment:

  • Navigate to Calendar homepage
  • Select the appointment
  • Click the trash can icon

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  • Select Delete appointment to confirm

If an appointment is locked, you'll have to first delete any attached document before deleting the appointment. An appointment is considered locked if there's a progress note, psychotherapy note, invoice, and/or superbill attached. 

Note: There isn't a way to delete multiple appointments at once for different clients. Each appointment will need to be canceled individually from the calendar flyout window. A best practice we've seen clinicians use is sending a Secure Message to communicate these appointment cancellations with your clients.


Creating an Other appointment

Creating an Other appointment is a great way to block off time on your calendar that's not associated with a specific client or related to billing, such as a meeting with a colleague or a dentist appointment. 

Other appointments will display as a gray calendar event to clearly differentiate from your client appointments. These appointments will also block that time slot from being available to book if you have online appointment requests enabled.

To create an Other appointment:

  • Navigate to Calendar homepage
  • Click +Create > Create Appointment
  • Select the Other appointment type

other.simplepractice.calendarhomepage.png

  • Customize the title, date, time, duration, and location of the appointment as necessary
  • Click Done

Setting up recurring Other appointments

You can either set a specific end date or indicate the number of times the appointment will repeat. 

To create a repeating Other appointment:

  • Navigate to your Calendar homepage
  • Click the Other appointment
  • Select the checkbox for Repeat

repeat.simplepractice.other.png

  • Customize how frequently the appointment repeats, the day(s) of the week it occurs, and when the recurring series will end
  • Click Done

Creating an All day event

If you're planning on being out of the office for an entire day or multiple days, you can create an all day Other appointment. To do this: 

  • Navigate to your Calendar homepage
  • Click + Create > Create Appointment or anywhere on the calendar
  • Select the Other appointment type
  • Check the box next to All day 

allday.simplepractice.other.png

  • Enter the details of the event, including the title, dates, clinician, and location
    • You can also set it to repeat if you'd like
  • Click Done

The all day Other appointment will appear at the top of your calendar as a gray bar.

graybar.simplepractice.allday.png

Note: An all day event will make you unavailable for online appointment requests for the entire duration of the event.


Managing client information changes for future appointments

If a client's billing or insurance information changes, updating the information in the client's Billing and Insurance tab will not automatically update the client's future appointments. To have the updated information reflected for future appointments, delete all existing appointments including all recurring appointments and recreate them on the calendar.  

Note: See Appointment level billing changes to learn how to make billing-related changes to a past client appointment.

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