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How to change an appointment status

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Philip

You can set the appropriate status for an appointment to indicate if your client has shown up as planned, cancelled, late cancelled, or no-showed. Each status produces specific actions related to billing. Learn more below:

Show

When creating an appointment in SimplePractice, the appointment status is set to Show unless the status is changed. This status indicates that the client will be at the appointment and will be billed the fee associated with the appointment.

Appointment status of a session in your SimplePractice app to is set to show as a default.The cancelled status of a sessions indicates the client cancelled far enough in advanced so there is not billing to the client.

Cancelled

If the client cancels the appointment far enough in advance where they should not be billed, then you can set the status to Cancelled. When the status is set to Cancelled, this appointment:

  • Will not be treated as a billable event and the client will not be billed for this appointment
  • Will not appear on the Billing page for the client
  • Will not appear on statements or superbills

    The cancelled status of a sessions indicates the client cancelled far enough in advanced so there is not billing to the client.

Late Cancelled

If the client cancels the appointment outside the window allowed for a regular cancellation, you can change the status to Late Cancelled. This indicates that:

  • The client will be billed for this appointment
  • The appointment and the appointment fee will be visible on the Billing page and on statements
  • The appointment will not be included on a superbill or a claim form as you are not permitted to bill insurance for appointments that did not occur
    The late cancelled status of a SimplePractice calendar session, indicates client cancelled without enough notice and will be billed for the session.

Tip: You can also choose to edit the appointment fee for a Late Cancelled appointment if you would like to charge the client a different amount or not charge them at all for the appointment. To edit the appointment fee, go to the client's Billing page, find the appointment in question, click Edit next to the current fee amount, then adjust the amount in the Fee field, and click Save:
changelatecancelledappointmentfee.simplepractice.billing.jpg

 

No Show

In the event a client does not show up for a scheduled appointment, you can change the appointment status to No Show. This indicates that:

  • The client will be billed for the appointment
  • The appointment and the appointment fee will be visible on the Billing page on statements
  • The appointment will not be included on a superbill or a claim form as you are not permitted to bill insurance for appointments that did not occur
    Use the No Show is the status in the SimplePractice calendar session when a client neither shows for the appointment and does not cancel the appointment.

Tip: You can also choose to edit the appointment fee for a No Show appointment if you would like to charge the client a different amount or not charge them at all for the appointment. To edit the appointment fee, go to the client's Billing page, find the appointment in question, click Edit next to the current fee amount, then adjust the amount in the Fee field, and click Save:
changenoshowappointmentfee.simplepractice.billing.jpg

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