Managing appointments, events, and out of office blocks on iPhone/iPad

You can manage appointments in the SimplePractice for Clinicians mobile app, including creating and editing appointments and reviewing appointment requests. Below, we'll cover:

• Creating a new appointment on iPhone/iPad
• Creating a new event on iPhone/iPad
• Creating a new out of office block on iPhone/iPad
• Editing items on your calendar on iPhone/iPad
• Sending appointment reminders on iPhone/iPad
• Navigating appointment requests on iPhone/iPad

Note: To view our main guide on the mobile app for iOS, see Using the mobile app for iPhone/iPad. To learn more about customizing your calendar views on the mobile app for iOS, see Customizing your calendar on iPhone/iPad.

Creating a new appointment on iPhone/iPad

You can create a new client appointment on the mobile app. To do this:

1. From the Calendar, tap +

2. Tap Client and choose a client
   • If you want to add a new client, tap +
     • For more information, see Adding and managing clients on the mobile app for iPhone/iPad
   • To filter clients by their clinician or sort by name, tap the filters icon

3. Toggle All day on, if applicable
4. Enter the start date and time in the Starts field
   • If the client is in a different time zone, the starting time in their time zone will appear
     • This starting time will also be visible when you view the appointment after it's created

5. Add the end date and time in the Ends field
6. Tap Repeats if you want to set this as a recurring appointment
   • You can choose from Daily, Weekly, Every 2 weeks, Monthly, Yearly and Custom
7. Select the appointment Location
   • Choose Video Office for Telehealth appointments

8. Assign the Clinician for the appointment
9. Tap Memo to add a memo to the appointment
   • For more information on appointment memos, see Scheduling a new client appointment
10. Tap Services to adjust the Service code, Total rate, and Modifiers
    • Select + to add an additional service to the appointment
    • The appointment total will appear at the bottom of the Services screen

11. Select Appointment
12. If needed, adjust the default Alert time before the appointment to another option
    • A push notification will be sent to your device at the chosen time frame
    • For more information on adjusting the default Alert time, see Managing push notifications and other settings on iPhone/iPad
13. Click Save in the upper right corner

Creating a new event on iPhone/iPad

You can create a new event on the mobile app. To do this:

1. From the Calendar, tap +
2. Tap Event

2. Add a title for the event, if needed
3. If you’d like the event to be private, tap Public and select Private

4. Follow the same steps you would for creating a new appointment on iPhone/iPad
   • All the same fields will appear except for Client, Services and Billing, which are inapplicable for events
   • If you select another clinician, you won’t be able to toggle the event as Private
5. Select Save in the upper right corner to save your new event

Creating a new out of office block on iPhone/iPad

You can create a new out of office block on the mobile app. To do this:

1. From the Calendar, tap +
2. Tap Out of office

3. Tap the following fields to enter the relevant information:
   • If you’ll be out of office All day, toggle this on
   • Enter the start date and time in the Starts field
   • Add the end date and time in the Ends field

Note: You can’t set an out of office block for another team member on the mobile app. To do this on the web app, see Creating an out of office block.

4. Add a memo, if applicable
5. Toggle on Cancel appointments during this time, if applicable
   • You can choose to notify clients and/or contacts that you’ll be out of office by tapping Notify clients and/or Notify contacts

6. Select Save in the upper right corner

Editing items on your calendar on iPhone/iPad

To edit the details of an appointment, event, or out of office block, you can tap it in the calendar and select Edit.

Please note: 

• Only the total rate for an appointment can be updated
  • To update the amount the Client owes for an Insurance appointment, you can do this on the browser app
• If there's an invoice for a prior appointment, the clinician and the status of the appointment can't be changed until the appointment is deleted
• If you're editing a future appointment in a recurring series, you'll be able to change the rate of recurrence by tapping Repeat
• You can’t make other team members’ events Private

Make sure to tap Save once you've made your changes. If you’d like to delete the appointment, event, or out of office block, you can tap Delete at the bottom of the page.

If you increase the fee for an appointment with an existing invoice, the option to Create invoice and add payment will reappear on the appointment page.

Note: The amount a client owes for an Insurance appointment can’t be updated in the mobile app. To change this amount through the browser version of SimplePractice, see Updating the billing details for individual appointments.

This will allow a new invoice and payment to be added for the remaining amount.

If the fee for an appointment with an existing invoice is decreased, a new invoice reflecting the rate adjustment will be created. Any credit resulting from this fee change will also be reflected in your client’s file.

For more information on managing billing for your client on the mobile app, see Managing a client's billing on iPhone/iPad.

Sending appointment reminders on iPhone/iPad

To manually send an appointment reminder on the SimplePractice for Clinicians app:

1. Tap the Calendar tab at the bottom of the screen
2. Select the appointment
3. Tap the link icon

4. Choose Copy link if you want to manually send the reminder to the client yourself, or Send reminder if you want to send it through your SimplePractice account
5. If you chose Send reminder, toggle on Text reminder and/or Email reminder to confirm how you’d like to send the reminder to your client
6. Tap Send

Note: You can receive a notification to indicate that at an appointment will be starting within a certain time frame. To do this, see Managing push notifications and other settings on iPhone/iPad.

Navigating appointment requests on iPhone/iPad

If you have online appointment requests enabled, you can access appointment requests in the mobile app. Appointment requests will appear at the top of your calendar, which you can tap to view.

After tapping on the client's specific appointment request, you can select Decline or Accept it.

You can also select View details to see other default details for the appointment, such as its fee, copay amount, and Billing type appointment’s billing information.

To make changes, select Edit when you’re viewing the appointment’s details.

Once you’ve made changes, select Save to navigate back to the appointment requests page and Accept or Decline the request.