Tracking Recurring Appointments
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How are you tracking patients that have a recurring/repeat appointment set up? We are running into the problem of clients dropping off the schedule and then having their regular time already booked up because we missed that their recurring appointment had expired. We are a practice of 8 therapists, and I would estimate that about half of our clients are set up with recurring appointments.

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    Gillian

    Hi Sarah, one way that many of our customers track the remaining appointments for clients with repeating appointments set up is on their Overview page. At the top, you'll see how many appointments the client has left in the series. 

    Hi Sarah, one way that many of our customers track the remaining appointments for clients with repeating appointments set up is on their Overview page. At the top, you'll see how many appointments the client has left in the series. 

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    Rogna Jurecko

    Is there a way to make this ongoing with no end?  I'm worried about not realizing someone's appointments will end a month out and seeing an opening for a new client resulting in a double booking.  

    Is there a way to make this ongoing with no end?  I'm worried about not realizing someone's appointments will end a month out and seeing an opening for a new client resulting in a double booking.  

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    Gillian

    Hi Rogna, happy to help. On each client's Overview page, you can see at the top near their name how many recurring appointments are left in the client's scheduled appointment series. You'll also receive a Reminder in the Reminders section 30 days before a client's recurring appointment series ends. You can use these features to keep track of which client's appointment series are about to end to prevent double-booking.

    Edited by Gillian

    Hi Rogna, happy to help. On each client's Overview page, you can see at the top near their name how many recurring appointments are left in the client's scheduled appointment series. You'll also receive a Reminder in the Reminders section 30 days before a client's recurring appointment series ends. You can use these features to keep track of which client's appointment series are about to end to prevent double-booking.

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    Deborah Orandon

    This is a huge problem. I became a simplepractice member in the fall of 2019 and I just had my first client "falling out of" my calendar, resulting in a regular longstanding client loosing their appointment time that week. It also caused me to open my closed practice to a new client, thinking I had a recurring spot available. I work long-term with lots of trauma clients and so years of therapy is not uncommon--to have to track whether they are close to their appt time expiring is ridiculous. It seems too, a big oversight when so many private practitioners are used to google or apple calendars for scheduling sessions--where a never ending recurrent appointment is in use. It's amazing to me that the SP calendar doesn't emulate that feature in those calendars, esp when insurance laws have changed and session limits for mental health coverage are (as far as I know) a rare thing.  And YES, I will post this in the suggestions section that SP makes so hard to find!!!

    This is a huge problem. I became a simplepractice member in the fall of 2019 and I just had my first client "falling out of" my calendar, resulting in a regular longstanding client loosing their appointment time that week. It also caused me to open my closed practice to a new client, thinking I had a recurring spot available. I work long-term with lots of trauma clients and so years of therapy is not uncommon--to have to track whether they are close to their appt time expiring is ridiculous. It seems too, a big oversight when so many private practitioners are used to google or apple calendars for scheduling sessions--where a never ending recurrent appointment is in use. It's amazing to me that the SP calendar doesn't emulate that feature in those calendars, esp when insurance laws have changed and session limits for mental health coverage are (as far as I know) a rare thing.  And YES, I will post this in the suggestions section that SP makes so hard to find!!!

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    Gillian

    Deborah, thank you for your feedback and for sharing it on our Ideas board. We're committed to making your experience with SimplePractice great, and appreciate you sharing your feedback with our team. 

    Deborah, thank you for your feedback and for sharing it on our Ideas board. We're committed to making your experience with SimplePractice great, and appreciate you sharing your feedback with our team. 

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    Jon Kingsley

    Am I the only one who is not getting reminders 30 days before the recurring appointments end? 

    I was excited to see this enhancement however I have never received a reminder and spend a lot of wasted time every week sifting through the calendar to see if anyone is getting close to running out.

     

    Am I the only one who is not getting reminders 30 days before the recurring appointments end? 

    I was excited to see this enhancement however I have never received a reminder and spend a lot of wasted time every week sifting through the calendar to see if anyone is getting close to running out.

     

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    Ruth

    Hi Jon, if the client has any other future appointments, not associated with the recurring series, then this may explain why you're not getting a reminder that their appointment series is ending. To be sure, I'd recommend submitting an email Help Request our Customer Success Team to further investigate your account. 

    Hi Jon, if the client has any other future appointments, not associated with the recurring series, then this may explain why you're not getting a reminder that their appointment series is ending. To be sure, I'd recommend submitting an email Help Request our Customer Success Team to further investigate your account. 

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    Carole Stokes-Brewer

    How do you turn off the recurring appointment?

    How do you turn off the recurring appointment?

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    Gillian

    Hi Carole, to turn off a recurring appointment, select the first appointment in the series that you'd like to cancel and change the status to Cancelled. Then, in the dialog box that pops up, select This and Future Appointments.

    Hi Carole, to turn off a recurring appointment, select the first appointment in the series that you'd like to cancel and change the status to Cancelled. Then, in the dialog box that pops up, select This and Future Appointments.

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    Danielle Hatem

    I agree with this, PLEASE do something to change the future scheduled sessions so that we don't lose sight of having to keep track of clients that may "fall off the calendar" or simply create reminders that this will be ending for certain clients.  This was a huge fiasco for my practice and I was completely unaware of this.

    I agree with this, PLEASE do something to change the future scheduled sessions so that we don't lose sight of having to keep track of clients that may "fall off the calendar" or simply create reminders that this will be ending for certain clients.  This was a huge fiasco for my practice and I was completely unaware of this.

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    Ruth

    Hi Danielle, good news! We recently introduced a Reminder that notifies clinicians when a client's recurring series is ending. It will be triggered 31 days before the last "Show" appointment in the recurring series. The Primary Clinician for the client and any Schedulers in the account will get this notification in their Reminders tab. If you want to cancel a recurring series for a client, this can also act as a great reminder to do so. 

    Hi Danielle, good news! We recently introduced a Reminder that notifies clinicians when a client's recurring series is ending. It will be triggered 31 days before the last "Show" appointment in the recurring series. The Primary Clinician for the client and any Schedulers in the account will get this notification in their Reminders tab. If you want to cancel a recurring series for a client, this can also act as a great reminder to do so.