Helping your patients manage their scheduled visits shouldn't require unnecessary phone calls to your front desk. This guide provides step-by-step instructions on how to walk patients through confirming, rescheduling, cancelling, and checking in for their appointments directly within The Scheduling App.
Prerequisites
An active patient account registered in The Scheduling App.
The Scheduling App installed on the patient's mobile device (Android or iOS) and signed in.
An existing booked appointment visible on the Schedule tab.
1. Booking a New Appointment
Patients can easily schedule a new visit for themselves or a registered dependent directly through the app.
Ask the patient to tap the Schedule tab in the bottom navigation bar.
Tap Book Appointment (or the + icon)
On the appointment selection screen, instruct the patient to check the box next to their own name (or the dependent's name if booking for a family member).
Click Continue.
Select the desired service, provider, and time slot.
Review the details on the Confirm Appointment screen and click Schedule This Appointment.
Once booked, the visit will display under My Appointments on the Schedule tab.
2. Accessing Appointment Options
Patients can view and manage the options for any upcoming visit directly from their main schedule view.
Direct the patient to open The Scheduling App and tap the Schedule tab in the bottom navigation bar.
Tap the specific appointment card they wish to manage.
An action sheet will open displaying all available options for that appointment.
Note: Available options depend on your clinic's settings as well as the appointment's timing and status.
3. Rescheduling an Appointment
If a patient needs a different appointment time, they can reschedule instead of cancelling their visit.
Guide the patient to open the appointment action sheet and tap Reschedule appointment.
Depending on your clinic's setup, the patient will either re-select their provider and visit type or go straight to selecting a new time slot.
Tap an available time slot and confirm by tapping Reschedule This Appointment.
Note: If provider selection is disabled for that specific appointment type, the booking will remain locked to the original provider.
4. Cancelling an Appointment
Patients can cancel an appointment if they are no longer able to attend.
Direct the patient to open the appointment action sheet and tap Cancel Appointment.
Tap to Cancel on the popup screen to confirm the cancellation.
Important: Cancelling an appointment cannot be undone in the app and there is no un-cancel option. Once cancelled, the appointment is permanently removed.
5. Confirming an Appointment
Patients can confirm their upcoming visit to let your office know they plan to attend.
Guide the patient to open the appointment action sheet and tap Confirm Appointment.
6. Checking In on the Day of a Visit
Patients can check in on the day of their appointment directly from the app.
Guide the patient to open the appointment action sheet, then tap Check In.
7. Showing a Check-In Barcode
If your clinic uses barcode scanning for front-desk check-ins, patients can display their unique barcode directly on their device screen.
From the Login Screen: Tap Scan In With Barcode on the main login screen (this option appears if the patient or a linked family member has an assigned barcode).
From the Home Screen: Open the appointment action sheet for that individual to display their check-in barcode.
Common Questions
What should I do if a patient doesn't see the Reschedule, Cancel, Confirm, or Check In option?
What should I do if a patient doesn't see the Reschedule, Cancel, Confirm, or Check In option?
Option availability depends on your clinic's specific settings and how close the appointment is to its scheduled time. Verify feature availability in your scheduling settings or adjust the appointment manually.
What should I do if a patient checked in on their phone but nothing seemed to happen?
What should I do if a patient checked in on their phone but nothing seemed to happen?
Submitting a check-in does not always display a visual confirmation screen. Instruct the patient to inform the front desk staff upon arrival if they want to double-check their check-in status.
Can a cancelled appointment be restored if the patient made a mistake?
Can a cancelled appointment be restored if the patient made a mistake?
No, cancellations cannot be undone inside the app. The patient will need to book a new appointment or contact your clinic staff to re-schedule the visit.
You'll Know It's Working When:
Rescheduled appointments display the updated date and time on the Schedule tab.
Confirmed visits update their status inside your clinic system.
Check-in actions update the patient's arrival status or display a barcode for front-desk scanning.
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