Keep your schedule organized and consistent! This guide shows you how to limit patient changes during rescheduling and how to automatically flag patients who haven't visited in a while using the Re-Exam feature.
✨ When You Need This Guide:
You want to prevent patients from switching providers or visit types when they reschedule.
You need to ensure a patient who hasn't been seen in months is booked as a "Re-Exam" instead of a standard adjustment.
You want to maintain clinical consistency without manual oversight.
What This Covers (And What It Doesn't):
✅ This covers the "Modify Appointments" toggle and "Re-Exam" threshold settings in ALOHA®.
❌ This doesn't cover how to create new appointment types or change provider bios.
Prerequisites/You'll Need:
Admin access to your ALOHA dashboard.
The Scheduling App or Patient Portal enabled for your practice.✅ Set Rescheduling Rules for Patients 🎯
✅ Setting Rescheduling and Re-Exam Rules
Navigate to the Scheduling tab and select Settings.
Set Rescheduling Parameters:
Toggle ON the Reschedule Appointments switch to allow online changes.
Toggle On/Off Modify Appointments? When this is OFF, patients can only change the time of their visit. It locks the provider and appointment type.
To Enable Re-Exam Appointments:
Locate the Re-Exam Appointments toggle on the same page and switch it to ON.
Set your threshold: Choose the number of months (e.g., 6 months) after which a patient is considered "inactive."
Select Appointment Types: Choose which visit types show under this rule. If a patient like "Jane Doe" hasn't been seen within your timeframe, ALOHA will only let her book a your re-exam appointment type.
Save Your Changes: Scroll to the bottom and click Save Settings or Save Defaults (depending on version).
💡 Common Questions
What You Might Notice | Why It's Happening | What to Do |
Patient can't change doctors | The Modify Appointments toggle is set to OFF. | If you want to allow patients to change providers, toggle Modify Appointments ON. |
Re-Exam didn't trigger | The patient might have had a visit just inside your month threshold. | Check the patient's last visit date against your "Month" setting. |
Settings aren't appearing | You may not have hit "Save Settings" at the bottom. | Re-adjust your toggles and ensure you click Save Settings before leaving. |
🎉 You’ll Know It Worked When:
Patients rescheduling online see only the original provider and visit type options.
Inactive patients are automatically prompted to book a Re-Exam instead of a standard adjustment.
Your schedule remains consistent without your team having to manually move appointments.
💬 Need Help? We're Here!
If you have questions about setting your thresholds or locking down your schedule, we're just a call or email away!
📞 Phone: 800-563-0469 📧 Email: support@getaloha.com