Setting up a new appointment or case type is a breeze! This guide will help you bring those new options from your EHR into ALOHA so you can start booking patients and sending automated reminders right away.
✨ When You Need This Guide
You’re in the right place if you’re asking:
"I just added a new appointment type—why isn’t it showing in ALOHA?"
"How do I add a new case type or appointment?"
"How long does it take to see my new appointment type?"
"I need this new appointment to show in the online scheduler."
"Can I book a new test appointment type in ALOHA?"
"How do I create an entirely new appointment type from scratch?"
What This Covers (And What It Doesn't)
✅ How to sync new types from your EHR, enable them for online/mobile scheduling, and assign them to providers.
❌ How to configure clinical billing codes or insurance settings within your specific EHR/PMS software.
Prerequisites/You'll Need:
Access to your Patient Management System (PMS) or EHR.
The ability to schedule a "test" appointment in your EHR.
Your ALOHA login credentials.
✅ Phase 1: Add and Sync from Your EHR
Before ALOHA can see a new appointment type, you have to introduce them!
Add the type in your EHR: Create the new appointment or case type inside your scheduling system (like Genesis) first.
Book a test appointment: This is the most important step! ALOHA recognizes a new type only after it has been used. Book a test appointment using that new type in your EHR.
Keep it active: Leave that test appointment on your schedule until the sync is finished.
Wait for the sync: ALOHA automatically checks for updates. It can take up to 24 hours for the new type to appear in your ALOHA account.
✅ Phase 2: Enable for Online & App Scheduling
Once the sync is complete, you need to tell ALOHA where you want patients to see this new option.
Configure the Schedule: Navigate to Scheduling > Settings > Set Appointment Type Schedules.
Save Parameters: Click on your new appointment type, set your custom scheduling rules, and click Save Schedule.
Turn on Visibility: Use the Scheduling drop-down menu to enable the type for Online Scheduling and/or Mobile App Scheduling.
Make sure hours fit within the provider’s and office’s overall schedule.
✅ Phase 3: Assign Providers to the New Type
Your providers need to be "linked" to the new appointment type so patients can book with them.
Open Provider Settings: Go to Scheduling > Settings > Set User/Provider Schedules.
Check the Switch: Find the provider and ensure their main "Schedule" switch is flipped to ON.
Enable the Type: Click the three lines (menu icon) on the far right of the provider’s name. Find the new appointment type in the list and toggle it ON for that specific provider.
✅ Phase 4: Test the Setup
Go to: Scheduling > Setup Instructions
Try booking the new type from a patient perspective
Confirm times are showing correctly
❗ If you’re not seeing times that should be open, reach out to support
💡 Common Questions
What You Might Notice | Why It's Happening | What to Do |
New type is missing in ALOHA | The sync hasn't happened yet | Wait 24 hours after booking your test appointment. |
Type is in ALOHA but not online | It hasn't been enabled for web use | Go to Scheduling > Settings > Set Appointment Type Schedules and check that either Web and/or Mobile to are selected. |
No available times showing | Schedule conflict or a weighting issue | Review the appointment type's hours align with the office's open hours (Scheduling > Settings) and a Provider's available hours (Scheduling > Settings > Set User/Provider Schedules) . |
Still missing after 24 hours | The data didn't sync correctly | Reach out to ALOHA Support for additional support |
🎉 You'll Know It Worked When:
The new appointment type appears in your ALOHA account.
You can successfully book the new type through your online booking link or mobile app.
Reminders, campaigns, and feedback requests start sending automatically for these appointments.
Providers show open time slots for the new type during their working hours.
💬 Need Help? We’re Here!
Still stuck after following all the steps? Our team is happy to jump in and help!
Phone: 800-563-0469
Email: support@getaloha.com