Skip to main content

đŸ‘„ Set Appointment Types for New or Existing Patients

Appointment-types, online-scheduling, new-patient, existing-patient Control which appointment types show up for new vs. existing patients

Written by Kyla Lightfoot

✹ When You Need This Guide

Use this when you're:

  • Trying to limit certain appointment types to new or existing patients only

  • Wondering why an appointment type isn't appearing online

  • Setting up custom scheduling options in the Aloha scheduler

You might be asking:

  • “How do I make this appointment only show for new patients?”

  • “Why isn’t this appointment showing in the app?”

  • “Can I hide certain appointment types from online scheduling?”

✅ Choose Who Can Book Each Appointment Type

Follow these steps to fine-tune your appointment scheduling setup:

  1. Head to the SCHEDULING tab in Aloha

  2. Click the SETTINGS page

  3. Scroll down and click “Set Appointment Type Schedules”

  4. For each appointment type listed, find the “Scheduling” drop-down menu

    • Choose how you want the appointment type to be available:

  1. Create a dedicated schedule for the appointment type to ensure better control over availability.

  2. Define the duration of each appointment slot (e.g., 30 minutes).

  3. Specify the number of patients allowed per slot (e.g., two patients per 30-minute block).

Option

What It Means

None

Patients cannot book this appointment type online

Hidden

Appointment is scheduled, but invisible to patients in the app

Mobile Only

Only visible to existing patients via the app or online portal

Web Only

Only available through the online scheduler, typically for new patients

Mobile/Web

Available to both new and existing patients on both platforms

Additional Guidance on 'Web Only' vs. 'Mobile/Web'

  • Web Only: Use this option if you want to restrict scheduling to desktop or browser users, ideal for new patient appointments.

  • Mobile/Web: Choose this option to maximize accessibility for both new and existing patients across all platforms, including mobile devices.

➕ Make an Appointment Type New-Patient Only

If you're setting up an appointment exclusively for new patients:

  1. On the same Appointment Type Schedules page

  2. Find the toggle labeled “New Patient”

  3. Flip it ON for that specific appointment type

✅ This ensures it only shows up in the New Patient flow online

Configuring Appointment Templates

To further customize your scheduling setup, consider the following:

  1. Create a Dedicated Schedule: Configure the appointment type as its own schedule, separate from individual providers. This ensures better control over availability.

  2. Set Appointment Duration: Define the duration of each appointment slot (e.g., 30 minutes).

  3. Adjust Capacity: Specify the number of patients allowed per slot (e.g., two patients per 30-minute block).

🎉 You’ll Know It Worked When:

  • Only new or existing patients can see and book the correct appointment type

  • Hidden appointment types no longer show in the app or scheduler

  • The scheduler options reflect the visibility setting immediately

💡 If It’s Not Showing as Expected

What You Might Notice

What to Check

Appointment type not visible online

Is the Scheduling dropdown set to None or Hidden?

New patients booking the wrong appointment

Make sure New Patient toggle is ON

Visible to everyone when it shouldn’t be

Confirm you didn’t select Mobile/Web by mistake

💬 Need Help? We’re Here for You

Still need a hand setting this up?
📧 Email: Support@getaloha.com
📞 Call: 1-800-563-0469

Related Articles
Did this answer your question?