If a patient is frequently missing appointments or misusing the online scheduler, this guide shows you how to easily stop their online booking access in Aloha while making sure they can still get the care they need by calling your office.
✨When You Need This Guide
✨When You Need This Guide
You might need to use a scheduling restriction in these situations:
Frequent no-shows: Patients who constantly miss appointments without letting your office know.
Scheduling system abuse: Patients who make and cancel appointments repeatedly, tying up your schedule.
Administrative concerns: Patients who need special office coordination for complex scheduling or treatment plans.
What This Covers (And What It Doesn't)
✅ What This Covers: Restricting online scheduling access for a single patient while making sure they can still view their existing appointments and use other app features.
❌ What It Doesn't Cover: How to permanently delete a patient's account or how to restrict other features in the patient app (like messaging or viewing documents).
Prerequisites/You'll Need
Access to your Aloha patient contact management system.
A clear understanding of why you are applying the restriction (for documentation)
✅ Apply the Online Scheduling Hold
✅ Apply the Online Scheduling Hold
From your main menu, navigate to Contacts > Show Contacts.
Search for and click on the specific patient you want to manage.
Select "Settings" from the patient's menu. This will open their individual account preferences and restrictions.
Find the toggle labeled "Booked Appointments in The Scheduling App" and switch this to the OFF position.
The hold is now active. We also recommend that you add a note in the patient's file explaining when and why the restriction was implemented to ensure your team is aware of the restriction.
💡 Common Questions
💡 Common Questions
What You Might Notice | Why It's Happening | What to Do |
I restricted a patient, but they still successfully booked an appointment online. | The restriction may not have been correctly saved, or you may be looking at a different profile. | Double-check the patient's Settings to confirm the "Booked Appointments" toggle is OFF. If the issue continues, contact Aloha Support. |
The patient is asking how long they will be restricted. | The system does not automatically lift the restriction. | This is up to your office policy. You can set a calendar reminder to review the patient's status. When ready to restore, re-enable the toggle and monitor. |
The restriction message is showing up, but they can still see their appointments. | The scheduling hold only affects the ability to create new appointments, not the ability to view historical data or current appointments. | Explain to the patient that their account is still active for viewing records; only the scheduling functions are disabled. |
🎉 You'll Know It's Working When:
🎉 You'll Know It's Working When:
After putting the scheduling hold in place, you should notice these positive outcomes:
Reduced no-show rates because problem patients must now call to confirm appointments.
Better schedule management with fewer last-minute, incorrect cancellations.
Improved appointment availability for patients who consistently show up.
Decreased scheduling system abuse and fewer administrative headaches.
💬 Need Help? We're Here!
💬 Need Help? We're Here!
Questions about implementing scheduling restrictions or managing difficult scheduling situations?
Call us at 800-563-0469 or email us at support@getaloha.com.