Create and Manage Appointments

Configuration links

• Users
• Doctor Timetables
• Rooms
• Clinic Work Hours
• Appointment Groups
• Procedures

Create Appointment

You can start creating a visit in several ways:

• click an empty time cell on the calendar;
• click a time slot and choose to create a visit;
• click Find Time and choose an available result;
• drag an item from the task queue, patient plan, or online bookings onto the calendar;
• start from a patient's profile when the patient is already known.

Complete the visit form

1. Confirm the date and time

Check:

• date;
• start time;
• end time;
• duration.

The duration and end time update automatically when you change either value.

Visits that cross midnight are supported when your clinic's operating hours allow them.

2. Select the room

Choose the room where the visit will take place. The room may already be selected when you start from a calendar cell or time slot.

3. Select the patient

Search for an existing patient, or click New Patient to create one.

When you select a patient, the form can show useful information such as their name, phone number, birthday, previous visit, next visit, and outstanding balance.

Online bookings may already contain the patient's contact details. If the booking is not linked to an existing patient, you can create the patient record while confirming the booking.

4. Assign the provider and other users

Select the primary provider. You can also add supporting users such as an assistant, coordinator, or nurse.

The same person cannot be selected as both the primary provider and an additional user. Duplicate additional users are also prevented.

5. Select a group or reason

Choose the group or reason for the visit when your clinic uses appointment groups. The selected group can also provide a default visit duration.

6. Add procedures

If the patient is selected, add the planned procedures to the visit. Procedures help the clinic prepare for treatment and keep the visit connected to the patient's history.

7. Add an internal note

Use the Note field for scheduling context, such as:

• patient requested a specific provider;
• bring a previous scan to the visit;
• confirm insurance before arrival.

This is an appointment note for the clinic. It is different from a clinical note in the patient's medical history. See Calendar Notes.

Save the visit

Review the form and click Create Visit.

The form checks the required fields before saving. If the visit is scheduled for a past date, Dentaltap displays a warning and asks you to confirm before continuing.

If another patient is currently being placed into the same online-booking time, the calendar may offer to add your patient to the queue instead.

Confirm an online booking

When you open an online booking, the form is labeled Confirm Booking. Review the patient, provider, room, date, time, and any booking note, then click Confirm Booking.

If the booking should not be accepted, use Delete Booking from the booking form.

Move or reschedule a visit

You can move a visit by dragging it to another time, room, or provider. You can also open visit details and change the date or time manually.

When a patient visit is moved, the calendar may ask whether to notify the patient. Choose the option that matches your clinic's communication process.

Moving a visit can reset some statuses unless the visit has already been checked in.

Update Appointment

1. Click the visit twice to open visit details.
2. Change the fields you need.
3. Click the save button in the header.

You can edit the schedule, room, provider, supporting users, group or reason, procedures, and notes when your permissions allow it.

Update the visit status

From visit details, update the status when the visit changes:

• confirm the visit;
• check in the patient;
• mark the visit as completed;
• mark a no-show;
• cancel the visit.

For a checked-in visit, the calendar can also record Arrived, Start, and End times for the treatment flow.

Delete Appointment

Open visit details and choose the delete action. Confirm the deletion when prompted.

Locked patient visits may not be deletable. If you cannot delete or edit a visit, contact a clinic administrator or check your permissions.