Scheduling & Appointments

The Scheduling & Appointments section in VEHRDICT is designed to help your practice manage time efficiently and reduce scheduling errors. From creating new appointments to sending reminders and handling recurring visits, the system provides tools to keep both providers and patients informed and on track. Below you'll find an explanation of each scheduling feature and how to use them effectively in your daily workflow.

Appointment calendar

The appointment calendar is your main view for managing the daily schedule. You can access it from the top navigation bar under the "Calendar" tab. Appointments can be added, moved, or canceled directly from the calendar by clicking on the appropriate time slot. You can filter by provider, location, or appointment type, and view the calendar by day, week, or month. Each appointment block displays the patient’s name, visit type, and status, making it easy to see who is scheduled and what to expect for the day.

Calendar Overview

Patient self-scheduling

VEHRDICT supports patient self-scheduling through the patient portal. This allows patients to request appointments based on available time slots that your staff defines. You can control which services are available for self-scheduling and which providers or time frames are offered. When a patient submits a request, the system can be configured to either automatically confirm it or hold it for staff approval. This reduces incoming phone calls and gives patients more flexibility in managing their care.

Reminders via email/SMS

To help reduce no-shows, VEHRDICT can automatically send appointment reminders to patients via email or SMS. You can choose when the reminders are sent—such as one day before or several hours before the visit. Reminder messages can be customized with your practice name and contact information. Patients also have the option to confirm or cancel directly from the reminder, and any changes are updated in the calendar view automatically. This helps ensure better attendance and keeps your schedule accurate.

Provider availability management

Each provider’s schedule can be customized within VEHRDICT to reflect their working hours, time off, and breaks. You can access availability settings from the provider’s profile or the scheduling settings panel. Once configured, the system prevents scheduling appointments outside of these available times. This ensures that patients are only booked when the provider is actually available, and it helps avoid conflicts, double-booking, or errors in self-scheduling.

Recurring appointment setup

For patients who require regular visits—such as weekly therapy sessions or monthly follow-ups—VEHRDICT makes it easy to set up recurring appointments. When creating a new appointment, you can choose the recurrence pattern (daily, weekly, monthly) and specify the number of occurrences or an end date. All recurring appointments are linked, so if one needs to be updated or canceled, you can apply changes to a single visit or the entire series. This saves time and ensures consistency in long-term care planning.