Schedule Non-Clinical Events

In addition to scheduling clinical appointments, TherapyNotes allows you to schedule events, vacations, and blackout periods to keep track of each clinician's availability. Scheduled events, vacations, and blackout periods affect each clinician's availability on the client portal.

There are two types of non-clinical events that you can schedule: a Scheduled Event and a Vacation or Blackout Period.

Scheduled Event

Scheduled Events may be associated with either a specific Clinician or the entire practice. Practice-wide events may include events such as meetings, employee training, and other similar happenings and appear on every user's calendar. Clients may schedule appointments on the client portal during all day practice-wide Scheduled Events, but practice-wide Scheduled Events for either All Locations or the locations matching the clinician's work schedule will be shown as unavailable for scheduling.

To schedule an event:

1) Click the Scheduling tab 

2) Click + New Appointment OR

Double-click on a date on the calendar OR Hover over a date on the calendar and click the plus sign (+)

3) The Create New Appointment dialog will appear. From the Appointment Type dropdown, select Scheduled Event.

(A) Clinician: Select a clinician, or select Practice-Wide for the event to appear on everyone's calendar.

(B) Frequency: Scheduled events can be one-time or recurring. Recurring events may continue indefinitely or end on a specified date. If the event recurs indefinitely, leave the until field blank.

(C) Event Description: Click in the Event Description field to select from a list of typical events or type in your own response. Your Event Description will be the title of the event on the calendar.

4) Click the Save New Appointment button

Vacation or Blackout Period

To block off time for vacations, lunch, personal appointments, or other blackout periods, schedule a Vacation or Blackout Period. Because a Vacation or Blackout Period is meant to show when a clinician is not available to see clients, only users with the Clinician or Intern role can be associated with the Vacation or Blackout Period appointment type. Clients may not schedule appointments with a clinician during a Vacation or Blackout Period.

To schedule a vacation or blackout period:

1) Click the Scheduling tab

2) Click the + New Appointment button OR

Double-click on a date on the calendar OR

Hover over a date on the calendar and click the plus sign (+)

3) The Create New Appointment dialog will appear. From the Appointment Type dropdown, select Vacation or Blackout Period.

(A) Clinician: Select a single clinician. If you would like to cancel any conflicting appointments for this clinician, select the Cancel the XX appointment(s) scheduled during this blackout period checkbox.

(B) Frequency: Vacations or blackout periods can be one-time or recurring. Recurring vacations or blackout periods may continue indefinitely or end on a specified date. If the event recurs indefinitely, leave the until field blank.

(C) Event Description: Click in the Event Description field to select from a list of generic responses, or type in your own response. Your Event Description will be the title of the vacation or blackout period on the calendar.

4) Click the Save New Appointment button.