Managing Cancellations and Scheduling Insights in Theralytics

Modified on Wed, 22 Jan at 10:57 AM

This guide provides a comprehensive walkthrough for managing appointments in Theralytics, including canceling and restoring appointments, exploring and analyzing canceled data through the Scheduling Graph Widget, and generating a Sessions Cancellation Report. By following these steps, you can ensure accurate record-keeping, maintain compliance with organizational requirements, and gain valuable insights into your scheduling data.


00:00: This guide provides a comprehensive walkthrough for managing appointments and theoretic, including 00:04: canceling, and restoring appointments, exploring and analyzing canceled 00:08: data through the scheduling graph widget and generating a sessions cancellation report. 00:13: By following these steps, you can ensure accurate records, maintain compliance 00:17: with organizational requirements and gain actionable, insights into your scheduling data. 00:23: Navigate to the schedule module, and locate the appointment, you wish to cancel. 00:28: Hover over the appointment. When the appointment detail window pops up, click 00:32: on the cancel icon. 00:34: Select the appropriate cancellation type from the drop-down menu. 00:38: In the text box. Labeled cancellation reason enter the reason for canceling. 00:41: The appointment note. This reason will appear in the sessions cancellation 00:45: report. 00:47: Click the submit button to complete the cancellation request. 00:51: Verify that the appointment is now grayed out and displays a cancel icon in the upper 00:55: left corner note, if you delete an appointment using the trash can 00:59: icon. Instead of the cancel icon, it will be completely removed from the schedule and 01:03: will not appear in the sessions cancellation report. 01:07: Now, we will review how to restore a canceled appointment. 01:11: Go to the schedule, module and locate the appointment. 01:13: You want to restore from cancellation. 01:16: Hover over the appointment. When the appointment detail, window appears, click 01:20: on the undo icon. 01:22: Confirm, you would like to restore the appointment by clicking the yes button. 01:26: The appointment has been restored and is now displayed as an active appointment in the schedule 01:30: window. 01:32: We will now discuss the steps to generating a canceled sessions report. 01:37: Navigate to the reports menu. 01:39: Click on scheduling to access scheduling related reports. 01:43: Click on session cancellations to view cancellation options. 01:47: Select a specific client from the drop-down. Menu note leaving this 01:51: section blank will generate a report for all clients shared with you. 01:55: Select the staff member associated with the cancellations note leaving 01:59: this section blank will generate a report for all staff. 02:03: Choose the type of cancellations to include. In the report note leaving 02:07: this section blank will generate a report with all cancellation types. 02:12: Enter the date range for the cancellations, you want to audit. 02:15: Click generate to create the sessions cancellation report. 02:19: The sessions cancellation report will display below review, the data to ensure 02:23: it meets your needs. 02:25: Click the save icon and select your preferred file format. 02:27: EG PDF Excel to download the report. 02:32: The scheduling graph widget provides a variety of graphs to help you visualize your appointments 02:36: effectively. Among these three specific graph types can be used 02:40: to analyze, cancel the appointments canceled hours percentage of cancellations 02:44: and all hours. These graphs offer valuable insights into your scheduling 02:49: data, allowing you to Monitor and understand appointment. 02:51: Cancellations with ease. 02:54: To access the scheduling graph widget navigate to your dashboard and locate the 02:58: widget labeled scheduling graphs. 03:01: To change the graph type. Click on the three dots located in the upper right corner of 03:05: the widget. This will open a drop-down menu where you can select your desired 03:09: graph type. 03:11: Each scheduling graph includes a filtering tool at the top allowing you to customize 03:15: your graph. Note, if you leave a section blank, the graph 03:19: will automatically include all options for that section. 03:23: After generating, your graph, you can save or print it by clicking on the hamburger menu 03:27: located in the upper right corner of the graph. 03:29: This will open the file format menu, allowing you to select your preferred option. 03:35: The canceled hours graph displays the total rendered cancel hours by default. 03:39: It includes all locations, payers appointment types staff and 03:43: clients and less specific filters are applied. 03:47: The percentage of cancellations graph shows the percentage of rendered canceled appointments. 03:51: By default, it includes all locations. 03:54: Payers appointment types staff and clients and less specific filters 03:58: are applied. 04:00: The all hours, graph displays all hours in a bar graph format categorized, and 04:04: depending scheduled and rendered hours. 04:07: Pending hours sessions, where notes have been entered, but the user has not 04:11: clicked the complete button. Scheduled hours sessions that do not have any 04:15: session notes entered, by default, this graph includes all locations. 04:19: Payers appointment types staff and clients and less specific filters 04:23: are applied. 04:26: This guide covered the process of canceling and restoring appointments and theoreticians 04:31: cancellation report and exploring cancel appointments, using the scheduling 04:35: graph widget. By following these steps, you can ensure accurate record-keeping, 04:39: maintain organized, scheduling data and gain valuable. 04:42: Insights into your scheduling trends. If you encounter any issues, feel 04:47: free to contact your administrator or the theoretic support team for assistance.


TABLE OF CONTENTS


How to Cancel an Appointment


Step 1: Locate the Appointment

Navigate to the Schedule Module and find the appointment you wish to cancel.

Step 2: Open the Appointment Details

Hover over the appointment. When the appointment detail window appears, click on the Cancel icon.

Step 3: Add a Cancellation Type

Select the appropriate cancellation type from the dropdown menu.

Step 4: Provide a Cancellation Reason

In the text box labeled Cancellation Reason, enter the reason for canceling the appointment. (Note: This reason will appear in the Sessions Cancellation Report.)


Step 5: Submit the Cancellation

Click the Submit button to complete the cancellation request.


Step 6: Confirm the Appointment Cancellation

Verify that the appointment is now grayed out and displays a cancel icon in the upper-left corner. (Note: If you delete an appointment using the trash can icon instead of the cancel icon, it will be completely removed from the schedule and will not appear in the Sessions Cancellation Report.)



 Tip: Always use the Cancel icon to ensure the appointment remains in the system for reporting purposes.  

How to Restore Cancelled Appointments


Step 1: Locate the Appointment

Go to the Schedule Module and locate the appointment you want to restore from cancellation.


Step 2: Open the Appointment Details

Hover over the appointment. When the appointment detail window appears, click on the Undo icon.


Step 3: Confirm Restoration of the Appointment

Confirm you would like to restore the appointment by clicking the Yes button.


Step 4: View the Appointment

The appointment has been restored and is now displayed as an active appointment in the schedule window.


How to Bulk Cancel Appointments


Step 1: Access Manage Appointments

Navigate to the Manage Appointments section from the main menu.

Step 2: Filter Your Results

Customize the displayed appointments by using the filtering options:

  • Set a specific date range.

  • Select an appointment type from the dropdown menu.

Note: If no appointment type is selected, all appointment types will be displayed by default.

Step 3: Apply Your Filters

After selecting your desired filters, click the Filter button to apply them and finalize your results.

Step 4: Select Appointments

Choose the appointments you want to cancel:

  • To select all appointments, click the checkbox in the column header.

  • To select specific appointments, check the boxes next to the individual appointments.

Step 5: Cancel Appointments

Once you’ve selected the appointments, proceed by clicking on Cancel Appointments.

Step 6: Select Cancel Type

From the dropdown menu, choose the appropriate cancellation type.

Step 7: Enter Cancellation Reason

In the text box, provide a reason for the cancellation.

Step 8: Submit Your Cancellation Request

  • Finalize the process by clicking the Submit button.


How to Generate a Sessions Cancellation Report


Step 1: Access the Reports Section

Navigate to the Reports menu.

Step 2: Open the Scheduling Reports

Click on Scheduling to access scheduling-related reports.

Step 3: Select Session Cancellations

Click on Session Cancellations to view cancellation options.

Step 4: Choose a Client

Select a specific client from the dropdown menu. (Note: Leaving this section blank will generate a report for all clients shared with you.)


Step 5: Choose a Staff Member

Select the staff member associated with the cancellations. (Note: Leaving this section blank will generate a report for all staff.)


Step 6: Select a Cancellation Type

Choose the type of cancellations to include in the report. (Note: Leaving this section blank will generate a report with all cancellation types.)


Step 7: Specify the Date Range

Enter the date range for the cancellations you want to audit.

Step 8: Generate the Report

Click Generate to create the Sessions Cancellation Report.

Step 9: View the Report

The Sessions Cancellation Report will display below. Review the data to ensure it meets your needs.

Step 10: Save the Report

Click the Save icon and select your preferred file format (e.g., PDF, Excel) to download the report.


Exploring Canceled Appointments in the Scheduling Graph Widget


The Scheduling Graph Widget provides a variety of graphs to help you visualize your appointments effectively. Among these, three specific graph types can be used to analyze canceled appointments: Canceled Hours, Percentage of Cancellations, and All Hours. These graphs offer valuable insights into your scheduling data, allowing you to monitor and understand appointment cancellations with ease.


          Accessing the Scheduling Graph Widget

To access the Scheduling Graph Widget, navigate to your dashboard and locate the widget labeled "Scheduling Graphs."

          Changing the Graph Type

To change the graph type, click on the three dots located in the upper-right corner of the widget. This will open a dropdown menu where you can select your desired graph type.

          Customizing Scheduling Graphs

Each scheduling graph includes a filtering tool at the top, allowing you to customize your graph. (Note: If you leave a section blank, the graph will automatically include all options for that section.)

          Saving and Printing Your Graph

After generating your graph, you can save or print it by clicking on the hamburger menu located in the upper-right corner of the graph. This will open the file format menu, allowing you to select your preferred option.

          Understanding the Canceled Hours Graph

The Canceled Hours Graph displays the total rendered canceled hours. By default, it includes all locations, payers, appointment types, staff, and clients unless specific filters are applied.

          Understanding the Percentage of Cancellations Graphs

The Percentage of Cancellations Graph shows the percentage of rendered canceled appointments. By default, it includes all locations, payers, appointment types, staff, and clients unless specific filters are applied.

          Understanding the All Hours Graph

The All Hours Graph displays all hours in a bar graph format, categorized into Pending, Scheduled, Canceled, and Rendered hours.

  • Pending Hours: Sessions where notes have been entered, but the user has not clicked the Complete button.

  • Scheduled Hours: Sessions that do not have any session notes entered.

By default, this graph includes all locations, payers, appointment types, staff, and clients unless specific filters are applied.


This guide covered the process of canceling and restoring appointments in Theralytics, generating a Sessions Cancellation Report, and exploring canceled appointments using the Scheduling Graph Widget. By following these steps, you can ensure accurate record-keeping, maintain organized scheduling data, and gain valuable insights into your scheduling trends. If you encounter any issues, feel free to contact your administrator or the Theralytics support team for assistance.


FAQ


Q: Why don’t I see the canceled appointment on the schedule anymore?
A: If the appointment was deleted using the trash can icon instead of the cancel icon, it will be removed from the schedule and will not appear in the Sessions Cancellation Report. 


Q: I am unable to click on the cancel icon. How can I cancel the appointment? 
A: This may be due to permission restrictions set by your agency. Contact your agency administrator to confirm the company policy regarding appointment cancellations. If permissions are limited, the administrator may need to cancel the appointment on your behalf or adjust your access rights.  (See User Roles & Permissions for more information.)


Q: What’s the difference between canceling and deleting an appointment? 
A: Canceling keeps a record of the appointment and its reason in the Sessions Cancellation Report, whereas deleting removes the appointment entirely from the schedule and reports. 


Q: What should I do if I accidentally delete an appointment instead of canceling it?
A: Deleted appointments cannot be retrieved. You will need to recreate the appointment manually. 


Q: Can I generate a Sessions Cancellation Report for multiple staff members? 
A: Yes, you can leave the staff field blank when generating the report. This will include all staff members in the report. 


Q: I am not able to locate or click on the delete / trash can button. What should I do?
A: Users need the appropriate permissions to access the scheduling module and modify appointment statuses. Contact your administrator to adjust permissions if needed. (See User Roles & Permissions for more information.)


Q: I am not able to locate Manage Appointments. What should I do?
A: This issue may be related to permission restrictions set by your agency. Contact your agency administrator to confirm whether you have access to the Manage Appointments feature. If permissions are limited, the administrator may need to enable this access for your user role or assist you with managing appointments directly.  (See User Roles & Permissions for more information.) 


Q: I am not able to find all my appointments under Manage Appointments. What should I do?
Currently Manage Appointments is not available for future appointments. If the appointment is not set in the future, please verify your filtering options are correct.

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