Managing Appointments Efficiently: A Guide to Bulk Rendering and Cancelling Appointments in Theralytics

Modified on Thu, 2 Jan at 2:26 PM

Introduction

Efficiently managing your appointments is crucial to maintaining an organized schedule and delivering exceptional care. This guide will walk you through two powerful features in Theralytics: bulk rendering and bulk cancelling appointments.

Bulk Rendering enables you to quickly display multiple appointments at once, reducing the time spent updating your schedule.
Bulk Cancelling allows you to easily cancel several appointments in a single action, ensuring your records stay accurate and your scheduling remains error-free.

Please note that these features are best suited for indirect appointments, as they do not support session notes and cannot pull appointments with session notes attached, including incomplete session notes.

By following the simple steps in this guide, you can save time, enhance your workflow, and keep your scheduling data up to date. Let’s get started with these time-saving tools!

00:00: Efficiently managing appointments is key to keeping your workflow smooth and organized. 00:04: In this guide, we will walk you through two essential functions in the 00:08: bulk, rendering and bulk. Canceling appointments. 00:11: Bulk rendering allows you to quickly display multiple appointments at once. 00:15: Saving you time when updating your schedule, both canceling lets you easily. 00:19: Cancel several appointments in a single action ensuring accurate records and 00:23: preventing scheduling Errors. By following the simple steps. 00:26: In this guide, you can optimize your appointment management and maintain an organized 00:30: up to date schedule with minimal effort. 00:34: We will walk you through the steps to efficiently, render multiple appointments at once using their 00:38: Linux. Follow these simple instructions to save time and Streamliner 00:42: scheduling process. 00:45: Begin by selecting manage appointments from the main menu, this is where you can view 00:49: filter and modify your scheduled appointments. 00:53: Use the filtering options available to narrow your appointment list. 00:56: They range set, a specific date range. 00:59: To view appointments for a particular time, frame appointment, type choose 01:03: from available appointment types. If no type is selected, all types 01:07: will be displayed by default. Once you've made your selections, click filter to 01:11: apply the criteria. 01:13: After your filtered appointments are displayed to select all appointments, click 01:17: the checkbox at the top of the list to select all appointments in the filtered view, to 01:21: select specific appointments, check the boxes next to each individual appointment, 01:25: you wish to render. 01:28: Once your appointments are selected, click the render appointments button to generate and 01:32: display them on the screen. 01:34: Sometimes, you may need to cancel multiple appointments at once. 01:37: We will show you how to cancel bulk appointments efficiently. 01:41: Navigate to the manage appointment section from the main menu. 01:45: Customize the list of appointments using the filtering options. 01:48: They range set a specific time frame for the appointments. 01:51: You want to cancel appointment, type choose, the type of appointment. 01:55: You need to cancel. If none is selected, all types will be included 01:59: by default. Once you've selected your filters, click filter to apply them. 02:04: Once the filtered list appears to select all appointments, click the check 02:08: box at the top to select all the appointments in the filtered results to select 02:12: specific appointments. Check the boxes next to the appointments you wish to cancel. 02:18: After selecting your appointments, click on cancel appointments, to begin the cancellation 02:22: process. 02:24: From the drop-down menu, select the appropriate cancellation type for the appointments. 02:28: This helps categorize the reason for the cancellations 02:32: Provide a brief explanation for the cancellation in the text box. 02:35: This will ensure that all cancellations are documented properly. 02:39: Once you've chosen the cancellation type and entered a reason, click submit to finalize, 02:43: the process and cancel the selected appointments. 02:47: By utilizing the bulk rendering and bulk canceling features and theoretic. 02:50: You can streamline your appointment management process saving time and ensuring 02:54: your schedule remains accurate. These tools allow you to quickly display or cancel, 02:59: multiple appointments at once, helping you stay organized. 03:02: Please note the following. Bulk render and both cancel features do 03:07: not work on future appointments. They can only be applied to current or past appointments, 03:11: rendering appointments, in bulk will not automatically complete a session 03:15: note, if a session node is required, it can be added manually after the appointments 03:19: are rendered. We hope this guide has helped simplify your appointment management tasks. 03:23: If you have any further questions or need assistance, don't hesitate to reach 03:27: out to your system administrator or that they're already support team. 03:31: We're always here to assist you. We hope this guide has helped simplify your appointment 03:35: management tasks. If you have any further questions or need assistance, don't 03:39: hesitate to reach out to your system administrator or the theoretic support team. 03:44: We're always here to assist you.

TABLE OF CONTENTS

Bulk Rendering Appointments in Theralytics
Bulk Cancelling Appointments in Theralytics
Frequently Asked Questions (FAQ)

Bulk Rendering Appointments in Theralytics

Step 1: Navigate to the Manage Appointments Section

Begin by selecting "Manage Appointments" from the main menu. This is where you can view, filter, and modify your scheduled appointments.

Step 2: Apply Filters to Narrow Down Your Results

Use the filtering options available to narrow your appointment list:

Date Range: Set a specific date range to view appointments for a particular timeframe.
Appointment Type: Choose from available appointment types. If no type is selected, all types will be displayed by default.

Once you’ve made your selections, click "Filter" to apply the criteria.

Step 3: Select the Appointments You Want to Render

After your filtered appointments are displayed:

To select all appointments: Click the checkbox at the top of the list to select all appointments in the filtered view.
To select specific appointments: Check the boxes next to each individual appointment you wish to render.

Step 4: Render the Appointments

Once your appointments are selected, click the "Render Appointments" button to generate and display them on the screen.

NOTE: If a direct appointment or an appointment requiring a session note is listed, it means that the session note has not been started and is missing. Rendering appointments in bulk will not automatically complete a session note. If a session note is required, it must be added manually after the appointments are rendered. However, we recommend not using the bulk rendering feature for appointments that require session notes.

Bulk Cancelling Appointments in Theralytics

Step 1: Access Manage Appointments

Navigate to the Manage Appointments section from the main menu.

Step 2: Filter Your Results

Customize the list of appointments using the filtering options:

Date Range: Set a specific timeframe for the appointments you want to cancel.
Appointment Type: Choose the type of appointment you need to cancel. If none is selected, all types will be included by default.

Once you’ve selected your filters, click "Filter" to apply them.

Step 3: Select the Appointments You Want to Cancel

Once the filtered list appears:

To select all appointments: Click the checkbox at the top to select all the appointments in the filtered results.
To select specific appointments: Check the boxes next to the appointments you wish to cancel.

Step 4: Cancel the Selected Appointments

After selecting your appointments, click on "Cancel Appointments" to begin the cancellation process.

Step 5: Choose the Cancellation Type

From the dropdown menu, select the appropriate cancellation type for the appointments. This helps categorize the reason for the cancellations.

Step 6: Enter the Cancellation Reason

Provide a brief explanation for the cancellation in the text box. This will ensure that all cancellations are documented properly.

Step 7: Submit Your Cancellation Request

Once you’ve chosen the cancellation type and entered a reason, click "Submit" to finalize the process and cancel the selected appointments.

IMPORTANT NOTE

The Manage Appointments module in Theralytics is best suited for indirect appointments, as it has some limitations when working with session notes. Specifically, this module cannot:

-Write session notes.
- Edit existing session notes.
- Pull appointments with session notes attached, including incomplete session notes.

For appointments that require session notes to be written or edited, please use the appropriate session management tools outside of the Manage Appointments module.

Closing Summary

By utilizing the bulk rendering and bulk cancelling features in Theralytics, you can streamline your appointment management process, saving time and ensuring your schedule remains accurate. These tools allow you to quickly display or cancel multiple appointments at once, helping you stay organized.

Please note the following:

Bulk Render and Bulk Cancel features do not work on future appointments—they can only be applied to current or past appointments.
Rendering appointments in bulk will not automatically complete a session note. If a session note is required, it can be added manually after the appointments are rendered.

We hope this guide has helped simplify your appointment management tasks. If you have any further questions or need assistance, don't hesitate to reach out to your system administrator or the Theralytics support team. We're always here to assist you!

Frequently Asked Questions (FAQ)

Q: Why are appointments missing from the list in Manage Appointments?

A: Appointments that have session notes attached to them, even incomplete session notes, will not be displayed here.

Q: How can I view or work with appointments that have session notes attached?

A: You can use the Scheduling Reports Module to audit and manage appointments with session notes. This module allows you to track Rendered Appointments, Unrendered Appointments, and Cancelled Appointments, helping you manage appointments with session notes attached.

Q: Can I use the Bulk Render and Bulk Cancel features on future appointments?

A: No, the Bulk Render and Bulk Cancel features do not work on future appointments. These functions can only be applied to current or past appointments.

Q: Will rendering appointments in bulk automatically complete a session note?

A: No, rendering appointments in bulk will not complete a session note. If a session note is required, you will need to manually add it after the appointments have been rendered.

Q: Do I need to have special permissions to bulk render or cancel appointments?

A: Bulk rendering and cancelling appointments are typically available to users with appropriate permissions, such as administrators or scheduling staff. If you do not see these options, please check with your system administrator.