Patient Visit (In-person) Appointment

Overview

The Patient Visit (In-person) appointment type allows you to schedule a face-to-face visit with a patient.

After selecting this appointment type from the Appointment Type Selection Modal, a new page opens.

On the left side, you will see a progress bar that guides you step by step through the appointment creation process. Each step must be completed in order, and the progress bar helps you understand:

• Where you are in the process
• What information is required next

Following the steps below, you will first select a patient, then define the reason for the visit, choose a chief complaint (optional), select an available date and time, and finally add an optional note before submitting the appointment.

Steps

Step 1: Select Patient

In this step, you choose the patient for the in-person visit.

• Instruction text: “Select a patient from the list or create a New Patient”

How it works:

• A searchable list of patients is displayed, including your own patients and shared patients.
• You can scroll through the list or use the search bar to quickly find a patient by name, gender, date of birth, or ID number.
• Fields shown for each patient: Name (First, Last), Gender, Date of Birth, ID Number.

Selecting a patient:

• Once selected, you are automatically taken to the next step.
• Use Back if you want to change your selection or exit the flow.

Step 2: Reason of Visit

In this step, you select why the patient is coming for a visit.

• Instruction text: “Select a reason of appointment from the list.”

How it works:

• A list of visit reasons is displayed based on the services available to you.
• Once a reason is selected, you are automatically taken to the next step.

Step 3: Chief Complaint

In this step, you can optionally add the patient’s chief complaints.

• Instruction text: “Select a chief complaint.”

How it works:

• Click +Add to open the Chief Complaint modal.

 

• Features include:
  • Search: Quickly find complaints.
  • Suggestions: Frequently used or AI-suggested complaints.
  • Selected: Shows complaints added for this visit.
• Add to Step: After selecting complaints, click the Add button at the bottom of the modal.
• The complaints you added are now displayed directly in the current step.

 

• You can review, remove, or adjust these complaints before moving on.
• Click Next to proceed to the Date / Time step.

Step 4: Date / Time

In this step, you choose when the visit will take place.

• Instruction text: “Select an available time of remote Provider”

How it works:

• A calendar and a list of the provider’s available slots are displayed.

 

• Only free slots can be selected.
• Click on a slot to select it.
• Once a slot is selected, you are automatically taken to the Note step.

Step 5: Note

In this step, you can add extra information or context for the visit.

• Instruction text: “Write a note for this appointment.”

How it works:

• A text box allows free-text notes, up to 3000 characters.

 

• Optional feature: Write with AI button, enabled only if a Patient Summary exists and a Chief Complaint has been selected. Otherwise, it is disabled with the message: “Please complete chief complaint and patient summary to use AI.”
• This step requires clicking Next to continue.

Final Step: Review & Submit

In this final step, review all the details before creating the appointment.

Displayed summary:

• Appointment Type
• Patient
• Reason of Visit
• Chief Complaint (if added)
• Date and Time
• Duration
• Note (manual or AI-generated, if provided)

Review all details carefully.

When everything looks correct:

• Click Submit to confirm the appointment.

After submission:

• The appointment is added to your schedule.

After creating this type of appointment, you can view and manage all your appointments in the Review & Manage Appointments section.

Fields (Field Descriptions)

Behavior & Expected Outcome

• Progress bar updates dynamically with blue highlight and check mark after each step.
• Patient, Reason, and Date/Time are mandatory; Chief Complaint and Note are optional.
• Write with AI is only available if a Patient Summary exists and a Chief Complaint is selected.
• Appointment is confirmed only after pressing Submit.

Common Errors + Fixes