Define Appointment Status

Creating and editing appointment status types for use with scheduling in Insight EMR.

What is Appointment Status

Appointment status is used to provide an indication of whether or not the patient has arrived for the appointment. Here is an example:

What is Appointment State

Each color coded appointment status in the system is associated with one of three states:

  • Arrived – The patient has arrived as scheduled
  • Failed – The patient did not arrive as scheduled for some reason
  • Not Arrived – The patient is expected to arrive for an appointment but has not arrived yet.

Default Appointment Statuses and Colors

You can edit appointment status settings to suit the needs of your clinic. The following table lists the default settings.

Status Default Color State
Arrived Pale Turquoise Arrived
Canceled with notice Goldenrod Failed
Canceled without notice Goldenrod Failed
No show Goldenrod Failed
Rescheduled Goldenrod Failed
Scheduled Pale Yellow Not Arrived

Appointment Settings

From the Settings menu, click Clinical Settings to add or edit appointment status settings.

Note: When the Excused check box is selected in the appointment status area on a failed appointment status, it removes that status from the calculations of failed appointments on reports like the Therapist Productivity reports. Excused cancellations are not included in calculations of the percentage of No Show/Cancel stats for Cancellation Rates.

Editing Existing Statuses

Use the following procedure to edit an existing appointment status:

  1. From the Settings menu, select Clinical Settings. The Edit Settings dialog displays.
  2. Select the Appointments tab. Locate the Appointments area, which is in the upper-right corner of the dialog.
  3. Change the name of an existing status by clicking the cell containing the name you want to change and editing the text.
  4. Change the display color of a status by clicking the cell in the Color column of the status you want to edit. Then select the desired color from the list.
  5. To change the state assigned to a status, click the cell in the State column of the status you want to edit. Then select desired state from the list.
  6. Click OK to close the Edit Settings dialog box and save your changes.

Adding an Appointment Status

Use the following procedure to add a new appointment status to the list:

  1. From the Settings menu, select Clinical Settings. The Edit Settings dialog displays.
  2. Select the Appointments tab. Locate the Status area, which is in the upper-right corner of the dialog.
  3. Click Add just below the list of Status types. A new row appears in the list:

  4. Enter a description for the new status In the Status cell of the new row.
  5. Click the Color cell of the new row and select a display color for the new status from the list.
  6. Click the State cell of the new row and select a state for the new status from the list.
  7. Click OK to close the Edit Settings dialog box and save your changes.

Deleting an Appointment Status

Use the following procedure to delete an existing appointment status from the list:

  1. From the Settings menu, select Clinical Settings. The Edit Settings dialog displays.
  2. Select the Appointments tab. Locate the Status section in the upper-right corner of the dialog.
  3. Delete an existing appointment status by selecting one from the list of status types and clicking Delete in the lower-left portion of the Status area.
  4. Click OK to close the Edit Settings dialog and save your changes.
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