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Editing an Appointment Marked as 'Arrived'

Oops - That wasn’t Johnny…

Sometimes you’ll confirm and pay for an appointment with the wrong details. Maybe you charged for Johnny’s appointment when it was his brother Tommy that came in, or maybe you charged your client for the wrong treatment and need to change it to the right treatment. It happens!

You can update the visit or patient booked on the schedule to correct any scheduling errors or last-minute updates to the visit. There are just two things to keep in mind:

  1. In order to make changes to an appointment, the appointment needs to be in it’s Unarrived state.

  2. In order for an appointment to be marked as Unarrived, the visit cannot be paid or have any submitted claims.

1. Remove Payment

If you charged a client for the wrong appointment and the appointment is paid for, you’ll first need to unapply or delete the payment.

  • Unapplying a Payment is the best option if you have the correct patient and appointment booked and paid for, but mid-treatment the patient changed their mind and needed a longer or shorter visit.

  • Deleting a Payment is a better option if there was an oversight on the patient or appointment booked before processing payment. If the payment was processed in error, or the amount or patient were incorrect - delete the payment.

2. Update the Appointment

Once the visit is unpaid, you can unarrive the appointment by clicking “Arrived” a second time.

Unarriving an appointment voids the old invoice and allows you to change the treatment type, patient and the start time for the appointment.


Updating the Treatment Type on an Appointment

Within the Appointment Panel, click on the black pencil icon within the Booking Info section:

An image of where to view the black pencil icon after selecting the appointment and opening up the appointment panel

Next, you can select the treatment you’d like to update the appointment to from the *dropdown menu options:

An image of where to click on the option to change the treatment type


Updating the Patient on an Appointment

Need to change the patient on a past appointment? You can do that here too!

After you click on the black pencil icon within the Appointment Panel, you’ll also be able to change the patient this appointment is for. You’ll just want to click on the Change Patient button.

An image of where to find and click on the Change Patient button within the appointment panel


Updating the Start Time on an Appointment

After clicking on the  black pencil icon within the Appointment Panel, you can change the time within the Time section here:

An image of where to select the time within the appointment panel


3. Reconcile the visit

If you unapplied payment, you’ll pay using the account credit. You can then pay off the remaining balance with a second payment, or follow our guide to Partially Pay an Invoice to leave an outstanding balance.

If you’ve deleted the payment, a new payment will need to be recorded on the visit. Proceed the checkout as normal!

​ As always, let us know if you need any help!

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