Medisoft Office Hours Professional Scheduling Appointments How To Schedule Medical Appointments For Doctors, Physical Therapy Appointments, Mental Health Appointments.

You should now have the ability to quickly and easily search for time slots for you to schedule your appointments. From here, the process for actually scheduling the appointments is simple.

Simply double-click the time slot you wish to schedule the appointment for. It is important to note that if the time slot is governed by a template, you will see the template reasons listed along the left hand side of the screen.

Once you have double-clicked the appropriate time slot, the New Appointment Entry screen will appear.

We will now discuss the different options you have on this screen.

Chart Number: The Chart Number field refers to the chart number for the patient for whom you are scheduling the appointment. It is important to note that not all appointments are for existing patients. There will be circumstances where there is not an existing chart number. Because of this, the Chart Number field is NOT a required field.

Tips and Tricks:
If you do not enter your appointment using the patient chart number, certain functions such as Enter Copay will not be available to you. Additionally, the appointment will not be displayed on lists of appointments for that patient throughout both the Medisoft and Office Hours programs.


If the chart number does not exist, but you wish to set one up at that time, you can simply press the [F8] button. This will open a patient entry screen, and allow you to create a new patient record. If you select a patient chart number, and need to change some information in that patient’s record, you can press the [F9] button. This will open that patient’s record for editing.

Tips and Tricks:
Any field within Medisoft or Office Hours that has the drop down view as well as the magnifying glass search button will have the [F8] New and [F9] Edit functionality.


Name (no title): The Name field is the field to the right of the chart number and is a required field when entering a new appointment. If you do not have the chart number, simply enter the name of the patient into this field. If you entered the chart number, the Name field should have automatically populated with the name entered in the patient entry screen.

Phone and Cell Phone: Similar to the Name field, the Phone number fields will automatically populate if the Chart Number is entered, and the phone numbers have been entered into that Patient’s record. These fields are not required; however, it is a good practice to utilize these fields.

Resource: If your office is utilizing the resource scheduling capabilities of Office Hours, you would specify the resource being scheduled for this appointment in the Resource field. Again, resources would be used to schedule items such as exam rooms, x-ray machines, etc. Anything in the office that requires exclusive use.

Note: The Note field is used to give any special information that might be needed for that appointment. As it’s name states, it holds notes.

Case: If you do not enter the Chart Number, the Case field will not be available for entry. Additionally, if you are using Office Hours Professional as a stand alone product, you will not have access to the case field. This field will default to the newest case entered into that patient’s account. If you have selected the appropriate program option, the pop-up note from the Allergies and Notes field of the case screen will appear once the case is selected.

Similarly to the chart number, if the case number does not exist, but you wish to set one up at that time, you can simply press the [F8] button. This will open a case entry screen, and allow you to create a new patient case. If you select a patient case number, and need to change some information in that patient’s case, you can press the [F9] button. This will open that patient’s case for editing.

Reason: The Reason field is not a required field. Here you will specify the reason for the appointment. These codes were previously set up during the configuration of Office Hours. If you are using a template, your reason code may default to the reason code associated with that template.

If you are using templates, and the Reason code you enter is not listed as an appropriate reason for that time slot, the following warning screen will appear.

Clicking Yes will indicate that you want to proceed with the scheduling. This effectively overrides the template. Clicking No will return you to the New Appointment Entry window.

Length: If you have your reason codes and templates set up properly, the Length field will default to the length set up in the Reason code. If you need to change the length of this appointment, you can manually do so. If you are not utilizing reason codes or templates, you will need to specify the length of the appointment manually. The default value will take up one time slot or interval. As in the setup of Length fields in other places in the program, the length of your appointment should evenly match the intervals set up in Program Options.

Color: Similar to the Length field, the color field will default based on a properly set up reason code and template. If you are not using reason codes or templates, this field will default to the default appointment color set in program options.

Date and Time: The Date and Time fields will default to the date and time assigned to the time slot you selected. You do have the ability to manually change these values. When creating a new appointment, we recommend that you do not manually change these values. You do not necessarily know whether the time slot you are assigning is taken or not.

Provider: Similar to the other fields on this screen, the provider field will default to the provider whose schedule was selected on the grid. This can be changed manually, but we do not recommend that you do this for the same reasons listed in the Date and Time section.

Repeat: If you wish to schedule a repeating appointment, you can do so by clicking the Change button. For information on the Repeating settings, refer to the Repeating Appointment Handout.

Need Referral: If the patient needs a referral in order to see this provider, check this box. This will allow you to print a list of your appointments that need referrals, and allow you to follow up on those prior to the patient coming in to the office.

Status: This feature is only available in Office Hours Professional. The default appointment status is Unconfirmed. The rest of the options are utilized after an appointment has already been saved. See the Appointment Status Worksheet for information.

Once you have entered all applicable information, click Save. You have now successfully entered a new appointment.


Warning Fields

There are a number of warning fields in the appointment screen that are hidden unless they are triggered by certain events. These alerts are only available in the Office Hours Professional version.

Account Alerts: These are the same account alerts that are visible in other parts of Medisoft, including Transaction Entry. For these alerts to be visible they must be turned on from within the Medisoft Program Options.

Patient Has Future Appointment: You will get this warning if you create a new appointment for a patient that already has an appointment scheduled in the future. If you click on the magnifying glass then the Scheduled Appointments screen appears and will show all future appointments for that patient.

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Medisoft Office Hours Professional View Appointment Calendar for Mental Health Appointments, Physician Scheduling, Surgery Scheduling, or Physical Therapy Scheduling.

The Calendar within Office Hours (Standard) and Office Hours Professional functions in the exact same manner. You simply select the day you wish to view, and the schedule for that day is displayed.


When Office Hours is first opened, it will default to today’s date (based on the system date). You have the ability to manually select the date by simply clicking on the date you wish to see. You can advance the Day, Week, Month, or Year by simply clicking the arrows next to those fields.

As you are browsing the calendar, you may find that you want to quickly return to today’s date. This can be done by clicking the Edit menu and Go to Today, or by pressing [CTRL]T. This option relates closely with our next appointment finding option, Go to Date.

Go to Date

Within the Edit menu, you will see the option Go to Date. You can also press [CTRL][G] in order to access this feature. This feature lets you quickly browse to a specific date’s schedule. When you select this window, the following screen will appear.

You have the ability to select the date from the drop down menu, or to specify the number of days, weeks, months, or years you wish to advance the schedule. Once you have made your selection, click Go. You will be taken to the corresponding date’s schedule.


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Medisoft Office Hours Professional Template Setup for Physical Therapy Scheduling Or Medical Scheduling

Templates are the method used for setting aside time slots for appointments with a certain reason. (Example: From 8 a.m. to 11:00 a.m. I want to only see new patients.) It can also be used to set aside certain parts of the day for breaks, meetings, and other similar purposes. If you properly utilize templates, you will be able to search your schedule for open time slots specific to a reason code.

This feature is only included in Office Hours Professional.

To set up a Template or multiple Templates, click the View menu and Edit Templates.

You will see a screen that looks similar to your appointment scheduling screen. To set a template at a particular time, provider or resource, double click on that time slot.

You will see the following screen:

Template Reasons: You have the ability to assign up to 6 reason codes for any single period of time. When searching for open reason specific time slots, these are the reasons that will be taken into account.

Description: The description field should contain an overall description of how your time will be spent during that portion of the day.

Provider: Each template is linked to no more than one Provider. This means that if you have an overall template that you wish to apply to every provider within your practice, you must set up identical templates for each provider. You are not, however, forced to do so. This allows each provider to determine how his or her time will be spent during any given day. The provider field is NOT required, as you may want a template to apply exclusively to a resource.

Resource: The resource field functions similar to the Provider field. If you enter both a resource and a provider, the template will be applied to the schedule of both.

Date and Time: The Date and Time fields indicate the STARTING date and time. If you utilize the Repeat option, the template will start on the date and time specified. The end date will be specified in the repeat options.

Length: The length field will specify in numbers of minutes how long the template will occupy. The number of minutes should be an interval that matches the appointment intervals set up in the program options.

Color: This field will let you specify the color these time slots will display when no appointments are scheduled. Once an appointment is scheduled, the color set for that appointment will be the color displayed on the schedule.

If you would like the template to repeat for future dates, click the Change button at the bottom of the window.

Refer to the Repeating Appointment Worksheet for information on the repeating options.

Tips and Tricks:
Templates can be used to allow for different schedules for different doctors in the practice. If you set up a reason code for “Out of Office”, and then set that template for the hours of operation that a particular provider will be unavailable, it will enable you to prevent appointments from be scheduled for that provider at that time of day.


Templates can be used to set up breaks and holidays as well.

Once you have set up your template, click Save.

You will then need to repeat this process until all desired templates have been created.

After configuring all desired templates, you will need to exit the Template Edit view. This is done by clicking the View menu and Edit Templates.

You will be returned to your appointment view screen. You should now see the color coding that was applied through your template setup.

Tips and Tricks:
Your templates are going to affect ALL of the views that are available within Office Hours Professional. It is not necessary to set up different templates for different views.

physical therapy scheduling program

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