Scheduler Guide

As a scheduler, you will find managing a provider’s schedule easy to do in eVisit. The comprehensive scheduling tool allows you to manage all aspects of scheduling virtual visits for your practice and its providers. This guide does not cover how to create See Now, ExpressVisits, or on-demand visits, but it will explain how to create Availability Time Blocks for those visits if your practice uses them.

In this guide, you will learn how to:

• Manage provider availability
• Schedule a visit for a patient
• Create a new patient profile and schedule their first appointment
• View upcoming visits and visit details
• Reschedule and cancel appointments

How to manage a provider's availability

How to create availability time blocks

In eVisit, there are four types of visits: Scheduled, See Now, ExpressVisits, and QuickEntry visits. Depending on your practice's configuration, a Scheduled Visit is created by either the patient, a clinical staff member, or a scheduler. These visits are for a specific date and, or time in the future. 

Availability time blocks specify a specific time period in which a patient can be scheduled for a visit or request a See Now visit with their provider.

To open a specific provider’s calendar and create/update an availability time block, follow these steps:

1. Open the user menu and select My Account
   
   Fig. 1
   
   
   
2. From the menu on the left, choose Availability
   
   Fig. 2
   
   
   The Set Availability calendar will appear.
   
   Fig. 3
   
   
   
3. Click inside Provider Filter to open it and choose the correct provider
   
   Fig. 4
   
   Search for a specific provider by entering their name in the field or scroll through the available list. When you locate the correct provider, select them by clicking their name.
   
   If this provider is in another time zone, open the Time Zone filter and select their time zone as well. This will help you schedule within the right time zone.
   
   
4. Inside the calendar, click within the column of the day you want to create an availability time block
   
   Fig. 5
   
5. In the Availability window, adjust the start and end time in the appropriate fields
   
   
6. Select the All day option if you need to be available for a 24-hour period
   
   Fig. 6
   
   
   In the example below, we have created an availability time block of 9:00 AM to 3:30 PM to be repeated weekly. We have also selected the Availability options for on-demand (See Now) and scheduled visits. Patients can now be scheduled during this time frame and request to be seen on-demand.
   
   Fig. 7
   

Select Repeat weekly to repeat this availability time block every week.
Fig. 8


Note: You can create availability time blocks throughout the day/week for schedulable visits, on-call visits, or both. In the example below:

A) Monday has Schedulable and On Call from 9:00 AM – 5:00 PM 
B) Tuesday has Appointments only from 9:00 AM – 5:00 PM
C) Wednesday has Schedulable only from 9:00 AM – 5:00 PM

Fig. 9

7. Create more availability time blocks as needed
   
   
8. Click Save when finished

How to edit availability time blocks

Schedules aren’t written in stone.  eVisit makes it easy to adjust and edit a provider’s availability time blocks. To edit a provider’s availability, open the provider’s Set Availability calendar just as you did when you created it.

1. Click inside the availability block you need to edit
   
   Fig. 10
   
2. Make the desired changes, such as adjusting the time span or the availability options
   
   Note: To delete the time block completely, click Delete and confirm.
   
   
3. Click Save when finished

Schedule a Visit

Scheduling a visit for a patient is very simple and straightforward. Be sure to have the patient’s first or last name, date of birth, or email address so you can search for them. As a scheduler when you log in you will only see the Scheduling screen by default. This tab displays eVisit’s scheduling tool.

Fig. 11

1. To begin, click inside the Patient field and enter the patient’s first or last name, date of birth, or email
   
   From the list of matching results, select the desired patient. The patient's first and last names are displayed, along with their email address and date of birth.
   
   Fig. 12
   
2. Continue filling out the remaining options from left to right. Select the Visit Type, provider, date, and time
   
   Fig. 13
   
   Note: The provider’s available dates will be highlighted, and the times they are available will display after you choose a date.
   
   Fig. 14
   
   
   
3. Finally, click Schedule Visit
   
   Fig. 15
   
   The patient will receive a text message and/or an email alerting them that an appointment was scheduled for them. It will contain a link they will use to log in and confirm their visit.

Create and Schedule a New Patient

When a new patient calls for an appointment, you can quickly create their profile and schedule an appointment for them with minimal information.

1. Inside the Scheduling tab, click inside the Patient field
   
   Fig. 16
   
2. Click Create Now to open the Create Patient window
3. Enter the patient’s first and last name, date of birth, and email address
4. Click Create Now
5. Follow the steps above to schedule the patient’s visit
   
   Fig. 17
   

Again, depending on your practice's configuration, when you click the Schedule Visit button, the patient automatically receives an email or text informing them of their new appointment. This email includes the date and time of the appointment and a link to complete their new patient registration and confirm their visit. An example is shown below. 

Fig. 18

Fig. 19


Fig. 20

Reschedule a Visit

Patients’ and providers’ schedules can change at a moment’s notice. The scheduling tool lets you quickly locate a provider’s next available date and time.

1. Locate the visit you need to reschedule by using the Patient filter or Search field
   
   
2. On the right side of the visit row, click the Reschedule
   Fig. 21
   
   
   
3. Click the Calendar icon
   The appointment tab in the visit sidebar will open.
   
   
4. Click Edit
   
   Fig. 22
   
   
   
5. Click in the Date field and select a new day and time from the available dates
   
   Fig. 23-25
   
6. Click Schedule Visit

Cancel a Visit

Sometimes a visit needs to be canceled. Schedules abruptly change, life happens, and rescheduling a visit may not be an option. The scheduling tool provides a quick and easy way to cancel an appointment and document the reason why.    

To begin, locate the visit you need to cancel.

1. On the right side of the visit row, click Cancel
   
   Fig. 26
   
   
   
2. Click Yes to confirm you want to cancel the appointment
   
   Fig. 27
   
   
   
3. If prompted, select the reason for canceling the visit, and then click Submit
   
   Fig. 28
   
   

Still have questions?

We’re here to help! Please contact eVisit Technical Support at (928) 297-2294 or email us at support@evisit.com.