How to Schedule and Cancel/Remove Client Appointment for Counselors/Clinicians

How to Schedule and Cancel/Remove a Client Appointment

Expected Outcomes:

After completing this article, you should be able to:

• Successfully schedule a client appointment.

• Understand how to cancel an appointment and update its status.

• Know how to permanently remove an appointment from your calendar.

Purpose/Short Description:

This article guides counselors and clinicians through the process of creating appointments via the Schedule tab in the CTA, and explains how to cancel, and permanently remove client appointments.

Tags:

CTA, Counselor, Clinician, Scheduling, Schedule, Appointment, Add Event, Provider Portal

Audience:

Counseling Team, Clinicians

1. Scheduling an Appointment

Follow these steps to create a new client appointment:

1. Navigate to the Schedule Tab:

   • In the CTA, click on the Schedule tab on the left side of your screen.

     

2. Go to Provider Schedules:

   • Click on the "Provider Schedules" tab at the top of the screen.

     

3. Add a New Event:

   • Navigate to the top-right of this screen and click the blue "Add Event" button.

     

4. Create the Appointment:

   • An event pop-up screen will appear.

     

5. Set Details and Client:

   • Create an appointment type and optionally change other properties (e.g., "Meeting," "Busy," "Availability").

   • Select your client using the "Client" dropdown.

     
     
     

6. Save and Send:

   • Click the "Save" button at the bottom-right of the screen.

     

7. Locate the Appointment:

   • The appointment will now appear as a square box on your calendar under the "Provider Schedules" tab.

   • You can click on this box to access more information.

     

2. Canceling an Appointment

Canceling an appointment updates its status to "Canceled" but keeps it on your calendar.

1. Open the Appointment Card:

   • Access the Schedule tab and click on the appointment block you want to cancel.

2. Change the Status:

   • Click the "Status" dropdown within the appointment card.

     

3. Choose a Cancellation Reason:

   • From the dropdown, select either "Canceled by Client" or "Canceled by Provider."

     

4. Save the Changes:

   • Click the blue "Save" button at the bottom-right of the screen.

3. Removing an Appointment

Removing an appointment permanently deletes it from your calendar.

1. Open the Appointment Card:

   • Locate the appointment on your calendar (as described in the previous section) and click on it.

2. Click the Trash Icon:

   • Click the trash can icon at the top-left of the pop-up screen.

     

3. Confirm Deletion:

   • A confirmation prompt will appear. Click the red "Yes" button to successfully delete the appointment.