This article covers the setup and configuration of Rescheduling & Cancellation Reasons.
Creating Rescheduling & Cancellation Reasons
The Scheduling History tab will record all scheduling events for appointments within the selected date range. The available reasons for scheduling changes can be configured from:
Settings > (Brand) Rescheduling & Cancellation Reasons
From here you can create any reasons for which appointments might be cancelled or rescheduled. These might include:
Failure to Attend (FTA)
Unable to attend (UTA)
Cancelled by Practice
Rescheduled by Practice.
Setting Default Reasons
You can configure each reason to be the default for different circumstances. For example, in the image above we have any cancellations or reschedules within 48 hours of the appointment marked as UTA while if they are cancelled within 24 hours, FTA will be selected. We also have it set so that if an appointment is rescheduled on the same day at a different time, the reason will default to Rescheduled by Practice. These reasons can be changed on a case by case basis but setting defaults like this should mean that the correct reason is selected automatically most of the time.
To configure a Rescheduling & Cancellation Reason, find the 3-dots menu to the right and click Edit.
Within the Edit dialogue you can:
Configure the name of the reason.
Add a description if necessary.
Mark whether this reason is used for Rescheduling or Cancelling appointments, or both.
Set a time frame for when this reason will automatically be selected. (e.g. use when appointment is cancelled within 24 hours of start time)
Select whether you'd like this reason to be the default when appointments are moved within the same day.
Select whether to use this reason as the default when filling Gaps using the Gaps workflow.
Display Options
Similar to Tags, cancellation reasons can be configured to add labels to a patients profile to help keep track of scheduling events such as frequent cancellations.
There are four options as to where the labels will appear on a patients profile found under the dropdown: Where this is Shown. Selecting any of these will enable the label.
Use the Label field to edit the text of the label and the colour pallet to select the colour.
The Preview area will show you how the label will appear. These labels will increment with each time they are applied to a patient so you can keep track of how many times they cancel or reschedule.
You will see these labels in the area selected under Where this is Shown:
