Creating and Managing Appointments

This guide walks you through the different ways you can schedule and manage appointments in Sessions Health, including creating sessions, updating details, rescheduling, and handling changes that come up in day‑to‑day practice.

In this article:

• Video Tutorial: Scheduling An Appointment
• Creating an Appointment
• Managing Recurring Appointments
• Editing and Updating Appointments
• Rescheduling an Appointment
• Canceling an Appointment
• Deleting an Appointment
• Frequently Asked Questions
• Related Resources

Video Tutorial: Scheduling An Appointment

This short video walks you through the basics of scheduling an appointment in Sessions Health.

Creating an Appointment

You can start a new appointment in two ways:

• Select + New Appointment from the left menu.
• Click any spot on your Calendar from Day or Week view.

Then follow these steps:

1. Choose the appointment type.
   • Client Session: a billable session with a client
   • Client Contact: a non‑session interaction such as a phone call, email, or check‑in
   • Collateral Contact: communication with someone supporting the client (parent, spouse, caseworker, etc.)
   • Other Event: non‑client events such as meetings, breaks, or personal appointments.

2. Enter the appointment details.

   The fields you see depend on the appointment type. Some fields only appear for Client Contact or Collateral Contact appointments.

   • Client: choose the client for the appointment
   • Service: select the service code (required for Client Sessions)
   • Modifiers: add any needed modifiers. Telehealth modifiers are added automatically based on location
   • Practitioner: choose who the appointment is with
   • Medium (Client Contact): how the contact was made, such as phone, in person, or email
   • Contact With (Collateral Contact): the person the contact was with, such as a parent or guardian, spouse, family member, caseworker, or physician
   • Location: select the office or telehealth location
   • Room: optional room selection if your practice uses rooms
   • Date & Time: set the appointment start and end time
   • Time Zone: appointments follow your calendar’s selected time zone unless you choose a different one
   • Telehealth URL: add a link for virtual sessions if needed. See this telehealth article for more details
   • Additional Instructions: include any notes you want visible on the appointment
   • Appointment Reminders: choose whether to send email, text, or phone reminders (if enabled for the client)
   • Session Bridge: enable client feedback collection if you use this feature
   • Busy/Free (Other Events): choose whether the event blocks online booking. If you use Google two‑way sync, the Busy/Free setting is also synced to your Google Calendar.
3. Select Save.

Managing Recurring Appointments

You can set an appointment to repeat on a regular schedule.

Creating a recurring appointment

1. Create a new appointment or edit an existing one.
2. Choose a recurrence option:
   • Every week
   • Every other week
   • Every four weeks
   • Monthly on a specific weekday, such as the first Tuesday of the month.
   • Custom weekly schedule with an end date
3. Select Save.

Editing a recurring series

1. Open an upcoming appointment in the series.
2. Make your changes.
3. Choose whether to update This event or This and all future events.

4. Save your changes.

   
   

Deleting a recurring series

1. Open any upcoming appointment in the series (you can choose the date where you want changes to begin).
2. Select the trash icon.
3. Choose This event or This and all future events.
4. Select Delete.

Editing and Updating Appointments

You can update most appointment details at any time. The steps are simple, and the system will let you know if something cannot be changed.

1. Select the appointment on your calendar and choose the pencil icon to Edit.

   Make your updates. You may be able to change:

   • Service
   • Modifiers
   • Diagnosis
   • Location
   • Practitioner
   • Date and time
   • Telehealth URL
   • Additional instructions
   • You can also update start and end times on a signed note without unlocking it. To do this, select Edit Times, adjust the times, and save. This option is only available if the appointment is not tied to a submitted or processed claim.
2. Save your changes.

Rescheduling an Appointment Via Drag and Drop

You can reschedule appointments by dragging them on the calendar

To reschedule from the calendar:

1. Click and hold the appointment on your calendar.
2. Drag it to the new date or time.
3. Release to save the new time.

Canceling an Appointment

You can cancel an appointment directly from the appointment pop‑up. Canceling keeps the appointment on your calendar but marks it with a cancellation type for accurate records and billing.

To cancel an appointment:

1. Open the appointment.
2. Select Cancel Appointment icon.
3. Choose the cancellation type:
   • Late Cancel
   • No Show
   • Therapist Cancel
   • Other
4. Optionally provide a reason and/or charge a cancellation fee.
5. Select Cancel Appointment.

For more information on canceling appointments, see our article No Shows and Late Cancellations.

Deleting an Appointment

To delete an appointment:

1. Open the appointment.

   Select the trash icon.

   If billing has started:

   • Cancel the bill first.
   • If a payment has been applied, remove or refund the payment before canceling the bill.
2. Confirm the deletion.

Frequently Asked Questions

Do I need to schedule in 15-minute increments?

No. You can enter any valid start or end time.

How do I schedule group appointments?

Create an appointment for the group time, then add each client to the same time slot. You may see a warning that a client is already scheduled at that time. This is expected for groups and you can continue scheduling.

Why can’t I edit a particular appointment?

There are a few reasons an appointment may be locked:

• The note is signed and needs to be unlocked before most fields can be edited
• Billing has already started, and the update must be made from the bill
• The appointment is tied to a submitted or processed claim and is fully locked

Appointments tied to submitted or processed claims cannot be edited, moved, or deleted.

Do I need to add the 95 modifier for telehealth?

No. If you choose a telehealth location (Place of Service 02 or 10), Sessions Health adds the 95 modifier for you.

Related Resources

Here are a few more resources that can help you get the most out of your calendar and appointment workflows:

• Using the Calendar
• Managing Appointment Requests
• Appointment Reminders
• Color Coding Appointments