Scheduling

This quick guide covers Scheduling, Rescheduling, Cancelling, and Processing a No Show in VieCure 4.0's  Scheduling experience. It walks through adding an appointment from the Not Scheduled queue, System Schedule, and Patient Schedule; rescheduling or cancelling a visit; merging a worklist item with an existing appointment instead of double-booking; and marking a visit as a no-show. It also covers filtering the schedule by no-show status and printing that list to follow up with patients later.

 Scheduling from the Queue (Existing Order)

• Drag a card from the Not Scheduled queue onto the calendar to open Visit Details.
• The modal prefills from the order: Patient, Visit Type, Provider, Target Date, and Order Source.
• Confirm or adjust Facility, Resource, Visit Date, Time, and Duration.
• Check Telehealth if applicable and Make Recurring Event if this is a recurring series.
• Add an Internal Note or Appointment Note if needed.
• Select Save (or Confirm at the top of the modal) to book the visit.
• If the patient has multiple appointments to schedule, select Next Appointment (or Previous Appointment) at the bottom of the modal to move between them without closing out.

Tip: Target Date and Order Source only appear when the visit came from an order in the queue – use them to confirm you're booking against the right order.

Tip: The appointment won't show up on the worklist until you select Confirm – saving alone isn't enough.

 Scheduling a New Appointment (No Existing Order)

• Double-click an open slot on the calendar to open a blank Visit Details.
• Start by searching for the patient.
• Select Visit Type and Provider (required).
• Confirm Facility and Resource.
• Set Visit Date, Time, and Duration.
• Check Telehealth or Make Recurring Event if applicable.
• Add an Internal Note or Appointment Note if needed.
• Select Save (or Confirm) to book the visit.

Tip: Nothing is prefilled here since there's no order behind the visit – double-check Visit Type and Provider before saving.

Tip: Each resource has a daily appointment limit. If a booking would go over that limit, the system either blocks it, asks you to confirm before overbooking, or lets it through automatically (that depends on how that resource is set up).

 Rescheduling a Visit

• Open System Schedule or Patient Schedule and find the appointment.
• Drag it to a new slot or[EM2]  double-click it to open Visit Details and update the Visit Date, Time, Resource, or Provider.
• Check the capacity counter for the new slot to make sure there's room.
• Let the patient know the new date and time, then select Save.

Tip: Rescheduling a treatment visit automatically creates a task for the care team within about 2 minutes, so they can double-check the treatment plan is still on track. You don't need to do anything extra.

Tip: If a booked visit shows a caution-triangle icon, its visit type no longer matches that time slot's availability rules. Hover over the icon for details. Rescheduling it outside the restriction, or having the restriction removed, clears the icon.

 Cancelling a Visit

• Open the visit from the System Schedule or Patient Schedule, then select Cancel Visit within the Visit Details.
• Select a reason from the dropdown and add a cancellation note if needed.
• If it's a recurring visit, choose whether to cancel just this one (This visit only) or the whole series going forward (This and all following visits).
• Select Cancel Appointment to finish or Keep to exit without cancelling.
• Review the underlying order – confirm whether it should stay active, be put on hold, or be voided.
• If the visit still needs to happen, rebook it (see Scheduling a New Appointment above) or merge it into an existing appointment (see below).

Tip: Cancelling a treatment visit less than 4 hours before its start time creates an URGENT-priority clinical review task immediately, instead of the standard Routine task. If an order tied to a scheduled visit gets voided elsewhere, the visit is flagged Voided and a task is auto-created so it gets formally cancelled.

 Merging a Worklist Item with an Existing Appointment

When to use: a worklist item exists for a patient who already has a scheduled appointment. Use Merge instead of booking a second, duplicate visit.

• Find the scheduled appointment on the calendar in the System Schedule or Patient Schedule and click to open Visit Details.
• Select Merge.
• The Merge Appointments window opens with that scheduled appointment already selected on the right. On the left, select the matching Worklist Item.
• Select Merge to confirm.

Tip: Confirm the merge attaches the worklist item to the existing appointment. No duplicate visit is created, and the worklist item's status updates to Scheduled.

 Processing a No-Show

• Locate the visit on System Schedule or Patient Schedule and open Visit Details for that visit.
• Check the No Show checkbox (bottom-left of the modal), then select Save / Confirm.
• The visit status updates to No Show.
• Contact the patient regarding the missed visit.
• Reschedule or cancel the visit based on the outcome of that call.

Tip: For treatment visits, marking No Show auto-generates two tasks within about 2 minutes: one to Front Desk to reschedule, one to the Nursing/Clinical team to review plan impact. Non-treatment visits don’t generate these tasks. Marked it by mistake? Correcting the status quickly auto-closes both tasks with reason “Status Corrected.”

 Reporting No-Shows

• To pull a list of no-shows, select the filter icon located on the upper right-hand side of the System Schedule.
• Set Filter by Appointment Status to No Show.
• Right-click the page and choose Print from your browser.

Tip: The Print icon on System Schedule opens the Schedule For Provider or Clinic reports and does not currently have a No-Show filter. To get a no-show list, filter the calendar itself by Appointment Status first, then print straight from your browser.