Cancel/No-Show/Edit Appointments

Log into WebChart

Click Scheduler from the left sidebar menu.

If you have the preference in My Settings of FORCE DEFAULT RESOURCES set to Yes, your scheduler view will show all the resources (physicians) schedules that you have added an appt for or edited an appt for. To only show one resource, make sure this is set to No.

Cancel/No-Show Appointments

You can cancel/delete/edit or no show appointments from the Scheduler side menu tab or from the specific patient’s appointments e-chart tab.

Cancel Appointments from Chart

Click E-Chart tab from left sidebar menu.

Search and get into the file for the patient you need to cancel or no show an appointment for. When in their chart, click the appointments tab in the above chart tabs.

It will list Waiting List, Pending, Past & Cancelled Appointments in separate sections/buckets for this patient on the screen.

Click Edit on the appointment that you need to cancel or no show.

It will open the appointment wizard screen. The patient’s name should be in the top of this screen along with the appointment details for that patient’s appointment.

Scroll down towards the bottom of this Reschedule/Cancel Appt screen and there is a button Cancel under the comments section.

  1. You must go to the Cancel field and use the drop-down arrow to select a reason for why you are canceling the appointment or select NO SHOW if the patient was a no show.
  2. Click the SAVE button to cancel or no show the appointment for the reason you selected. Your screen will refresh to the scheduler view you were on and remove that appointment from the schedule you are viewing.
  3. It will automatically cancel or no show the appointment and put it into the canceled category or the no show category in the patient’s appointment chart tab in their file.
  4. To reverse (uncancel if you did it on accident), find the cancelled/no show appt (from the patient’s appts listing or end of schedule views if preference is on) and edit it and change the cancel reason to the ‘blank’ selection (top selection). It will activate the appointment back for that date/time.

Enter New Cancellation Code

If you have security role permission, you may see the New Reason selection from the drop-down choices. If you have security rights, you can add another cancel reason to the list if you don’t find a cancel reason that is suitable for the reason you are canceling this appointment. Simply highlight and select New Reason from the drop-down.

It will then open the ADD CANCELLATION CODE window. Enter the fields to add a new cancellation reason to the list.

  • Cancellation Code: Just enter a brief abbreviation for this cancel reason. This does not show anywhere except the main Cancellation Code tab to manage codes.
  • No Show: Check-mark this box if this reason is related and to be categorized as a No Show. Any patient with this reason used on their appointment will be in the category of No shows instead of Cancelled when looking at appointments.
  • Reason: Type in the description of the cancellation. This is the description that will show up in the drop-down arrow choices for users to select from.

Click ADD CODE button when done and it will add your code to the list or click Close to get out of this mode.

If you have security rights, you can manage/add/edit/delete existing cancellation codes from the Cancellation Codes top tab from within the Scheduler module.

Cancel Appointments from Scheduler

You can cancel appointment from the scheduler (ex: the physician says he needs to cancel appointments from 1p-2p on a specific day):

Click Scheduler tab from left sidebar menu.

Select a schedule view (list, multi, or week) and find the resource, location, and day you are looking for.

It will then pop-up the appointment wizard screen. The patient’s name should be in the top of this screen along with the appointment details for that patient’s appointment.

Scroll down towards the bottom of this Reschedule/Cancel Appt screen and there is a button Cancel under the comments section.

  1. You must go to the Cancel field and use the drop-down arrow to select a reason for why you are canceling the appointment or select NO SHOW if the patient was a no show.
  2. Click the SAVE button to cancel or no show the appointment for the reason you selected. Your screen will refresh to the scheduler view you were on and remove that appointment from the schedule you are viewing.
  3. It will automatically cancel or no show the appointment and put it into the canceled category or the no show category in the patient’s appointment chart tab in their file.

View Cancelled/No-Show Appointments from Scheduler

You can always view canceled appointments at the very bottom of the schedulers view screen if you have changed your MY SETTINGS or preferences to reflect this.

  • Cancelled Appointments: Shows list of cancelled appointments for that specific day & physician. Can select options of Add Document or Print Chart by clicking these OPTIONS on the far right column. Add Document takes you to the Add Document program and you would select what type of note (text, etc) that you want to enter.
  • No Show Appointments: Shows list of patients that were no shows for that specific day & physician. Can select options of Add Document or Print Chart by clicking these OPTIONS on the far right column. Add Document takes you to the Add Document program and you would select what type of note (text, etc) that you want to enter.

Otherwise, in any schedule view (list, multi, or weekly) click the link Cancelled on the top, right side of the List or Multi or Week scheduler view.

This opens a printable screen of the cancelled appointments for the person and date you are viewing on the schedule. You can also print out the list of cancelled appointments from this screen. Go to File, then Print.

Reactivate a Cancelled Appointment

If an appointment was cancelled and you wish to reactivate it to be an active appointment, you can reverse the cancellation. Get into the cancelled appointment either from the patient’s e-chart or from the scheduler.

Click on the time-slot link to open that cancelled appointment.

The appointment will open on your screen. Scroll down toward the bottom to the Cancel field. It will show the reason the appointment was cancelled.

Change the Cancel field drop-down and select the very first choice that is totally blank. This will reverse the cancellation of the appointment and clear out the cancel reason field for the appointment. Then click the SAVE button when done reversing the cancelled appointment to make active again.

Once you’ve cleared the Cancel field drop-down and clicked SAVE button, it will refresh your screen to that day’s schedule and show/place that re-activated appointment back on that day’s schedule of appointments.

You can also reactivate a cancelled appointment from the patient’s chart in their Appointments chart tab.

Find the cancelled appointment bucket in that specific patient’s medical record. Click the edit link for that cancelled appointment. Then follow the same steps above to change the cancel field to be “clear” and it will reactivate the appointment to be back to its original date/time it was scheduled for.

Copy an Appointment

You can copy an appointment for a specific patient. This allows you to make another appointment for the patient by copying a previous appointment for the patient. This saves steps of entering all the wizard information again.

First, open/find the existing appointment for the patient that you want to copy.

You can find an appointment for a patient by clicking E-Chart on left side bar, then searching for patient. After find the patient, click their chart tab called Appointments.

Click Edit on the appointment that you need to copy.

It will open the appointment wizard screen.

In the appointment wizard, scroll down and click COPY button.

After you click this Copy button, it will then open up the “Add Appointment” wizard screen.

All of the information will still appear in the Appointment Details that you copied from. You do not have to re-enter these fields since you copied the appointment.

However, make changes by selecting a new appointment date/time for this copied appointment, and made any other changes you wish, click SAVE button to add and save that new appointment you created from a copy.

Once you save the appointment you created from the copy, it will refresh back to the scheduler view for that day and show the appointment you scheduled/created.

Edit Existing Appointment

Click E-Chart tab on left sidebar menu.

Search for patient and open their chart.

After find the patient, click their chart tab called Appointments. The patient’s past/pending, cancelled and/or no show appointment categories and listings will show.

Click Edit on the appointment that you need worked.

It will open the appointment wizard screen.

In the appointment wizard for that specific appointment, make your changes/edits to the existing appointment. You can change anything, even appointment date/time, notes, etc. To change the appointment to a different patient, simply click the Change Patient link and you can change the appointment to a different patient name.

When done, click the SAVE button at the bottom of the screen.

After you click SAVE, it will then pop-up to the scheduler view and show you the appointment as you have edited it.

WebChart Documentation
Last Build: Wed, 08 Sep 2021 00:25:59 EDT Legacy Documentation