This article applies to Motivity Practice Management. It explains how to schedule an appointment when multiple patients share a single provider.
Overview and Prerequisites
This article will review how to schedule an appointment when there are multiple patients for a single provider. Before you schedule a group appointment, you must confirm that the Group Codes are configured correctly. To learn more about group code configuration, please see How to Configure Group Codes in Motivity.
Schedule the Initial Group Appointment
Use the scheduler to book the first appointment, which initiates the creation of the group appointment.
Navigate to either the provider's schedule or one of the patient's schedules.
Add a new appointment to the schedule using a group authorization
Save the first appointment to officially start the group (it will have only one patient initially)
A group authorization appointment being added in the Motivity Practice Management scheduler.
You will now see a yellow appointment on the schedule. This indicates that this appointment is a group appointment.
The yellow group appointment block on the schedule in Motivity Practice Management.
Add Other Patients to the Group Appointment
You can add up to seven more patients to the scheduled group appointment.
To do so:
Click the yellow appointment block.
Select Group Appointment Details.
Use the "Add Patient" button to include other participants (up to 7 additional patients).
For each new patient, complete the mandatory scheduling details:
Authorization
Service
Duration
The Group Appointment Details window in Motivity Practice Management, with the Add Patient button.
The system performs a full compliance validation for every provider-patient pairing. Real-time alerts will be shown for any unmet compliance requirements.
Supported Place of Service (POS) Types for Group Appointments
Group Appointments support all Place of Service types with the exception of the following:
Home
Telehealth Home
Automatic POS Assignment When Adding Patients
When adding a patient to a Group Appointment, the system automatically compares the patient's location information against the Group Appointment's Place of Service. If there's a mismatch, you'll be prompted with two options:
Select Continue to automatically create and assign the correct location to the patient (requires Add POS access permissions)
Select Cancel to stop adding the patient
The place of service mismatch prompt in Motivity Practice Management, with the Continue and Cancel options.
Upon selecting "Continue", the patient will be added to the group automatically — no extra steps needed. The new location record will be pre-filled with the Group Appointment's address and details, saving you from entering it manually. Keep in mind that this new location will not be set as the patient's primary location by default. If you'd like it to be their primary, you'll need to update that manually in the patient's profile.
The new patient location in Motivity Practice Management, pre-filled with the group appointment's address and details.
Visualize the Group in Scheduler Views
The group appointment is displayed differently depending on the user's view.
View | Appearance |
Provider's Schedule | Displays a yellow group-appointment block that spans from the earliest start to the latest end time across all patients. |
Patient's Schedule | Each patient's schedule displays a yellow appointment entry that reflects their respective appointment time. |
A group appointment as it appears in the provider's and patients' schedules in Motivity Practice Management.
Moving a Group Appointment
Dragging and dropping a group appointment to another day or time on the calendar will prompt the following confirmation:
Drag a group appointment to a new day or time
This will create a pop-up with the following message: "This is a group appointment. The updated schedule will apply to all patients in this group."
Confirm action in the pop-up
System validates all patients
Appointment updates only if all validations pass