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How to Create and Edit Recurring Appointments

This article reviews how to create a recurring series of appointments, how the system checks for compliance errors, and how to make edits if needed.

Overview

Our scheduling tool provides a robust system for creating recurring appointments. By utilizing Smart Series Creation and flexible cadence options like Biweekly and Monthly scheduling, users can maintain accurate, compliant schedules with minimal manual effort!

By using the built-in recurring appointment logic, you ensure that every session is validated against authorization limits and existing conflicts. This structured workflow saves time, reduces the risk of missed compliance checks, and provides a seamless scheduling experience for long-term care management.

How to Schedule a Recurring Appointment

  1. Navigate: Go to Scheduler → Create/Edit Appointment.

  2. Enable Recurring: Check the Recurring Appointment box.

  3. Select Frequency: In the Occurs Every dropdown, choose Weekly, Biweekly, or Monthly.
    1. The interface will automatically adjust fields based on your selection.

  4. Expedite Compliance: Set the Expedite Compliance Check toggle to Yes.

  5. Define the End Condition: Set how the series should conclude:

    1. Authorization Hours: Ends once hours are exhausted.

    2. Authorization End Date: Syncs with the client’s auth period.

    3. Specific End Date: A fixed calendar date.

  6. Address Blocking Alerts: Review any alerts that prevent creation. Click Okay to acknowledge—these specific dates will be excluded from the series.

    1. Example: Exceeding the authorization's daily/weekly/monthly maximum.

  7. Resolve Informational Alerts: * Review grouped alerts (requirements, role criteria, etcc).

    • Use Select All or select specific dates.

    • Choose Override to proceed with the appointment or Cancel to exclude it.

  8. Finalize: Once all alerts are addressed, the system will generate the appointments based on your final selections.

Modifying or Moving Recurring Appointments

When you edit or move an existing appointment within a series, the system provides granular control over how those changes propagate.

Update Options

When an appointment is moved or an edit is detected, you will be prompted to choose one of the following:

  • Only This Appointment: Detaches the selected appointment from the series and converts it into a standalone entry. All other future appointments remain unchanged.

  • All Future Appointments: Applies updates to every upcoming appointment in the series. This creates a new series moving forward while maintaining the integrity of past appointments.

  • All Future Appointments on This Day: (Available if moving an appointment to a different day) Applies updates to all upcoming appointments specifically for the day the appointment was moved from. This creates a new series for those specific days.

  • Cancel: Reverts all changes; no updates are applied.

Intelligent Series Handling

The system automatically manages the backend logic when these changes occur:

  • Dynamic Splitting: When "All Future" is selected, the system preserves the original series for past appointments and initiates a new series for the future. This ensures no unintended historical changes and better auditability.

  • Validation: Validation runs for each future appointment individually. If some updates fail due to conflicts, these "partial failures" are clearly communicated so you can address them specifically.

 

Last Updated: 3/31/26 by Tatum Winslow