Create an appointment

You can view scheduled appointments for a client and patient before you create a new one.

Depending on your practice’s preferred workflow, patient appointments can be created  from the patient record or from the appointment schedule.

For answers to common questions, see FAQs: Appointments.

Create an appointment beginning from the patient record

1. Click the Patients tab.
2. In the search fields, enter the patient's name or patient’s last name. You can click the plus sign to add more filters.
   Tip: Select the Include deactivated records check box to make sure the patient doesn't have an existing record.
3. Click Go.
   Tip: If you do not find the patient you are looking for, search for the client and then add the patient. Or add a new client and patient, if needed.
4. Click the patient in the list.
5. Click Make Appointment.
6. On the Schedule tab, double-click the appointment time to schedule or click the +Add button . The New Appointment page includes patient signalment and client contact information, as well as patient reminders and alerts.
   Tip: Patient reminders are color-coded, so you can easily determine the reminder status:
    Current /due out more than 30 days from “today”.
     Due within 30 days from “today”.
     Overdue.
7. Review or search for and select a patient, as needed. To change the patient:
   a. Click the Patient drop-down list.
   b. By default, the patient search includes only active patients. Select the Include Inactive checkbox to include inactive patients. 
   Note: The Include Inactive selection will be remember the next time you make an appointment.
   c. Search for the patient you want to create an appointment for, and click their name to select them.
   Tip: To search for a patient, enter part or all of the patient name, client first name, client last name, or any combination in the patient search box.
   Note: If you selected the wrong patient, click Change to change the patient.
8. From the Provider drop-down list, select the provider who will see the patient.
9. From the Reason drop-down list, select the reason for the appointment. Reasons are color-coded on the appointment schedule.
   Note: The From and To times will update based on the default duration for the appointment type selected. Appointment durations are configured in Administration >  Appointment Settings.
10. In the To and From drop-down lists, review or update the start time and end time for the appointment, as needed.
11. In the Notes box, enter any notes about the appointment.
    Note: Notes entered here will automatically be added to the patient estimate or consultation created from the appointment at check-in.
12. Verify the room the appointment will be scheduled in.
    Note: If you need to select a different room, we recommend clicking Cancel then double-clicking in the correct room, to avoid scheduling conflicts.
13. Click Save.
    Or click Cancel.

Create an appointment beginning from the Schedule

1. Click the Schedule tab.
2. Click the date to navigate to a different month, year, or date on the schedule. The date displayed will be the date used to schedule the appointment.
3. On the Schedule tab, double-click the appointment time to schedule or click the +Add button .
4. Click the patient Search drop-down. Then search for a patient.
   Tip: You can search for a patient by full or partial patient name and last name, by client first and last name, or by phone number. If you search by client name or phone number, you will only see patients belonging to the current client that have a patient record in Neo.
   • If your search found the patient you wish to make an appointment for, select the patient.
   • If your search found the client but not the patient, click +Add New Patient to add a new patient to an existing client. See Create new patient and client from an appointment for more information.
   • If your search found neither the client nor patient, click +Add New Client and Patient to add a new client and patient. See Create new patient and client from an appointment for more information.
5. The New Appointment page includes patient signalment and client contact information, as well as patient reminders and alerts (existing patients only). 
   Tip: Patient reminders are color-coded, so you can easily determine the reminder status:

    Current /due out more than 30 days from “today”.
     Due within 30 days from “today”.
     Overdue.

6. Review or search for and select a patient, as needed. To change the patient, click the Patient drop-down list. Then search for the patient you want to create an appointment for, and click their name to select them.
   Tip: To search for a patient, enter part or all of the patient name, client first name, client last name, or any combination in the patient search box.
   Note: If you selected the wrong patient, click Change to change the patient.
7. From the Provider drop-down list, select the provider who will see the patient.
8. From the Reason drop-down list, select the reason for the appointment. Reasons are color-coded on the appointment schedule.
   Note: The From and To times will update based on the default duration for the appointment type selected. Appointment durations are configured in Administration >  Appointment Settings.
9. In the To and From drop-down lists, review or update the start time and end time for the appointment, as needed.
10. In the Notes box, enter any notes about the appointment.
    Note: Notes entered here will automatically be added to the patient estimate or consultation created from the appointment at check-in.
11. Verify the room the appointment will be scheduled in.
    Note: If you need to select a different room, we recommend clicking Cancel then double-clicking in the correct room, to avoid scheduling conflicts.
12. Click Save.
    Or click Cancel.

The appointment will display on the appointment calendar for the room, date, and time scheduled. You will see the patient name, client name, appointment start and end times, notes, and the appointment status. To view additional appointment information, single-click the appointment, The appointment popover card displays the client phone number, the date the appointment was created or updated and by which staff member.

For practices with Vello enabled only. When an appointment request is approved from Vello Online Scheduling, the appointment Created by will display as Vello. For more information about Vello Online Scheduling, launch Vello from Neo, click the Help Me tab in Vello, and locate the Online Scheduling content. 

Tip: If you prefer to add new clients and patients to your system when they arrive for their first visit at your practice, create a single "New Client" and "New Patient" record to use as a placeholder to make new client appointments. To learn more about updating appointments like this when the client checks in, see Change an appointment.