Change an appointment

Once an appointment has been scheduled, you can change the appointment details, as needed. For example, the client calls to reschedule.  

You can also delete an appointment and choose whether the appointment should be tracked as cancelled, based on your practice’s specific protocols. 

To learn how to make an appointment, see Create an appointment.

To learn how to confirm an appointment, see Confirm an appointment.

For answers to common questions, see FAQs: Appointments.

Click a topic to jump to that section in this article:
Edit an appointment
Move or copy the appointment
Delete or cancel an appointment
Update an appointment for a generic “New Patient” record
Additional information about rescheduled appointments

Edit an appointment

You can edit appointment details including the provider, reason, start and end times, room, and notes.

1. Click the Schedule tab.
2. Locate the patient’s appointment on the schedule.
3. To change the status, click the colored bar that indicates the status (Not Arrived, No Show, Arrived, or Late).
4. Click once on the appointment, and when you see the detailed information, click the pencil to edit.  You can also double-click the appointment.
   
5. On the Edit Appointment page, update the information as needed. You cannot change the patient.
6. Click Save.

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Move or copy the appointment

You can move an appointment to reschedule it to a different room, day, or time slot. You can also copy an appointment and paste to additional days and times if the appointment is recurring.

For multi-branch practices. If you scheduled an appointment for the wrong branch, you can move the appointment to the correct branch. Appointment notes will be copied, but you will need to select a new provider and reason.  We recommend only moving an appointment from one branch to another before you create an estimate and /or consultation to keep the branches consistent and correct among the appointment, sales, tax, and inventory. 

1. Click the Schedule tab.
2. Locate the patient’s appointment on the schedule.
3. Click once on the appointment, and when you see the detailed information, click the pencil to edit.  You can also double-click the appointment.
4. In the Edit Appointment window, click Cut or Copy.
   • To reschedule an appointment, use Cut.
     Cut will delete the original appointment, so you can move the appointment to a new room, day, or time slot without having to reenter the same appointment details.  
   • To schedule recurring appointments, use Copy.
     Copy will duplicate the appointment details of the original appointment to a new room, day, or time slot.  After an appointment is copied, it can be pasted multiple times. 
5. For multi-branch practices. If you need to move or copy the appointment to a different branch, click the branch name in the main menu bar, select a branch name from the Branch dropdown, and click Select Location.
6. Click into the new date, time, and /or room on the schedule, and then click the piece of paper icon to paste.
   
7. If you copied the appointment in step 4 and and are scheduling additional recurring appointments, repeat step 6, as needed. 
   Note: Neo will remember the copied appointment up to an hour or until another appointment is copied in the same session.
   For multi-branch practices. The Edit Appointment window will automatically open; select a provider and reason, as applicable. Then click Save.
   Note: Appointment notes will be copied from the original appointment but can be modified.
8. If you need to make any changes, you can edit the appointment.
   Note: Appointments can be moved to a different room and time slot on the same day by clicking the appointment and dragging it to the new room and time.

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Delete or cancel an appointment

1. Click the Schedule tab.
2. Locate the patient's appointment on the schedule.
3. Click one on the appointment, and when you see the detailed information, click the pencil to edit.  You can also double-click the appointment. 
   
   
4. On the Edit Appointment page, click Delete. 
   • Click Cancelled to cancel the appointment and be counted as Cancelled in the Appointments section of the Practice Dashboard.  
     Optional. Enter a cancellation reason in the Reason for cancellation box. The cancellation reason has a character limit of 150 characters.
     Note: The cancellation reason will display in the Audit list on the Schedule and the Appointment Timeline on the client Appointments tab.
   • Click Deleted to delete the appointment and not be counted in the Appointments section of the Practice Dashboard.
     
      How to track an appointment as cancelled.
   • Click OK  to confirm. The appointment will be removed from the schedule. 
     Note:  Click Cancel  if you do not want to delete the appointment from the schedule.

Note: When you delete or cancel an appointment, you can still view the appointment details from the client Appointments tab or the Audit list on the Schedule. 

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Update an appointment for a generic “New Patient” record

Follow these steps if you used a generic New Patient record to create the appointment and you want to change it to reflect the actual patient.

1. Add the new client and patient.
2. Click the Appointments tab.
3. Double-click the New Patient appointment and copy any notes.
4. Make a new appointment in the same time slot. The new patient will appear in the drop-down list, so you won’t need to search.
5. Paste any notes you copied.
6. Save the appointment.
7. Delete the New Patient appointment.

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Additional information about updated and rescheduled appointments

• The appointment popover card will show the date the appointment was updated and the staff member who made the change.
• An appointment will be considered rescheduled when you:
  • Edit the appointment start time.
  • Move an appointment to a different date and /or time.
• An appointment will not be considered rescheduled if you edit the provider or room without a change to the start time or date,.
• You can view rescheduled appointments from the client Appointments tab or the Audit list on the Schedule.

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