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Scheduling Patient Appointments

Updated

Overview

You can schedule appointments for new or existing patients directly through the Scheduler in Lobbie. This guide walks through selecting the date and time, assigning a patient, and attaching the correct forms and clinical notes.

This feature is available in Lobbie EMR and in Lobbie Pro accounts using the new scheduler. Contact sales@lobbie.com for help enabling the new scheduler.

 

 

Step 1: Open the Scheduler

  1. Click the Scheduler icon in the left-hand menu
  2. The Month View will open by default, with the current day highlighted
  3. Click any day on the calendar to view that day’s schedule
    • Blue background = available schedule
    • Blank = no availability configured

You can also use the calendar sidebar to quickly navigate to future dates.

 

Step 2: Choose the Schedule and Appointment Type

  1. Select an appointment type from the dropdown (e.g. “Initial Hormone Consultation”)
    • The hover duration will match the appointment type’s default (e.g. 30 or 60 minutes)
  2. Use the schedule filter to show or hide specific provider or appointment category schedules
  3. Click an available time slot to begin scheduling (e.g. Monday at 3:00 PM under “Consults”)

Multi-Booking: Some schedules may allow multiple patients to be booked in the same time slot. If you see an existing appointment in a time slot, you may still be able to schedule another, depending on how the schedule is configured.

 

Step 3: Assign or Create a Patient

  1. Begin typing the patient’s name
    • If the patient exists, select them from the list
    • If this is a new patient, click Create [Name] as a new patient
  2. Fill in the new patient details:
    • First and last name
    • Email address (used for notifications and forms)
    • Phone number (optional but recommended for SMS alerts)
    • Date of birth and gender/sex (optional)

Click Create to add the new patient.

 

Step 4: Confirm Appointment Details

  • Appointment Type: Defaults to the selected type but can be changed
  • Practitioner: Select the provider for the appointment
  • Date & Time: Pre-selected from your calendar but can be adjusted
  • Recurring: Turn this on to schedule an appointment that repeats on a regular interval (e.g. every Monday, every 4 weeks). You’ll have the option to customize the frequency and end date.
    You can also update or cancel just one instance in a recurring series without affecting the others.
  • Duration: Can override the default duration if needed
  • Schedule: Change if you’d like to assign this appointment to a different schedule

 

Step 5: Attach Forms and Clinical Notes

Intake Forms (Patient-Facing)

  • These are sent to the patient via email or text
  • Defaults are automatically selected based on the appointment type
  • You can add additional forms (e.g. satisfaction survey or G87 form)

Clinical Notes (Internal Use Only)

  • These are assigned to staff, not visible to the patient
  • Defaults are set per appointment type
  • You can check or uncheck any clinical note templates

To configure which forms and notes are automatically attached to appointment types, go to Settings → Appointment Types.

 

Step 6: Add Internal Notes (Optional)

Use the Appointment Notes field to include any internal instructions or context for staff. This note will not be visible to the patient.

 

Step 7: Save the Appointment

Click Add Appointment to complete the process. You’ll now see the new appointment listed on the calendar.

 

Example

You scheduled an Initial Hormone Consultation for new patient Lisa Hansen on January 14 at 3:00 PM.

  • Intake forms and clinical notes were automatically assigned
  • The appointment appears on the “Consults” schedule
  • Lisa receives an email (and SMS if enabled) with the appointment info and forms

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