A series is a set of appointments booked in one save — ten treatments once a week, three follow-ups once a month. It is created in the same New Appointment dialog, in the Recurring section.
An appointment from a series looks like any other in the calendar and is run in the same way. The difference appears only when rescheduling and cancelling — that is when Heltio asks whether you mean this one appointment or the rest of the series.
How to do it
Turn the series on in the New Appointment dialog
Fill in the patient, the practitioner, the service and the first slot exactly as for an ordinary appointment. Then expand Recurring and tick Set up recurring sessions.
Set the rhythm
Frequency has four values: Daily, Weekly, Every 2 weeks, Monthly. For the weekly and fortnightly rhythms you also pick Days — Mon, Tue, Wed, Thu, Fri, Sat, Sun. Without at least one day named, the series will not save.
Say when it ends
Two options, you choose one: End after … sessions or End on …. A series with no end does not exist.
Check the Scheduled dates list
Before you save, the Scheduled dates section lists every date as Session 1 of 10, Session 2 of 10 and so on. This is the moment to catch holidays and leave.
If any slot is taken, … dates have scheduling conflicts and will be skipped. appears under the list. Saving creates the rest — the clashing ones simply will not exist, and the series will be shorter than you ordered.
Change one appointment or the tail of the series
- Dragging a single appointment to another hour raises the question Move only this appointment? This will detach it from the recurring series. Once confirmed, that appointment lives its own life and the rest stays put.
- Edit from this session onwards changes the hour and the duration from the named date forwards. Heltio cancels the remaining appointments of the old series and creates a new one running to the end. Earlier appointments are untouched.
Cancel — in one of three scopes
The Cancel appointment dialog gives you a choice: This session only, This and all future sessions, Entire series. The series panel then shows the state: Active series, Modified, Partially cancelled, Completed or Cancelled.
When something goes wrong
3 dates have scheduling conflicts and will be skipped.
What this means: In the computed rhythm some dates land on appointments that are already in the calendar.
Maximum 52 sessions per series.
What this means: The number of sessions or the end date you gave produces more than 52 slots.
This time slot overlaps with another appointment
What this means: A clash on the first slot of the series — everything else is counted from it.
Who has access
Clinic Admin Receptionist PractitionerCreating a series requires the same permission as an ordinary appointment. Cancelling a series requires the permission to cancel appointments; Entire series then wipes out dozens of slots at once, so reception should use it with care. Each of these operations leaves an entry in the audit log.
A patient can also book a series themselves, if the practice enabled Recurring in online booking — there only Weekly and Biweekly are on offer, and unavailable slots are skipped with the message Booked … of … appointments.
Related
- Adding an appointment — the fields shared by a single appointment and a series.
- Treatment plans — when the series has to be tied to therapy phases.
- Booking rules — what a patient may do with an appointment from a series.
Related features
Adding an appointment
How to book a patient: click an empty spot on the calendar, or use the New Appointment button. What the warnings about a busy slot and about working hours mean.
Calendar — week grid and list view
The main working screen of the practice: a full 24-hour grid across the week, a switch to the appointment list, filters, drag-and-drop rescheduling and time blocking.
Booking rules
The rules on which a patient reschedules and cancels online by themselves: required notice, a limit on changes, the no-show fee and your own message shown to the patient.
Treatment plans and phases
A course of therapy split into phases with advancement criteria, goals measured by outcome measures and a discharge at the end — run for one patient and visible to them in the portal.