Auto-Accept Appointment Requests Based on Visit Reason

What’s New

• Appointment requests can be auto-accepted based on Visit Reason matching.

• Auto-accept logic evaluates Visit Reason, provider availability, date/time, and slot validity.

• Automatically accepted requests are booked directly on the scheduler.

• Accepted requests move to the Accepted tab.

• Scheduler logs capture a clear audit entry for each auto-accepted booking.

• Requests that do not meet criteria are routed for manual review with a visible alert.

How It Works 

• Enable Auto-accept Appointment Requests in Patient Portal Setup.

• A patient submits an appointment request from the Patient Portal and selects a Visit Reason.

• The system evaluates the request against:

  • Visit Reason configured for the selected slot

  • Provider availability

  • Date and time availability

  • Scheduling rules (blocks, capacity limits, provider restrictions)

• If all criteria are met:

  • The request is automatically accepted.

  • The appointment is booked on the scheduler.

• • The request moves to the Accepted tab.

• • A scheduler log entry is recorded: Scheduled – Auto-accepted via Patient Portal on [Date Time] | [Visit Reason], Appointment Comments (if any)

• If the request cannot be auto-accepted due to a Visit Reason mismatch or scheduling conflict:

  • The appointment is booked on the scheduler.

• • The request moves to the Awaiting Actions tab.

• • An alert icon appears next to the request with the message: “Reason mismatch or slot unavailable – manual review required.”

Benefits

• Reduces staff workload by automatically booking valid appointment requests.

• Ensures Visit Reason and scheduling rules are enforced consistently.

• Improves patient experience with faster appointment confirmation.

• Provides clear audit logging for auto-accepted appointments.

• Clearly flags exceptions for timely staff review without silent failures.