Enforce Appointment Linking for Provider Notes (Same DOS)

What’s New

• A new setting, Enforce Appointment Linking for Provider Notes, is available under:
  Settings > Practice > My Practice Settings > EHR > Provider Notes / Case / Letter.
• The setting is disabled by default.
• When enabled:
  – Provider Notes must be linked to an eligible appointment on the same DOS.
  – Only appointments that are Checked-In or Checked-Out and not already linked to another Provider Note are eligible.
  – Appointments in Scheduled, Confirmed, Cancelled, Rescheduled, Waiting List, or No Show status are excluded.
  – The Link Appointment to Provider Note popup is displayed when creating a new Provider Note.
  – The first eligible appointment is selected by default.
  – Users must link an appointment before completing Provider Note creation.
• If no qualifying appointment exists, Provider Notes can be created without restriction.
• When disabled:
  – Appointment linking remains optional.
  – Users can choose Yes, Link or No, Skip when prompted.
  – The first eligible appointment is selected by default.
• The enhanced Link Appointment popup is also available during manual appointment linking from Note Creation and Edit Note.

How It Works 

1. Navigate to Settings > Practice > My Practice Settings > EHR > Provider Notes / Case / Letter.
2. Enable or disable the Enforce Appointment Linking for Provider Notes setting.

1. Create a new Provider Note for a patient.
2. The system evaluates whether an eligible same-DOS appointment exists.
3. If the setting is enabled:
   • The Link Appointment to Provider Note popup is displayed.
   • Users must select an eligible appointment before continuing.
   • Provider Note creation cannot be completed until the appointment is linked.

1. If the setting is disabled:
   • The Link Appointment popup is displayed.
   • Users may choose Yes, Link or No, Skip.

1. If no qualifying appointment exists, the Provider Note is created without prompting.
2. Users can also access the enhanced Link Appointment popup during manual appointment linking from Note Creation and Edit Note.

Benefits

• Improves encounter accuracy by associating Provider Notes with the correct same-day appointment.
• Reduces duplicate documentation by enforcing appointment linkage when configured.
• Streamlines Provider Note creation with automatic prompting or enforcement based on practice settings.
• Improves documentation traceability for clinical and billing workflows.
• Provides practices with flexible control over appointment linking requirements.