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Documentation Index

Fetch the complete documentation index at: https://docs.stratapt.com/llms.txt

Use this file to discover all available pages before exploring further.

Appointments are scheduled from the schedule calendar in StrataEMR.
Access: All staff can add and manage appointments.

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From the Schedule

  1. Click Schedule in the blue Menu Bar to open the schedule calendar.
  2. The default view shows the daily schedule for all staff assigned to the selected facility. To switch to an individual’s weekly view, click that staff member’s name at the top of the schedule.
  3. To navigate to a different day, use the date selector above the staff member names.
  4. Click on the time slot where you want to schedule the appointment. Available slots may be highlighted in a specific color depending on your schedule template setup.
  5. Search for the patient by name and press Enter. If this is a new patient, click the + icon to add them to the system as you schedule them.
  6. From the pop-up, select the visit type, timing, and whether this will be a recurring appointment.
  7. Click Save Changes.

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Recurring Appointments

To schedule a patient for multiple recurring visits at once, select Yes in the Recurring? field when creating the appointment. Then:
  • Select the days of the week for the visits
  • Choose whether to schedule for a set number of weeks or a set number of visits (useful when working within authorization limits)
  • Click Save Changes — all appointments are added to the schedule at once
StrataEMR will alert you if any of the recurring slots conflict with an existing appointment. You can still proceed with double booking on non-Medicare cases, but you’ll be warned first. If a time slot is double-booked, an additional column appears on the schedule for that day.
Modifying recurring appointments: When editing a recurring appointment, you’ll be prompted to change just that one occurrence or the entire series.

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Appointment Status Flow

Appointments move through a progression of statuses throughout the day:
StatusWhat it means
ScheduledAppointment is on the calendar
ConfirmedPatient has confirmed via reminder link or front desk update
Arrived / WaitingPatient has checked in and is in the waiting room
In ProgressTreatment is underway; documentation has been started
CompleteVisit is finished
CancelledAppointment was cancelled; slot is freed and patient moves to the Cancelled section
Copay amounts display on the appointment at check-in, making it easy for front desk staff to collect at the point of service.

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Cancelling an Appointment

To cancel a visit, change the appointment status to Cancelled. This removes the patient from the schedule slot and moves them to the Cancelled Appointments section next to the waiting list, freeing the time slot for another patient.