Creating and Editing Events

Events are the core of the InSched schedule. This page covers how to create, edit, and manage all types of events.

Creating a New Event

There are several ways to create a new event:

1. Right-click on the schedule grid and choose New Event from the context menu. The date and time will be pre-filled based on where you clicked.
2. Select Events > New Event from the menu.
3. Press the Ins (Insert) key.

Any of these opens the Edit Appointment dialog.

The Edit Appointment Dialog

Event Type

The first step is selecting the Event Type. You can:

• Drop down the list and type the first few letters to search
• Use the up/down arrow keys to refine your selection
• Press Tab to move to the next field

Depending on the Event Type selected, many fields will be automatically filled in, including Procedure Code, Duration, Timeless status, Resources, and Location. These defaults can be changed for this specific event.

Patient Information

Patient Search (Last, First) - Type a few letters of the last name, optionally a space and first name letters (e.g., "pad ant" for Anthony Padua). Press Tab or Space to search. If the patient is found, their name and phone number are filled in automatically.

• F6 - Open patient search dialog
• F8 - Create a new patient record
• F9 - Edit the selected patient's record
• F7 - Edit the patient's plan

If the patient has Special Issues notes, they will be shown when the patient is selected, and automatically added to the Event's Alert Notes.

Plan - Select the treatment plan for this event from the dropdown. InSched automatically picks the most recent plan if there are more than one.

Name - If not searching the database, you can type any name directly, just like a paper scheduling book.

Phone - The patient's phone number, filled in automatically if the patient was selected from the database.

Event Details

Procedure Code - May be pre-filled based on the Event Type. Used for billing integration.

Note - A note for this event, typically the name of the procedure (e.g., "Abdominoplasty"). This appears below the patient's name on the schedule and in the Detail Panel.

Alert Note - Appears before the regular note, shown in bold on printed reports, and triggers Alert Note striping on the schedule (if configured for this Event Type). Use for important considerations about the patient or appointment.

Event Note - Additional event-specific notes.

Date, Time, and Duration

Date - The date of the event. Pre-filled if you right-clicked on a specific date.

Time - The start time. Pre-filled if you right-clicked on a specific time slot.

Duration - In minutes. You can also enter hours and minutes using "h" and "m" notation (e.g., "1h 30m" for 90 minutes). Pre-filled based on the Event Type default.

Timeless - Check this box for events that relate to a whole day rather than a specific time. Timeless events are shown in the Note row at the top of the schedule, or all day in the timed rows, depending on the Event Type Class.

Status and Confirmation

Status - Set the event status: None, Checked In, Checked Out, Check Back, No Show, or Canceled. See Event Status Workflow for details.

Confirm - Click to mark the appointment as confirmed today. The Last Confirmed Date is recorded.

Resources and Location

Resources - Click to select which Resources this event uses. Resource characters are the single-character codes defined during setup. An event can use up to eight resources.

Locations - Click to select the Location for this event.

Additional Options

Details - Opens a large text window for unlimited additional detail text.

Repeating - Set up recurring events. See Recurring Events.

Audit Information

The bottom of the Edit Appointment dialog shows who last modified this event and when. Use the Audit Report to see all changes.

Editing an Existing Event

To edit an event:

1. Double-click on the event in the schedule grid, or
2. Move the active cell to the event and press Enter, or
3. Right-click the event and choose Edit Event, or
4. Select Events > Edit Event from the menu

If there is more than one event in the active cell, you will be presented with a menu to select which event you want to edit.

Editing Recurring Events

If you select a recurring event to edit, you will be asked:

• This Instance Only - Edit only this single occurrence
• This Date Forward - Edit this and all future occurrences
• All Instances - Edit every occurrence in the series

See Recurring Events for more details.

Deleting an Event

To delete an event:

1. Press the Del key, or
2. Right-click and choose Delete Event, or
3. Select Events > Delete Event from the menu

You will be asked to confirm the deletion. All deletions are logged to the Audit Trail.

Cut, Copy, and Paste

You can move or copy events using Cut, Copy, and Paste:

1. Right-click the event and select Cut or Copy
2. Navigate to the new date and time
3. Right-click and select Paste (or press Ctrl+V)
4. For Cut operations, you will see a confirmation dialog before the event is moved

All moves are logged to the Audit Trail.

Make Another Appointment

To quickly schedule a follow-up appointment for the same patient:

1. Right-click the event and select Make Another Appointment
2. The cursor changes to indicate the mode
3. Navigate to the desired date using the Calendar or keyboard
4. Click on the time for the new appointment
5. InSched creates a new appointment with all information from the original

You can also drag an appointment to another visible day to copy it.

Scheduling from a Block

When you create a new event by right-clicking on an empty Block, InSched automatically:

• Sets the Event Type to the Block's default procedure code Event Type
• Sets the Resources from the Block (if no default Resources are set for the Event Type)
• Sets the Location from the Block
• Pre-fills the date, time, and any detail text from the Block

This makes scheduling fast and intuitive: your staff clicks on the colored block representing available time and fills in the patient information.