Phreesia: Appointment Workflow

About

In order to schedule an appointment, a patient must have an active status. Below is a list of unacceptable (inactive) patient statuses and will not be supported if trying to self-schedule an appointment for a patient with one of these statuses. All other statuses other than the ones below are considered active/acceptable by OP.

  • Inactive
  • Transferred
  • Merged
  • Discharged
  • Deceased
  • Call Coverage
  • Visitor
  • Waiting List

Schedule an Appointment

  1. The parent/patient navigates to the practice website for Phreesia scheduling.
  2. Available appointment slots display. The parent/patient selects an appointment slot to schedule an appointment.
  3. The parent/patient enters the following information to search for a patient record in OP: First name, Last name, DOB, Gender, Preferred phone number, and address.
  4. The below will occur dependent upon the patient search.
  • New Patient:
    • OP: Schedule the patient appointment.
    • Phreesia: Review the Appointments HUB > Appointment Requests.
  • Established Patient/Multiple Patient Matches:
    • OP: Search for the correct patient record and schedule the appointment.
    • Phreesia: Review the Appointments HUB > Appointment Requests.
  • Established Patient/Single Patient Match:
    • OP: The appointment is scheduled assigned a status of Unconfirmed. 
    • OP: If the appointment is for a Well Visit, the correct template will be chosen on age and gender.
    • The scheduled appointment is saved in the Appointments HUB.

Confirm, Cancel or Reschedule an Appointment

Best Practice Recommendation: Because Phreesia practices are likely going to want all of their patients to always receive a Phreesia pre-registration/patient intake link usually a couple of days ahead of the patient’s scheduled visit, and this pre-registration link simultaneously acts as an Appointment Reminder that captures appointment Confirmations, Reschedule requests, and Cancellations, it is our best practice recommendation for the Phreesia practice to fully disable their Appointment Reminders via OP Notify or Patient Message Exchange (PMX) so that their patients are not receiving multiple channels of appointment confirmations that will confuse the patient/parent, and complicate the front office staff workflow.

  1. Click the pre-registration/patient intake link to open the Appointment confirmation window.


  1. Review the appointment details and select an action.
  • Confirm Appointment
    • Phreesia: Places the appointment in the Appointment Confirmations tab of the Appointments HUB. The pre-registration/patient intake workflow is initiated.
    • OP: The Confirm Status of the appointment is set to Confirmed.
  • Re-schedule Appointment
    • Phreesia: Places the appointment in the Cancel / Reschedule window in the Appointment Confirmations tab of the Appointments HUB.
    • OP: The Billing Status of the original appointment will change to Cancelled. A new appointment will be created with a Confirm Status of Unconfirmed.
  • Cancel Appointment
    • Phreesia: Places the appointment in the Cancel / Reschedule window in the Appointment Confirmations tab of the Appointments HUB.
    • OP: The Billing Status of the appointment will change to Cancelled.

Note: Always follow your practice policy when an appointment is canceled for a patient.