Appointments & Scheduling

Yes. Create and manage appointments from your Appointments page with:

• Date, time, and duration (15, 30, 45, 60, or 90 minutes)
• Provider assignment and appointment type (new patient, follow-up, consultation, annual exam, or urgent)
• Linked intake forms - attach one or more forms to any appointment
• Status tracking through the full lifecycle: scheduled → confirmed → checked-in → in-progress → completed (or cancelled/no-show)

Status changes trigger automated workflows like post-visit review requests and no-show follow-ups.

Yes. Add an "Appointment Booking" field using the slash command menu. In the field's settings (gear icon), configure:

• Visit duration (15, 30, 45, 60, or 90 minutes)
• Visit type (new patient, follow-up, consultation, annual exam, or urgent)
• Provider assignment mode - any available, let patient choose, or specific providers

Patients see a real-time calendar with available slots based on your schedule. They pick a date and time, and the appointment is created when they submit the form.

Go to Appointments > Preferences to set up your schedule:

• Configure operating hours for each day of the week (e.g., Monday–Friday 9am–5pm)
• Add provider-specific schedules if providers have different availability
• Create overrides for holidays, closures, or special hours (full day or time-specific)
• The system automatically calculates available slots based on duration and prevents double-booking

Open any appointment and click "Send intake forms":

• Formisoft generates a magic link (JWT token, valid 7 days) with the patient's context
• The email includes your practice branding, the provider name, and links to all assigned forms
• Intake status updates to "sent" - track whether it's not sent, sent, partially completed, or completed
• Patient's known information is pre-filled in the forms

Yes. When creating or editing an appointment, attach any number of intake forms:

• The patient receives all assigned forms as a bundle when you send the intake link
• Track completion status per form - see which are done and which are still pending
• Review all completed forms before the patient arrives

Seven statuses that map to the appointment lifecycle:

• Scheduled - initial state when appointment is created
• Confirmed - patient confirmed attendance
• Checked-in - patient arrived at the office
• In-progress - patient is with the provider
• Completed - visit finished (triggers post-visit review request)
• Cancelled - with reason and timestamp
• No-show - patient didn't arrive (triggers no-show follow-up)

Yes. Your Appointments page includes a full visual calendar with four views:

• Week view - 7-column grid with hourly rows, appointments displayed as color-coded blocks positioned by time and duration, with a red line showing the current time
• Day view - single-day timeline, or side-by-side provider columns when you have multiple providers so you can compare schedules at a glance
• Month view - traditional month grid with appointment previews in each day cell, click any day to drill into the day view
• Agenda view - clean list grouped by date with provider color dots, status badges, and patient names - also the automatic view on mobile devices

Navigate with prev/next buttons or jump to today. Filter by provider using the dropdown in the header. Overlapping appointments are handled automatically with split-column layouts.

Yes. In Appointment Preferences, each day supports multiple time blocks. This is perfect for practices with non-continuous hours:

• Example: 8:00 AM–10:00 AM (morning block), 11:00 AM–5:00 PM (main hours), 7:00 PM–9:00 PM (evening hours)
• Click “Add block” under any day to add another time range
• Each block has its own start and end time
• Blocks are validated to prevent overlaps
• Available time slots shown to patients automatically respect all blocks - gaps between blocks are not bookable

Split schedules work for both organization-wide defaults and individual provider schedules.

Yes. Formisoft supports full multi-provider scheduling:

• Each provider (admin or provider role) can have their own working hours, time blocks, and blocked dates
• Provider schedules are set in Appointment Preferences using the “Schedule For” dropdown
• If a provider doesn’t have a custom schedule, they inherit the organization default
• The calendar day view shows side-by-side columns for each provider with color-coded appointments
• Filter the calendar by provider to focus on one schedule at a time

Each provider is assigned a distinct color that stays consistent across all calendar views.

Yes. The appointment booking field in your intake forms supports three provider modes:

• Any available - uses the organization schedule, no provider picker shown to patients
• Let patient choose - patients see a list of all providers and pick who they want to see, then available slots are shown based on that provider’s schedule
• Specific providers - you select which providers are bookable for this form (e.g., only Dr. Smith and Dr. Jones)

This is configured per form field, so you can have different booking forms with different provider options - one for new patients (any provider) and one for follow-ups (let patient choose their existing provider).

Yes. While Formisoft does not include a built-in video calling feature, it integrates seamlessly with third-party telemedicine platforms to power the entire virtual visit workflow end to end. Here’s how practices set it up:

• Schedule the telehealth visit in Formisoft - create the appointment with date, time, provider, and visit type, then attach your intake forms just like an in-person visit
• Collect intake before the call - send the patient a magic link to complete their intake forms, consent, insurance capture, and payment from home before the appointment
• Connect your video platform - use a webhook or Zapier/Make integration to automatically create a video room on your telemedicine platform (Zoom for Healthcare, Doxy.me, Google Meet, Microsoft Teams, SimplePractice Telehealth, or any HIPAA-compliant video tool) when an appointment is created
• Send the video link to the patient - include the meeting URL in the appointment confirmation email or in a custom workflow message sent before the visit
• Conduct the visit on your video platform - the provider has the patient’s completed intake forms, medical history, insurance details, and signed consent already in Formisoft before the call starts
• After the visit - mark the appointment as completed in Formisoft and all post-visit workflows trigger automatically: review request, follow-up messages, and webhook events to sync data back to your EHR

Formisoft works with any telemedicine platform that supports links or has an API. Common setups include:

• Zoom for Healthcare - use a Zapier/Make automation to create a Zoom meeting when a telehealth appointment is created, then include the join link in the patient’s confirmation email
• Doxy.me - add your Doxy.me room URL to the appointment notes or a custom workflow message; the patient clicks the link at appointment time
• Google Meet / Microsoft Teams - auto-generate a meeting via Zapier or Make, or simply paste a recurring room link into your workflow template
• SimplePractice, TheraNest, or other practice management tools - use webhooks to push appointment data from Formisoft into your platform, which handles the video session
• Custom or white-label telehealth - use the Formisoft REST API to programmatically read appointment data and create video sessions in your own system

The key pattern is: Formisoft handles scheduling, intake, patient data, and post-visit workflows. Your video platform handles the call itself. The two connect via webhooks, Zapier, Make, or API.

There are several approaches depending on your video platform and technical preference:

• Zapier/Make automation - set up a trigger on the appointment.created webhook event. The automation creates a video room (e.g., Zoom meeting), then sends the join link to the patient via email or SMS. Fully automatic, no manual steps
• Appointment notes workflow - when creating the appointment in Formisoft, paste the video link into the notes field. Include {{appointmentNotes}} in your reminder workflow template so the link is sent automatically with the appointment reminder
• Custom workflow message - create a workflow that sends a message 30 minutes before the appointment with the video link and instructions for joining
• Manual send - for smaller practices, simply text or email the patient the video link from the appointment detail page using the built-in SMS or email send feature

Most practices use the Zapier approach for a fully hands-off experience: patient books → intake forms sent → video link created and sent → patient completes intake → provider sees everything before the call.

Yes. This is one of the biggest advantages of using Formisoft for telehealth - everything is handled before the call starts:

• Telehealth consent - add a consent agreement field to your intake form with your telehealth-specific consent language (risks, limitations, recording policy, state licensure). Patients read, check “I agree,” and optionally sign with an e-signature
• HIPAA acknowledgment - include your HIPAA notice as a separate consent field on the same form
• Payment collection - add a Stripe payment field to collect the consultation fee or deposit during intake. Payment is processed before the visit, so there’s no awkward billing moment during or after the call
• Insurance verification - use the insurance capture field to collect carrier, policy number, group number, and subscriber details. Optionally add a photo upload field for insurance card images
• All of this happens in one patient-facing flow - the patient receives a single magic link, completes everything in 5–10 minutes, and the provider has a complete record before the call