Appointment Requests - Understanding and How to Process

You may have noticed in the notification section an option for "Appointment Requests".

Appointment Requests can flow here in two ways

• Patients booked using the "Appt. Request" URL (this is included with ChiroSpring 360 Pro and Pro+)
• Patients booked using the "Online Booking URL" (part of GrowthHub Base)
• Patients used Online Scheduler (part of GrowthHub Base)
  • They are a new patient
  • They entered their name incorrect (did not match what was in system)

If you’re using GrowthHub, appointment requests in your ChiroSpring Appointment Requests tab will typically come from:

• New patients
• Existing patients who entered incorrect information (such as the wrong name or date of birth) when booking online. In those cases, the system treats them as new patients.

⚠️ Important: If a request isn't properly reviewed and linked to an existing patient file before being approved, a duplicate patient file will be created.

Example:

An existing patient named Sample Patient (DOB: 01/01/2000) attempted to schedule an appointment online but misspelled his name during the booking process. As a result, his appointment appeared in the Appointment Requests tab instead of being automatically linked to his existing file.

When the request was approved without linking it to the correct patient record, the system created a new patient file, resulting in a duplicate.

& Avoid creating duplicates:

1. From the Dashboard in ChiroSpring, go to the Appointment Requests tab
2. Carefully review the patient’s name and details. If it appears to be an existing patient, do not click “Approve” immediately.
3. On the right side of the patient request, you’ll see a field to search for an existing patient file:

4. Begin typing the patient’s name, then select the correct file from the search results.
5. Once the existing file is linked, you can approve the appointment (it will be linked to the existing file)

🆕 What if the patient is new?

First, check the appointment details with your scheduler to ensure availability & then choose to Approve or Deny the request.

• The system will automatically generate a new patient file once appointment is approved.
• Proceed to send intake forms to the patient by navigating into their Communicator!

If you notice a duplicate patient file:

1. Open the incorrect (duplicate) patient file.
2. Recreate any notes, appointments, or data to the correct file as needed.
3. Remove data off the incorrect file by deleting notes, payments, claims.
4. Rename the duplicate file to: Delete Delete
5. Contact our support team once that’s done- we’ll remove the duplicate for you!

💬 Need Help?

If you have any questions, feel free to reach out. We’re happy to help!

Contact our team at: service@chirospring.com