Reflecting Location Types on Appointments

Using location types, you see at a glance the modality for each appointment in your calendar.

In this article, you will learn how to set up location types and then link these to appointments to see the modality in the calendar.

How Location Types Work

• There are three locations types to choose from:
  • In Person (the default for all new locations),
  • Phone, and
  • Telehealth Video Call.
• For physical home visits or mobile services, use In Person as the location type and make the location or service name clear. To control whether the service appears in Client Portal bookings, see Setting Up Available Services and Times on Client Portal.
• Appointments booked in the phone location type will have a phone icon on the appointment, and those booked in the Telehealth Video Call location will have a video icon visible on the appointment. Appointments booked in an in person location type won’t show any icon.
• New appointments booked in the Telehealth Video Call location
  • will have telehealth call links enabled by default
  • reminders with a {ClientTelehealthUrl} merge field will populate with a telehealth link.

Setting Location Types

First start by adding the appropriate location types to your locations.

1. Navigate to User Menu > Account Settings > Practice > Locations.

2. Add a new location, or click on the existing location where you need to set the location type.

3. In the ‘Location Type’ dropdown field, select the relevant location type: In Person, Telehealth Video Call or Phone.

4. Save the changes.

5. Repeat the action for all locations where necessary.

How Changing a Location Type to Telehealth Video Call Affects Future Appointments

This section explains how the Telehealth Video Call location type affects future-dated appointments and guides you through the setup process.

Setting Up a Telehealth Video Call Location

To enable Telehealth appointments at a specific existing location, follow these steps:

1. Go to: User Menu > Account Settings > Practice > Locations.
2. Open an existing location to edit.
3. Set the Location Type to ‘Telehealth Video Call’.
4. Enter any other necessary location details and click Save.
5. After saving, a pop-up message will appear, asking:
   “Would you like to add Telehealth to all your future-dated appointments at this location?”
   • Click “Yes, Update Future Appointments” to enable the Telehealth link for all future appointments in this location.
   • Click “No” to leave future appointments unchanged (the Telehealth link will remain disabled).

This ensures all future appointments at that location have Telehealth links enabled, even if they were originally created before the feature was introduced.

Setting Locations Availability

1. Navigate to User Menu > Account Settings > Team > Availability.

2. Select the practitioner and click ‘+Add Availability’ or edit their existing availability.

3. In the ’ Locations’ dropdown field of the availability settings, select the relevant location.

4. Adjust your available hours, if needed, and save the changes.

5. Once availabilities’ locations are set, you will see them in the list of the practitioner’s availabilities.

Viewing Location Types on Appointments

When location types are set and client appointments are booked in their relevant locations, you will be able to easily identify appointments based on their locations of delivery.

• Appointments that are linked to the location type ‘Telehealth Video Call’* with have a video icon, and ‘Phone’ location types will have a phone icon. ‘In person’ appointments will have no icon to represent modality.
• The telehealth and phone location icons will be added to the calendar appointment blocks and to the appointment hover cards.