How to Add Appointment Services in DocVilla EHR

Appointment services are an essential component for streamlining patient scheduling and ensuring a seamless workflow for healthcare providers.

DocVilla EHR offers two primary methods to add appointment services, depending on your role within the platform:

Using the Location Admin Role How To Add Appointment Services as a Location Admin
Using the Prescriber Role

Appointment Services allow you to define the types of appointments offered by your practice, including visit duration, fees, telehealth settings, and patient portal visibility.

Step 1: Switch to Prescriber Role

From the main dashboard, click Change Role.
Select Prescriber.

Step 2: Open User Profile Settings

Click on Setup.
Select User Profile from the dropdown menu.

Step 3: Access Appointment Settings

Scroll down to the Appointment Settings section.
Click Add Appointment Services.

Step 4: Enter Service Details

Complete the following fields:

Title: Enter the name of the service, such as:

General Consultation
Follow-Up Visit
Weight Loss Consultation
IV Infusion
Sick Visit
Annual Physical Exam
Hyperbaric Therapy
Psychiatric Evaluation

Description: Enter a brief description of the service.

Time Allotted: Specify the appointment duration in minutes (numbers only).

Example: 30

Fees: Enter the fee associated with the service.

Step 5: Configure Service Options

Select the appropriate settings for the appointment service:

Is Video: Enable this option if the service will be conducted through telehealth or video consultation.

(Note: Leave this option unchecked for in-person visits)

Hide From Patient Portal: Enable this option if you do not want patients to see or schedule this service through the patient portal.

Hide in Price Sheet: Enable this option if you do not want the service fee to appear on the public price sheet.

Appointment Color: Choose a color for the service. The selected color will be displayed on the scheduling calendar, making it easier to identify appointment types at a glance.

Step 6: Save the Service

Once all information has been entered and configured:

Click Save within the Appointment Settings section.
The new appointment service will now be available for scheduling.

Important Notes

Telehealth services should have "Is Video" enabled.
In-person services should have "Is Video" disabled.
Appointment colors help staff quickly identify appointment types on the calendar.
Services can be hidden from the patient portal or price sheet when needed.

Managing Default In-Person and Video Visit Services

DocVilla includes two system-generated appointment services:

Default In-Person Visit
Default Video Visit

These services are required by the system and cannot be deleted.

The visit type assigned to these services also cannot be changed. This means the Default In-Person Visit cannot be converted into a video visit, and the Default Video Visit cannot be converted into an in-person visit.

These default appointments can be hidden from the patient end. The title and description can also be updated to help staff identify that the service should not be used.

Hiding Default Services from Patients

Administrators (Location Admin) or Providers (Prescriber) can prevent patients from viewing or selecting these services by enabling the Hide from Patient Portal option in the service settings.

Using the Hide from Patient Portal option as shown below is the recommended way to ensure that these default services are not available to patients on the front end.

Disabling Video Visit Availability for Providers

When the practice does not offer video visits, go to the Calendar tab for each provider and remove or disable the Video Capability setting.

This setting must be reviewed for all providers to ensure that video visit options are not made available during appointment scheduling.

These flexible options empower users to create a scheduling system that aligns with their operational needs. For detailed step-by-step instructions, please refer to the relevant sections under each role.