Set up your calendar and online booking
The scheduling system in ApexMentum does three things:
- Maintains the master calendar for every provider in your clinic.
- Lets patients self-book through your portal.
- Generates appointment reminders (email + portal notification).
1. Open Scheduling
In the sidebar, click 📅 Schedule. The main view is a week-at-a-glance for whichever provider you're looking at. Use the provider dropdown at the top to switch.
2. Define your appointment types
Before patients can book, you need to tell the system what kinds of appointments you offer. From the Schedule page, click Settings → Appointment types (or navigate to the ⚙️ Clinic Setup section).
For each type, set:
- Name (e.g. "Initial consult", "Follow-up", "IV therapy")
- Duration (in minutes — match your real slot lengths)
- Buffer (optional padding between appointments)
- Price (used to pre-fill invoices — see Taking patient payments)
- Online bookable? Yes/no — toggle off for visits that should only be booked internally.
3. Set provider availability
Each provider's availability lives on their profile. From 👤 Staff Dashboard, open a provider and click Availability. You can:
- Set recurring weekly hours (e.g. Mon–Thu 9am–5pm)
- Block out lunch breaks
- Add one-off date overrides (e.g. closed July 4)
See Availability and time blocks for details.
4. Turn on online booking
In 🏥 Patient Portal settings, toggle Allow online booking. Choose:
- Which appointment types appear (typically you only want consults and follow-ups bookable, not internal blocks)
- How far ahead patients can book (e.g. up to 60 days)
- How close to the appointment time they can still book (e.g. at least 2 hours' notice)
Save. Patients visiting your portal now see a Book an appointment button.
What patients see
When a patient clicks Book, they:
- Pick an appointment type
- See open slots across all providers (or filter to one)
- Pick a time
- Confirm their info
- Receive a confirmation email with the appointment details
If you've enabled telehealth, the email also includes the Google Meet link.
Manual booking
You can book appointments yourself on behalf of patients from the Schedule page — click an open slot, search for the patient, pick an appointment type, save.