The Insights Appointments Page

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At a Glance

The Appointments page is your front desk’s daily worklist. It empowers your practice to drastically decrease eligibility-related denials, increase up-front patient payments, and reduce the time front desk staff spend chasing down patient responsibility. From this page you can:

• Check the eligibility of a patient’s insurance before they arrive
• See outstanding balances and suggested pre-visit charges
• Collect copays and pre-pay coinsurance and deductibles
• Add walk-in patients, run a live eligibility check, and take a quick purchase payment

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Choosing a View

Above the appointment list you’ll find a view selector. Insights ships with three built-in views, and you can save your own:

• All Appointments
• Today’s Appointments (the default the first time you open the page)
• Future Appointments
• Custom saved views — apply the filters you use most, then save them as a reusable view

You can also group the list (for example, by Date and Time) so appointments are organized by day.

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Appointments Page Toolbar

The toolbar at the top of the page gives you quick access to the most common front-desk actions:

• Walk-In Patient — add a patient who arrives without a scheduled appointment. See How to Add a Walk-In Patient.
• Live Eligibility Check — run eligibility for a patient who doesn’t have an appointment yet. See How to Run an Eligibility Check.
• Quick Purchase — take a payment from a patient or a non-patient customer. See How to Take Payments.
• Download — export the current (filtered) list as a PDF (a printable schedule) or a CSV. Exports include up to 2,000 appointments and may take a moment to generate.
• Review Charges — jump to the Review Charges page.
• More actions — additional shortcuts including PR Settings, Reconciliation, Prior Authorization, and Take a tour.

An Athelas Assistant panel is also available on this page to answer questions about your appointments.

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The Appointments List

Each row represents an appointment. The list can show the following columns (you can show or hide columns and reorder them):

• Intake & Messages — intake status and appointment notes
• Date & Time
• Patient
• Provider
• Alerts — surfaced issues for the appointment
• Insurances — the patient’s primary, secondary, and tertiary insurance with an eligibility status badge for each
• Charges — patient responsibility, outstanding balance, and what has been collected
• Tags
• Charge — a button to collect payment for that appointment

Eligibility Status Badges

Every night, Insights pulls your upcoming appointments and checks the detected insurance for eligible coverage. Results appear as a badge on each insurance in the Insurances column:

• Active (green) — coverage is active
• Inactive (red) — coverage is not active
• Not Covered (red) — the service isn’t covered
• Inconclusive (orange) — worth double-checking that the patient’s information matches your EHR
• Pending, None, Self Pay, and Site Responsibility may also appear when relevant

Click a badge to view the full eligibility response or re-run the check.

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Filters

By default the list is filtered to the current day. You can open, adjust, or add filters to narrow the list — common filters include Patients, Providers, Facilities, Start/End date and time, Insurance (primary/secondary/tertiary), Appointment Type, Appointment Statuses, Appointment Tags, Eligibility Coverage, Only With Balance, and Missing Insurance.

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The Appointment Detail Page

Click an appointment to open its detail page. Here you can review everything about the appointment and take action. Along the top you can Copy URL or Copy Appointment ID to share the appointment with a colleague, step between appointments, and open the Athelas Assistant. The detail page is organized into sections:

• Appointment — date and time, provider, facility, reason, appointment type, status, and the patient’s primary/secondary/tertiary insurance. Click Edit to update the appointment’s Type or Status (Scheduled, No Show, Cancelled, or Archived).
• Eligibility Central — the patient’s eligibility results, with the ability to Re-run the check and see more detail. See How to Run an Eligibility Check.
• Visit Limits — annual visit limits and Medicare therapy thresholds for the patient, with alerts when visits are running low.
• Prior Authorizations — the prior authorizations tied to the appointment. Alerts appear when an authorization is nearing its limit or has expired.
• Intake Paperwork — the intake forms and reminders for the appointment. From here you can Send forms to the patient by text or email and review which forms are completed.
• Activity — a chronological feed of events for the appointment.

To collect a payment, use the Charge button on the appointment row or on the detail page. A Charge Explanation is available to break down how the suggested amount was calculated. See How to Take Payments.

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Best Practices

1. Each week, review the eligibility results for upcoming appointments and reach out to any patients whose insurance appears to be inactive or inconclusive. 2. At the end of the day, check for patients who didn’t pay their copays and use a payment link (text or email) to give them a belated opportunity to pay. 3. When a patient hasn’t met their deductible, collect an upfront deductible deposit while they’re in the office. You can set a default amount to charge for unmet deductibles using your Suggested PR Rules.

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FAQ

How often does eligibility run automatically?

Insights automatically checks eligibility for your upcoming appointments each night. You can also Re-run eligibility for any appointment from its detail page, or run a one-off Live Eligibility Check for a patient without an appointment.

How do I remove an appointment?

Open the appointment, click Edit, and set the Status to Archived. Archiving removes the appointment from your active schedule.

Can I print or export my schedule?

Yes. Use the Download button in the toolbar to export the current filtered list as a printable PDF or a CSV (up to 2,000 appointments).