Cognix Health's appointment system can be customized to match your practice's specific needs. This guide covers the essential configuration options for appointment scheduling.
Service Type Configuration
Configure your practice's service types through Settings > Appointments > Service Types. For each service type, you'll need to specify:
- Service name
- Duration in minutes
- Default rate
- Insurance billing code (CPT/HCPCS)
- Whether eligibility verification is required
- If telehealth is allowed
- Color for calendar display
Common Service Types
- Initial Evaluations (90 mins)
- Regular Sessions (45-60 mins)
- Group Sessions (60-120 mins)
- Brief Check-ins (15-30 mins)
- Crisis Interventions (variable)
Scheduling Rules
Provider Availability
Configure provider schedules in Settings > Staff > Schedules:
1. Regular Hours
- Working days
- Start/end times
- Break periods
- Location assignments
2. Service Restrictions
For each provider, you can set:
- Which service types they can provide
- Maximum number of clients per day
- Whether buffer time is needed between appointments
- How many minutes of buffer time
Location Settings
Manage location-specific rules in Settings > Locations. For each location, specify:
- Operating hours for each day
- Number of available rooms
- Whether telehealth is supported
- Time zone settings
Appointment Rules
Scheduling Restrictions
Configure global scheduling rules including:
- Minimum advance notice required for booking
- Maximum days in advance for booking
- Whether recurring appointments are allowed
- If insurance eligibility check is required
- Waitlist options
- Cancellation policy (deadline and fees)
Client Preferences
Set client-specific scheduling preferences:
1. Preferred Settings
- Provider preferences
- Time preferences
- Location preferences
- Service type restrictions
2. Special Requirements
You can specify:
- Which days work best
- Preferred appointment times
- Any provider restrictions
- Translation needs
- Special accommodations
Automated Checks
Pre-appointment Verification
Configure which automatic checks should run before confirming appointments:
- Insurance eligibility verification
- Authorization checks
- Provider availability confirmation
- Resource availability checks
- Conflict detection
Conflict Prevention
Set up conflict detection rules:
1. Provider Conflicts
- Prevent double-booking
- Account for travel time
- Enforce break times
2. Resource Conflicts
- Check room availability
- Verify equipment availability
- Confirm staff availability
Communication Settings
Reminder Configuration
Set up appointment reminders by specifying:
- When reminders should be sent (hours before appointment)
- Which channels to use (email, SMS, portal)
- Whether confirmation is required
- If follow-up reminders are needed
Notification Templates
Customize communication templates:
1. Standard Messages
- Appointment confirmation emails
- Reminder text messages
- Cancellation notifications
- Rescheduling requests
2. Custom Templates
For each template, you can customize:
- Message type
- Subject line
- Message content
- Available variables to personalize messages
- Which communication channels to use
Best Practices
1. Schedule Optimization
- Set realistic buffer times
- Configure appropriate session lengths
- Enable automated eligibility checks
- Use recurring appointment templates
2. Resource Management
- Define clear provider schedules
- Set up room allocation rules
- Configure equipment availability
- Enable waitlist management
Remember to regularly review and adjust these settings periodically based on your practice's needs and feedback from staff and clients.