Schedule an appointment in the patient portal

Patients book their own visits in the Planetrehab patient portal instead of calling the front desk for every opening. The appointment lands on the clinic schedule as soon as the patient confirms it.

Before the patient starts

The patient needs a portal sign-in and at least one clinic location that offers online scheduling. Confirm the email on the chart is current, because that is where the visit confirmation is sent. If the patient is new, finish intake far enough that a therapist and a visit type can be chosen.

Front-desk staff should know which therapists are open for online booking and which visits, such as an evaluation, still need a phone call. Hiding those times in the portal avoids a booking the clinic cannot keep.

Book the visit

1. Sign in to the patient portal.
2. Open scheduling and choose the clinic location.
3. Pick the therapist, the visit type, and an open time.
4. Confirm the visit. The appointment appears on the clinic schedule.

Ask the patient to read the date, time, and location on the confirmation before closing the page. A wrong location is the most common mistake when a clinic has more than one site.

If the right time is missing

The portal only lists openings the clinic has published. If the time the patient needs is not listed, they can send a portal message and the front desk can offer another slot. Staff can also book the visit directly on the clinic schedule and the patient will see it the next time they sign in.

• Check that the therapist is marked available that day.
• Check that the visit type is allowed for online scheduling.
• Offer the next published opening if the requested hour is already full.

After the appointment is on the schedule

The visit shows on the clinic schedule and in the patient’s upcoming appointments. Reminders, if the clinic uses them, go out by email or text before the day of the visit. The patient can still cancel or ask to move the visit from the portal, or by calling the clinic if the change is same-day.

If a therapist calls out, move or cancel the visit on the clinic schedule. The patient should see the change in the portal and, when reminders are on, receive an updated message.