The settings in the Scheduling Calendar on the web based TrackStat application are used in the TrackStat mobile app for clinics where teams can view their schedule and send messages (texts or emails) to patients.
1. Update Settings - Calendar tab
Update Working hours (Start Time and End Time)
Show/Hide Appointments setting - check box to show appointments with statuses such as Cancelled, Checked in, Completed, Future, Missed and Rescheduled.
Set the Hour Segment Duration (most common setting is 15 minutes, however if you see patients at 9:05AM and 9:25AM then select 5 minute setting or if you see patients at 9:10AM and 9:20AM then select the 10 minute setting.) This setting is necessary for viewing all of your scheduled appointments on the TrackStat mobile app.
2. Add Providers - Providers tab
Go to the scheduler settings (gear icon)
Add each provider who will be taking appointments.
Set their availability (days, hours, breaks, etc.).
2. Add Appointment Types - Purposes tab
Define your services (e.g., “New Patient Visit,” “Adjustment,” “Massage”).
Add appointment description
Customize duration or length of appointment (must match the default setting in your EHR), colors, and availability.
3. Customize Your View
Use the Day View or Week View tabs for different layouts.
Filter by provider or appointment type to simplify your view.
Adjust zoom level or shrink the schedule layout to fit more hours on screen.
4. Schedule an Appointment
Add or Search for a Patient
Click “Add Appointment”.
Use the search bar to find an existing patient.
Or click “New Patient” to enter details (name, phone, email, etc.).
5. Reschedule an Appointment
Click on the existing appointment.
Drag to a new time slot, or open it and choose “Reschedule.”
Make sure to select a future date.
6. Download the mobile app on your phone's app store
View your schedule
Scheduler, reschedule, cancel patient appointments from your phone
Look up patient information
View your inbox
Keep in mind that we do not recommend using "combo" appointment types (selecting more than one appointment purpose for one appointment in ChiroTouch). These appointments can be easily identified on the schedule as they include a comma "," in the name indicating multiple appointment purposes selected at the same time. These types of appointments cannot be scheduled or rescheduled within TrackStat and are not taken into account for online scheduling availability. Combination appointment types must be scheduled and rescheduled within ChiroTouch.
You may want to consider creating a new single appointment type for each combination in ChiroTouch. Create one new appointment type in your EHR for each commonly used combination (instead of selecting multiple purposes on the same appointment).
Also keep in mind that TrackStat must maintain a live connection to your EHR (ChiroTouch) at all times. TrackStat must be able to communicate with your EHR in order to make changes to the schedule (add or reschedule appointments). If TrackStat loses it's connection to your EHR then appointments cannot be scheduled or changed. Losing connection is often due to the server computer being turned off, losing power or no internet connection. Connection to the server computer can also be due to changes to the server itself or changes to the SQL database.