The TrackStat Scheduling Calendar helps your clinic team view daily and weekly schedules, manage appointments, and communicate with patients via SMS or email. Settings configured in the web-based TrackStat application sync to the TrackStat mobile app for clinics, enabling staff to view schedules and send messages on the go.
Key Benefit: Use the Scheduling Calendar in the TrackStat web app to view your full daily or weekly schedule at a glance. Providers and team members can quickly check availability, appointments, and event blocks for any selected date or week.
How to Access the Scheduling Calendar
Log in to the TrackStat web application.
Click the Scheduling Calendar (calendar icon) in the upper left part of the screen.
Update Scheduling Calendar Settings
Click the gear icon (upper left) to open Settings.
Calendar Tab
Working Hours: Update Start Time and End Time. Ensure the correct AM/PM selection.
Show/Hide Appointments: Check the box to display appointments by status (Cancelled, Checked In, Completed, Future, Missed, Rescheduled). Note: This setting does not affect the TrackStat mobile app. Cancelled and rescheduled appointments cannot be hidden in the mobile app.
Hour Segment Duration: Set the interval (most clinics use 15 minutes).
Use 5 minutes if you see patients at times like 9:05 AM and 9:25 AM.
Use 10 minutes if you see patients at times like 9:10 AM and 9:20 AM. This setting is critical for viewing all scheduled appointments correctly in the TrackStat mobile app.
Click Save Changes.
Purpose Tab - Add Appointment Types
Click the blue Purposes button (upper right).
Select an appointment type from the dropdown (data pulled from your EHR).
Add a Description for the appointment type.
Select a color (use preset options, custom color picker, or the dropper tool to match your EHR schedule exactly).
Set the Duration in minutes. This must exactly match the default duration (appointment length in minutes) in your EHR for that appointment type, or appointments cannot be created.
Repeat for all desired appointment types.
Click Save Changes.
Providers Tab - Add Providers
Go to the Providers tab.
Click the blue Providers button (upper right).
Select a Provider from the dropdown (data pulled from your EHR).
Add a Description (e.g., name or nickname).
Set availability: Check boxes for each day of the week and customize hours, breaks, etc. Note: These hours are for visual guidance on the Scheduling Calendar only and do not affect online scheduling availability.
Repeat for each provider.
Click Save Changes.
Sync Tip: After updating settings in the web Scheduling Calendar, close and reopen the TrackStat mobile app for clinics to see changes.
Navigate and Customize the Scheduling Calendar View
Select specific dates to view scheduled appointments and event blocks.
Use the View dropdown to switch between Day or Week layouts.
Check the boxes next to Providers to show or hide their schedules. The number you can display depends on your selected view:
Day view: Select as many providers as you'd like. Each appears in their own column, side by side.
Week view: Select one provider at a time. The columns show the days of the week, so only one provider's schedule can be displayed. Choosing a different provider replaces the current one.
Note: If you switch from Day view to Week view with several providers selected, the calendar keeps only one of them. This is expected reselect the provider you want to review.
Check boxes next to specific Visit Purposes to simplify the view. (We recommend keeping all purposes selected by default.)
Use the Zoom icons (magnifying glass) in the upper left to adjust the schedule layout.
Schedule or Manage Appointments
Add a New Appointment
Click Add Appointment.
Search for an existing patient by name or click New Patient to enter details (name, phone, email, etc.). Note: Rooms cannot be assigned when scheduling through the TrackStat Scheduling Calendar.
Select Provider (required)
Selection Appointment Purpose (required)
Add Appointment Notes (optional).
Reschedule an Appointment
Click the existing appointment.
Drag it to a new time slot, or open it and click the Reschedule Appt button.
Select a future date/time.
Troubleshooting: Can't See All Patients on the Mobile App Schedule
Hours, appointment purposes, and providers shown in the TrackStat mobile app for clinics are based on your Scheduling Calendar settings in the TrackStat web app.
Fix:
Click the gear icon in the Scheduling Calendar.
Update working hours, add/edit appointment purposes, and add providers as needed.
Edit the Hour Segment Duration as needed.
Save changes.
Close and reopen the TrackStat mobile app.
Important Limitations
Combo Appointments We do not recommend using “combo” appointment types (selecting multiple purposes for one appointment in ChiroTouch Classic (server)). These appear with a comma “,” in the name and:
Cannot be scheduled or rescheduled in TrackStat.
Are not considered for online scheduling availability calculations.
must be scheduled and/or rescheduled within your EHR
Recommendation: Create dedicated single appointment types in your EHR for common combinations instead of selecting multiple purposes.
Live EHR Connection Required TrackStat must maintain a live connection to your EHR (e.g., ChiroTouch Classic (server)) to add or reschedule appointments. Connection issues often occur if:
The server computer is turned off or loses power/internet.
There are changes to the server or SQL database.
Ensure your server based EHR server stays online for full functionality.
Can I see all providers in one weekly view?
No. Week view displays one provider at a time. To review appointments for all of your providers across a full week, use the Appointment Report instead:
Click the Appointment Report in the left sidebar.
Set the date filter to This Week, or choose a custom date range.
The report lists patient names along with their appointment details for all providers in one place.
To see multiple providers side by side on the calendar itself, switch the View dropdown to Day.
Tip: Adding or removing providers in the Providers tab under Settings controls which providers are available to select on the calendar. It does not change how many can be displayed at once in Week view.