Calendar & Scheduling

Set up your calendar, availability, locations, and holidays before patients begin booking. You can allow patient self-scheduling or manage every appointment yourself.

Connect Google Calendar

To connect your calendar:

Set your calendar rules

In Office Policies , review these settings:

Add a service location

To add a physical location:

The saved address is available when you or a patient books an onsite appointment. PrecisionMind's built-in telehealth room does not need additional setup.

Set weekly availability

The Availability tab controls the times patients can book.

To add a break, create more than one time block on the same day. For example, use one block from 9:00 AM to 12:00 PM and another from 1:00 PM to 5:00 PM.

Set availability for one date

Use date-specific hours when one day differs from your weekly schedule.

These hours apply only to the selected date and replace your regular availability for that day.

Block holidays

To automatically block holidays each year:

Session types save an appointment name, duration, visit mode, and clinician availability for reuse. Set up billing, forms, assessments, and follow-up rules separately in Flows .

In this guide, we'll cover:

Before you start

Important: You need permission to manage appointments before you can create a session type. If Calendar Setup does not appear under Management , ask a practice administrator to check your role.

Creating a session type

To create a session type:

Using a session type when scheduling

To use a session type:

PrecisionMind applies the session type's duration and default visit mode. You can change these details before saving.

Note: Only active session types that are available to the selected clinician appear.

Session types do not add billing codes, fees, forms, or assessments. Set up those rules in Flows .

Editing, deactivating, or deleting a session type

To edit a session type:

To deactivate a session type:

The session type stays in PrecisionMind but is no longer offered for new appointments.

To delete a session type:

Important: Changes apply to future appointments. Existing appointments keep the name and booking details saved when they were scheduled. Deleting a session type removes it from future scheduling. Deleting a session type does not delete Flows that refer to it. Review those Flows and update them if needed.

Use an appointment to record attendance for an individual visit. You can also prepare a billing service and connect the correct note or service. A Current Procedural Terminology (CPT) code identifies the planned billing service.

In this guide, we'll cover:

Adding a planned CPT code

Planned CPT codes are available for individual appointments with an insured patient. The patient's payer and member information must be complete.

To add a planned CPT code:

Note: If eligibility has not been checked recently, PrecisionMind shows a reminder and a link to review it.

Important: A planned CPT code is not a submitted claim. It tells PrecisionMind which unbilled service to prepare after the appointment is completed.

Marking attendance

To mark attendance:

Understanding what happens after completion

When an individual insured appointment has a planned CPT code and is marked completed, PrecisionMind creates and connects the matching unbilled service.

If billing information stops the service from being created, select Open patient billing in the appointment alert. Correct the missing billing information. Then select Retry service .

Connecting a note or service

To connect a record:

Note:

Correcting attendance

To correct the attendance status:

Important:

Use the calendar to book appointments, review their status, and join telehealth sessions.

Book an appointment

To schedule from the calendar:

PrecisionMind creates a secure video room for telehealth appointments.

Read appointment colors

Switch between Week , Day , or Month . In a group practice, use the clinician controls to view different schedules. Your active time zone appears at the bottom of the calendar.

Tip: The Practice Dashboard also shows today's appointments.

Open appointment details

Select an appointment to open its details. From there, you can copy the meeting link and send it to the patient through secure messaging.

You and the patient use the same secure link. Patients can open it in a web browser without installing additional video software.

If you sync with Google Calendar, you can also open the meeting link from your phone's calendar.

Join a telehealth appointment

From the Practice Dashboard

From the calendar

During the appointment

The session opens with a secure sidebar where you can review the patient's chart, pronouns, and previous notes while the video remains visible.

Patients can join from a computer or mobile device with a standard browser. For the best results, use Google Chrome and a stable internet connection.

Tip: For a patient's first appointment, you can send the link shortly before the session so it is easy to find.

Patients can request appointments through the PrecisionMind app or PrecisionMind Patient Portal when self-scheduling is turned on in your Availability settings.

How appointment requests work

How Google Calendar affects availability

PrecisionMind checks your connected Google Calendar when showing available times. A Google Calendar event marked Busy hides that time from patient self-scheduling, even when your PrecisionMind availability is on.

Tip: You do not need to block the same time in both calendars.