Managing and Updating Patient Appointments in HubSpot
This tutorial walks nurses through the process of managing patient appointments in HubSpot. It explains how to locate appointments within a patient’s deal record, update the date and time, and change the status to “Scheduled” so that a Formstack submission link is generated. After completing treatment and filling out the form, nurses update the status to “Complete,” which automatically records the visit. The guide also covers adjusting the visit type if needed and emphasizes repeating the process for each upcoming appointment to keep records accurate and billing timely.
Frequently Asked Questions Answered in this Video
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How do I locate a patient’s appointment?
Answered at: 0:18 – 0:32
You can locate appointments by going to the patient’s deal record in HubSpot. The appointment section will display the date, status, and visit count.
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What does the visit count mean?
Answered at: 0:32 – 0:52
The visit count shows how many times you’ve visited the patient (e.g., 5 indicates the fifth visit).
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How do I schedule an appointment?
Answered at: 1:13 – 1:55
Update the appointment’s start date and time to the correct values, save it, and then change the status to “Scheduled.” This triggers the creation of the Formstack submission link.
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How do I complete an appointment?
Answered at: 3:16 – 3:32
After filling out and submitting the treatment notes in Formstack, the appointment status will automatically update to “Complete.”
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What if the visit type is incorrect?
Answered at: 3:47 – 4:24
You can update the visit type to the correct one (e.g., EA only) and adjust the end time accordingly.
Resource Asset
Managing Appointments
Video Transcript
0:01 – Trainer
Hi nurses, I’m recording this quick tutorial to show you how to manage your future appointments. This is the process note I’ve created.
0:18 – Trainer
The first step is to locate the appointment. Go to the deal that corresponds to the patient. For example, this one: Crescenta’s first round.
0:32 – Trainer
Here are the appointments. You’ll see the date, the status, and the visit count. The visit count represents the number of times you’ve visited the patient.
0:52 – Trainer
For example, this shows my fifth time visiting the patient. Let’s walk through it.
1:13 – Trainer
Next, update the appointment date and time. The appointment start is a pre-filled placeholder, so you need to update it to the actual time.
1:27 – Trainer
For example, if I’m visiting the patient on Monday, I’ll update the date and time, then click Save.
1:55 – Trainer
Once that’s done, update the status to Scheduled. This triggers the creation of the Formstack form. Refresh the page, and the Formstack submission URL will appear for that appointment.
2:13 – Trainer
Here it is. This Formstack submission is used only for this appointment. Please also take note of the fields marked 5 and 6.
3:16 – Trainer
Once you’ve filled in the treatment notes and treated the patient, click Submit Form. This automatically updates the appointment status to Complete.
3:32 – Trainer
Refreshing the page shows the status as complete, and the Formstack submission is logged. There’s no need to resubmit once it’s marked complete.
3:47 – Trainer
If the visit type is incorrect, update it to the correct one (e.g., “EA only”) and adjust the end time as needed.
4:24 – Trainer
That’s it. Just repeat this process for the next appointments. Let us know if you have any questions.
4:36 – Trainer
Thank you.