Edit or Delete Appointment Recurrences (WebABA Enterprise)

The system supports the ability to create and update appointments in bulk as part of what is called a recurrence. Often times a client or staff will have a set schedule that repeats on a daily/weekly/monthly basis, and this feature can help cut down the time needed to manage these appointments.   

For instructions on how to recur an appointment see Schedule Appointment Recurrences or for recurrence in GO (mobile) see Recur an Appointment in GO.

Jump to Section: [Edit Existing Recurrences] [Orphaned Recurrence Appointments] [Delete a Whole Recurrence]

IMPORTANT: The following article assumes you have access to create/edit recurrences - if you do not see or are unable to click particular buttons, your user account may not have the appropriate permissions.

Edit Existing Recurrences

Often times appointments will need their details updated from when they were originally scheduled.
Recurrences can help update appointments in bulk if they are linked.

You can lengthen or shorten the Start/End dates of the Appointment Recurrence if you need to add extra appointments, want to end the recurrence sooner, or have it begin later. 

When you open an appointment that is part of a recurrence to make a change, there are various options in the Recurrence section for how those changes can be applied.

• Only This Appointment - no other appointments in the recurrence will be changed.
  

  NOTE: This will un-link or "orphan" the appointment from the recurrence. See Orphaned Recurrence Appointments below.

• All Following Appointments - all following appointments in the recurrence will also receive the same changes.
• All Appointments in Series - all appointments that are part of the recurrence will also receive the same changes.

The Steps

1. Select the Client or Staff and then click Selected Schedule to open their schedule.
   
   
   
2. Select the Appointment and click Edit in the Appointment section.
3. Click the Recurrence button inside the appointment window to make changes to the recurrence.
4. Adjust the Recurrence options to lengthen/shorten the recurrence or change the Pattern or Start/End times. 
   Click OK.
   
   
   
5. Click OK on the Appointment window.
    
   
   

6. Click Save or Save & Close in the top-left corner of the Schedule when finished.
   

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Orphaned Recurrence Appointments

When an appointment that belongs to a recurrence is changed, this breaks the link to the recurrence and the appointment is no longer part of that series.
This means if you update a recurrence, these orphaned appointments will remain unchanged.
This includes changes such as the date, start/end time, the Staff, the Client, the contract service, CPT code, modifiers, service rates, pay codes, the appointment status, rendering the appointment, and schedule locks that overlap on recurring appointments etc.

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Delete a Whole Recurrence

1. First, choose Apply changes to... Recurrence choice when editing the appointment.
2. Then click the Recurrence button.
   
   
   
3. Then click Delete in the bottom left corner. 
   

   NOTE: The Delete button is only enabled when the "All appointment is series" option is selected.
   It will delete the existing appointment and all other appointments in the series.

   
   
   

4. Click OK on the popup confirmation. 
   
   
   

5. Click OK on the bottom of the Recurrence window. 
   
   
   

6. Click OK on the Appointment window. 
   
   
   

7. Click Save or Save & Close in the top-left corner of the Schedule when finished.
   
   
   

   IMPORTANT: Orphaned appointments will not be deleted with this action. If you do not want to delete all appointments but rather delete appointments at the beginning/end of the series, use the previous tips to shorten the start/end date of the recurrence.

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