Visit Types

Full setup path (create → assign → schedule → book)

Use this order every time you add a new Visit Type. If any step is missing, staff will see an empty Visit Type list on the book form, missing Dashboard filters, or no green Available bands on the calendar.

Visit Types are location-scoped, so repeat the path for each site where the type should be used. Train front desk that “the type exists in Practices” is not enough by itself.

Visit Types vs Clinic Services Types vs Service Types

EHR360 uses three similar names for different jobs. Using the wrong one is the most common setup mistake.

Visit Types are for provider office and consult appointments on General Appointments. Clinic Services Types are for lab, imaging, and similar service appointments on Appointments → Services. Service Types are eligibility service-type codes (code + name) used when running insurance eligibility—they are not used for booking calendars.

Example: “New Consult” and “Follow Up” are Visit Types. “X-Ray” or “Lab Draw” are usually Clinic Services Types. An eligibility code such as “30 – Health Benefit Plan Coverage” is a Service Type.

If someone says “service type” while booking a doctor visit, they usually mean Visit Type. If eligibility fails because of a missing service type code, go to Practices → Service Types—not Visit Types.

Location required

Visit Types belong to a location. Always confirm the header location before creating, editing, or searching types.

The list shows only Visit Types for the selected location. Switching location changes which types you see and edit. A type created at Location A does not automatically exist at Location B.

Staff often create Follow Up at the wrong location, then wonder why it is missing when booking at another site. Confirm the page context matches the site you intend to configure before you click + Add.

How to add a Visit Type

Use + Add on the Visit Types tab to create a new appointment kind for the selected location. Fill required fields carefully—name, duration, and color are what staff see every day on the calendar and book form.

Required fields are Category, Visit Type Name (max 100 characters), Time Slot (5–250 minutes), and Color. Optional fields include Place of Service, Self Pay Rate, Description, and Is Telemedicine Visit. Status can be Active (bookable) or Inactive (kept for history).

After save, the type is in the catalog only. You still need to assign it under Users and schedule it for each provider who should offer it. Prefer clear names such as “New Patient – 30 min,” and avoid dozens of near-duplicate types.

Category

Category groups Visit Types so staff can recognize the kind of visit quickly—for example New Consult, Follow Up, or Surgical Procedure.

Category helps when scanning a long list, but it does not replace provider assignment or Provider Schedule. Align category names with how your front desk talks about visits (“new” vs “follow-up”).

Time Slot (duration)

Time Slot is the default appointment length in minutes for this Visit Type (typically 5–250). Booking grids use this duration when staff pick the type.

A provider can override duration when the type is assigned under Users. Location open hours must be long enough to fit the slot for normal booking. Shorter slots pack more visits; longer slots suit procedures or new consults.

If providers often change duration at booking time, set a sensible default and document any provider override on the assignment screen.

Self Pay Rate (amount)

Optional amount used when the visit is priced as self-pay for this Visit Type. Leave blank if self-pay price is not managed here.

When set, the amount should be ≥ 0 and less than 1,000,000. The Visit Types table often shows a dash when no amount is set. Self Pay on an appointment means the visit payment path—it is not the same as creating an insurance claim in Billing.

Place of Service

Optional Place of Service (POS) code for how this visit kind is typically billed. When available, EHR360 often defaults to code 11 (Office).

Choose the POS that matches how you bill this visit kind. The Visit Types table shows the value, or a dash when not set. POS on the Visit Type is a default—billing staff may still adjust on the claim or encounter when needed. Align POS with your billing team’s coding policy before go-live.

Color and telemedicine

Color controls how the visit looks on the calendar. The telemedicine flag controls how booking treats the appointment type.

Pick high-contrast colors so New, Follow Up, and Procedure are easy to tell apart. When Is Telemedicine Visit is enabled, booking treats the appointment as telemedicine/video. Telemedicine Visit Types may create video join links when the practice video integration is enabled.

Use the same color for the same Visit Type name across locations when possible so staff do not relearn the calendar at every site.

Active vs Inactive status

Use Inactive when a Visit Type should stop being offered for new booking but must remain for history.

Active types can be assigned and booked when also scheduled. Inactive types stay available for history and reporting context. Prefer Inactive over Delete if the type may return next season or for a special clinic day. Review provider assignments before inactivating a heavily used type.

How to assign Visit Types to a provider

Assignment tells EHR360 which Visit Types a specific provider may book. Without this step, the type exists for the location but that provider cannot offer it.

You can also set an optional per-type duration override if that provider’s slots differ from the Visit Type default. If the Visit Type list is empty on the book form, check assignment first. When a new doctor joins, assign Visit Types and build their schedule in the same sitting.

How to schedule a Visit Type for a provider

Provider Schedule sets when the provider is available for each assigned Visit Type. Those windows become green Available bands on General Appointments.

Location hours (Practices → Scheduling) define when the site is open. Provider Schedule defines when that provider can take a specific Visit Type inside those hours. Use Provider Unavailability for time off; you can also Mark Unavailable on the Appointments calendar.

Clinic Services Types use a separate Schedule on each service—do not confuse them with Visit Type windows. After saving, confirm green Available bands on Appointments → General, and optionally run Next Available as a smoke test.

Permissions

Two different permission areas control Visit Types: managing the catalog, and assigning types to providers.

The Visit Types tab (create/edit/delete) uses visit type management permissions. Assign Visit Types on a provider uses separate visit-type-to-provider permissions. Provider Schedule actions use provider scheduling permissions. Super Admins can usually do all of the above.

If a user can open Visit Types but cannot Assign on a provider, grant the assignment operations on the role under Roles Access.

Set Schedule action on a Visit Type row

Some Visit Type rows offer Set Schedule, which jumps toward location Scheduling with that time slot in mind.

This shortcut helps you think about location hours that fit the Visit Type duration. It does not replace creating a full location weekly schedule, and it does not create the provider’s personal Visit Type schedule—that still lives under Users → Provider Schedule.

Rooms, booking, and day-of use

Visit Types connect setup to daily work: booking on Appointments, rooms, and Dashboard filters.

General Appointments booking uses Visit Types for provider visits. Dashboard → General Appointment can filter by Visit Type. Rooms can link to Visit Types under Room Management for rooming workflows. Lab and imaging style visits use Clinic Services Types instead.

After booking, day-of check-in and status buttons live on Dashboard—not on the Visit Types tab. When training new staff, show the full path: Visit Types → Users assign → Provider Schedule → Appointments book → Dashboard check-in.

Edit and delete

Edit updates the Visit Type for that location. Delete removes it after confirmation—use with care.

You can edit name, duration, color, telemedicine, POS, self-pay amount, and status. Changes apply to future booking behavior for that location’s type. Prefer Inactive when you only want to stop new booking.

If deleting, review provider assignments and future appointments first, then confirm delete. Tell front desk if duration or name changed so they are not surprised on the book form.

Common issues

Most Visit Type problems are missing setup steps—not a broken calendar. Walk the setup path whenever a new location or provider goes live.

If the Visit Type is missing on the book form, assign it on the provider. If there are no green Available bands, the Provider Schedule is missing or outside location hours. If the type is missing entirely, the wrong location may be selected, or the type was never created at that site.

Next Available failures usually mean no location Scheduling for the date, or no provider windows. If staff are on Appointments → Services, they are in Clinic Services Types—not Visit Types. Eligibility problems belong on Service Types, not this page.