For use with NexHealth Scheduling
This article explains how to create appointment types for online booking and set up procedure code insertion rules and mapping rules.
Create appointment types
Set up your appointment types to be available to new patients only, existing patients only, or all patients.
1. Navigate to Online booking, then Appointment types.
Click Online booking in the left sidebar under Scheduling, then click Appointment types in the top-right.
2. Click + Add appointment type.
Click + Add appointment type to configure your appointment types for new and existing patients.
3. Edit the appointment type details.
Edit the appointment type details, including:
Name — this is what patients will see
Duration
Available to book online? toggle
Patient type — limits which patients can choose this appointment type when booking
Allow patient to cancel? toggle — gives patients the option to cancel from their reminder message
Insertion rules allow you to add specific procedure codes or appointment/visit types that will be written to your health record system when the appointment is booked. This is optional.
4. Click + Add rule to choose a Code type and/or procedure codes.
Insertion rules write the procedure codes you specify into your health record system when a patient books online or accepts a waitlist opening. This ensures appointments booked through NexHealth match the format your office uses.
Insertion rules are write-only. They write codes when an appointment is booked — they do not read the procedure codes already attached to appointments in your health record system.
Procedure codes are location-specific. Insertion rules apply only to the location they are configured for. If your practice has multiple locations, updating procedure codes for one location does not affect any other location.
5. Click Save.
Click Save to add the appointment type.
6. Click Preview online booking.
Click Preview online booking to see how the appointment types appear for new vs. returning patients.
7. Repeat for each appointment type.
Repeat for each appointment you'd like available for online booking.
Create mapping rules
Create mapping rules so NexHealth can match appointments in your health record system to NexHealth appointment types. This lets you send different communications to patients based on their appointment type.
Mapping rules are only needed if you are differentiating communications — Recalls, Reviews, Campaigns, Templates, or Forms — by appointment type.
1. Go to Gear → Settings → Appointment types → Mapping rules.
Navigate to Settings → Appointment types. Find Mapping rules at the top. Here you'll add the procedure codes, visit type, or provider NexHealth will look for to tag appointments as a specific type.
2. Click + New rule.
If you already have rules set up, this button appears at the bottom of the list.
3. Select a condition from the If dropdown.
Depending on your practice management system, you can set up rules by Visit Type, Service Type, Procedure code(s), operatory, or provider. Pick the identifier that lets NexHealth recognize a specific appointment type — for example, adult prophylaxis appointments always carry procedure code D1110.
4. Select an option from the any of dropdown.
The options available depend on your If selection — they may be procedure codes, service types, providers, etc.
5. Click + Add condition if you need multiple conditions.
Click + Add condition to add another condition to the same rule.
6. Select a result from then appointment type is.
Choose an appointment type from the then appointment type is dropdown. NexHealth will automatically tag all appointments in your health record system that match the condition(s) as this appointment type.
7. Click Save changes.
Click Save changes at the top of the page to activate your mapping rules.
Mapping rules are hierarchical. NexHealth evaluates rules in the order they are listed — the first match wins. Place more specific rules above more general ones.
Example: if you have a rule for "Prophy" (D1110) and a rule for "Pre-medication Prophy" (D1110 + pre-medication code), the pre-medication rule must be listed first, or it will be overridden by the prophy rule.
Next steps