Table of contents

• Copy codes from a client's previous appointment
• Clone an appointment with its ICD-10 codes
• Apply codes to all appointments in a recurring series of appointments
• Add codes to multiple appointments at once

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At AppointmentGuru we do our best to make your life easy. One of the more tedious components of creating invoices for medical aids is adding ICD-10 codes to appointments. To make your life easier, on top of manually adding codes, we also provide a few tools to help you quickly add codes to other appointments.

1. Copy codes from a client's previous appointment

This technique allows you to copy codes from a client appointment, eliminating the need for manual code addition to each appointment. It's most commonly used when you have a client who has visited you previously and you need to add the same or similar codes to the ones you used on their last appointment.

Copy codes from a client's previous appointment - Watch video

Steps to follow:

1. On the appointment > Manage codes > three dots in the top left.
2. Choose Copy codes from previous appointment. This will load a list of previous and upcoming appointments for this client (only appointments which have codes will be displayed).
3. Expand an appointment to view the codes, and click on the codes to select them to be added to this appointment. When you're ready, click Save.
4. Tip: You might want to consider ticking the box Clear any existing codes to avoid accidentally duplicating codes on the appointment.

☑️ The codes that you selected will now be added to the current appointment.

2. Clone an appointment with its ICD-10 codes

If you see a client for a single appointment, and then book a subsequent series of appointments, and assuming you are planning on using the same treatment for the same diagnosis, you can add the relevant ICD-10 and procedure codes to the initial appointment and then clone the appointment, copying the codes into the new appointments.

Steps to follow:

1. On the appointment > Manage codes > three dots in the top left.
2. Add codes adds the relevant codes (see adding ICD-10 codes to your appointments) for more information.
3. Close the Manage codes dialog and click on the appointment > Clone > Clone by date.
4. Ensure Copy codes is ticked.
5. On the calendar, click on the days you would like to clone this appointment to and click Create x appointments.

☑️ You have successfully cloned your original appointment - the cloned appointments will have the same ICD-10 codes as your original appointment.

• Learn more about cloning an appointment

3. Apply codes to all appointments in a recurring series of appointments

You have a regular client with a series of recurring appointments and the same codes need to be added to all or some of the appointments in the series so that they can be invoiced. In this case, you don't want to manually add codes to all their appointments, neither do you want to delete all the appointments and clone them using the technique above. You can apply codes from one appointment to all the appointments in a range. You can also use this approach to update/change existing codes on a series of appointments.

Adding ICD-10 codes to all appointments in a series - Watch video

Steps to follow:

1. Choose an appointment in the series. If you only want to update appointments after a certain date (for example if you have a price change), make sure to select the first appointment on or after that date.
2. Click on the appointment > Manage codes.
3. Make sure the codes on this appointment are correct.
4. Click on the three dots (top left of the Manage codes dialog) > Apply to all appointments in series and choose the relevant options.
5. If you only want to update appointments after the current appointment, make sure to select Only apply to appointments after this one.
6. Click Apply codes.

☑️ The codes on the current appointment will be applied to the relevant appointments in the recurring series.

4. Add codes to multiple appointments at once

Add codes to a number of appointments at once rather than adding them one at a time. This can be done wherever you see a list of appointments (for example, the appointments page, or the client details page), click on the relevant appointments (tip: on the calendar, you can also ctrl-click to select multiple appointments).

Steps to follow:

1. When multiple appointments are selected, you should see a blue toolbar at the top of the page with various actions which can be performed on a group of appointments.
2. Click on Codes to open the dialog and ddd the relevant codes.
3. Click Save codes to apply the codes to the selected appointments. Note: depending on the view, you may need to refresh the list to view the updated appointments.

☑️ The codes will be added to all selected appointments.