Preventing Double Booking When Scheduling New Patients 

Overview

When scheduling a New Patient (NP) appointment you may notice that the system appears to allow a double-booking. This happens when a slot that is not labeled 'Any20'/'Est20' slot sits directly beneath the NP appointment time.To ensure correct scheduling, you must close out the slot so the appointment duration is complete.

Step-by-Step Instructions

Watch for the Yellow “Duration Conflict” Error:

• If the system detects an overlapping MAWV slot, you will see a yellow warning message on the left side of the appointment details pane.

• This alert indicates that the time slot beneath the NP appointment must be closed.

Open the “Remove Slots” Dropdown

• In the appointment details, locate:Remove slots for 'ProviderName' (e.g.Remove slots for Bonzek_Stephanie_CNP)

• Expand the dropdown to view all available slot segments.

Close the Overlapping MAWV Slot

• Identify the slot directly under the NP appointment.

• Example:

  • NP appointment: 9:40 AM

  • Slot that must be closed: 10:00 AM (MWV2)

Make the Duration Whole

• If needed, select both the NP start time segment and the segment below it to ensure the visit covers the full duration.

• Example:

  • Select 9:40 AM

  • Select 10:00 AM This creates a full 40-minute block.

Save the Appointment

• Once the required slot(s) are closed out, the error will disappear.

• Proceed with scheduling as normal.

Important Notes

• The system cannot automatically close MAWV slots — staff must manually remove them when scheduling NPs.

• Only close the slot directly affected (the one beneath the appointment start time).

• This process prevents double bookings and protects full appointment duration.