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Edit an Appointment

Click on an appointment to open the Appointment details pop-up.Click on the edit (pencil) icon on the top right to edit appointment details entered (such as data, time, provider, facility, patient details).You can also review patient demographics by clicking on the patient’s name, see change logs of the appointment.Appt Status Web

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Change Appointment Status

Click on the three vertical dots on the top right of the page. From here you can:
  • Add a Follow-up Appointment → This will open up a new appointment pop-up to fill
  • Check-in the patient
  • Cancel the appointment → You will be prompted to add a cancellation reason which will be available to view on the Patient’s Profile under the Appointments Tab.
  • Mark the appointment as a No Show
  • Delete the appointment
  • See Schedule → You can see all upcoming appointments for the patient 11 Editappt Gi
Update Status WebNote: The Encounter Details tab (under Daily Operations) in the left navigation bar shows all encounters and their statuses (Open, Closed, In Progress, Blocked, Archived). From here you can bulk update statuses or edit encounter details.

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Send Reminders & Intake Forms

If an appointment is scheduled more than 24 hours in advance, patient intake forms are sent automatically 24 hours before the appointment. If it’s scheduled within 24 hours, you’ll need to manually send the forms.From the appointment details, click Send next to Reminders/Forms.
  • Select individual forms or workflows (groups of forms).
  • Send via text, email, or both (auto-populated based on what is set within Patient Demographics)
  • However, you are able to change the email or phone number directly in this window.
Note: You can send Functional Outcome Measurement Forms as well through this flow14 Sendforms GiNote: You can select multiple forms but only one workflow. Workflows automate which forms/reminders are sent, to whom, and when.**Patient Portal: **Patients can review the forms and reminders from the Patient Portal. Through this they can complete actions directly from replying to messages, paying charges, confirming/canceling appointments, accessing home exercise programs and filling out forms.Patient Portal Web

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Track Prior Authorizations

You can check the status of Prior Authorizations, number of visits left and link an existing authorization or add a new authorization if required.Click on +New Prior Auth to add a Pre-Certification or Referral along with the Authorization number, # visits, effective to and from date.You can also edit an existing authorization or delete it. If you delete an authorization you will still be able to restore it.15 Priorauth GiTracking Prior Auth Status:
  • To review all prior authorizations open the Encounter Details tab (under Daily Operations) in the left navigation bar. You can filter all encounters by Has Prior Auth as True or False to find all encounters in a given data range that are missing prior authorization or where the visit count is nearing zero.
  • Further, you can click the checkmark list icon on the top right of the page to view all prior authorizations (referrals and pre-certifications). Results can be filtered, downloaded, edited, or deleted. Prior Auth Track Jpe
  • From here you can filter based on the expiration date to see if prior auths need to be updated based on the remaining visit count. Auth Expiry Jpe

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Track Visit Alerts

Air will automatically alert you when prior authorizations or visit counts are nearing expiration/limits.
  • Orange alert = nearing expiration
  • Red alert = expired or no visits left
Updating visit limits: You can manually update the visit counts for the given options and create custom visit counts if needed.
  • Click on the edit icon next to a visit count to update it
  • For a custom visit count: Edit the Annual visit limit > Add a service type and # visits
  • Click on custom start date to start the visit count from a date that is not the date of appointment Visit Count1 Jpe
Expanding this section provides a detailed view, including:
  • Annual Appointment limits
  • Prior authorization visits
  • Plan of Care visits
  • Medicare thresholds
  • Progress note upcoming (e.g., every 10 visits, every 45 days)
  • Future appointments scheduled 16 Visitalerts Gi
You can customize these limits to be hard alerts or soft alerts from Preferences.Chart Note Limits Web
FAQ: The visit counter is not accurate for a patient:
  • Check if the same prior authorization is attached to all past visits
  • Ensure all previous chart notes are completed, else they may not be accounted within the visits counter

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Conduct Eligibility Checks

Air runs eligibility checks one week and one day before each appointment. Results are updated to Active or Inconclusive. You can re-run checks anytime from the appointment details.

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Review Patient Balances

View and charge outstanding balances from the appointment details. Clicking Charge routes you to the Daily Operations > Appointments page to finalize payment.You can choose the mode of communication, payment method, payment amount and also send a welcome message.Charge Appt Web

There are 2 ways to download the appointment schedule for a patient:From the calendar
  • Go to the Calendar > Open an appointment > click on the caret icon in the tooltip to open the appointment details
  • Click on the 3 dots on the top right > Select “See Schedule” Appt Schedule1 Jpe
  • Click print to download the schedule. It will include the list of upcoming appointments for the patient, facility address and phone number Appt Schedule2 Jpe
From the patient profile
  • Go to the patient’s profile > Appointments
  • Click on the print icon on the top right
  • This will print the list of appointments (upcoming and completed) for the patient, status of appointment, provider, date and facility address. Appt Schedule3 Jpe