Appointment types

Appointment types define the kinds of appointments that can be scheduled within your organization — for example an intake, a treatment consult or a phone contact. For each type you decide how the appointment is billed, how long it lasts by default, which professional groups may carry it out, which forms belong to it and which reminders are sent. This screen is intended for organization administrators who manage the appointment structure.

Overview

Route	/organization/appointment-types, /organization/appointment-types/:appointmentTypeId
Audience	Behandelaar / organization administrator
Required permissions	appointment_types.read (view), appointment_types.create, appointment_types.update, appointment_types.delete, forms.link_appointment_type (linking forms)

Management is split across two screens:

Screen	Route	Used for
Appointment type list	/organization/appointment-types	Overview of all appointment types, creating and sorting.
Appointment type detail	/organization/appointment-types/:appointmentTypeId	View and edit all details of one type, link forms, configure reminders and delete.

How it works

An appointment type is more than a name: the choices you make here determine which fields apply, how appointments of this type are billed and whether the type can still be chosen when scheduling. Read this section before creating or changing a type, so you understand what a setting causes elsewhere in Scrivio.

Understanding billing categories

Every appointment type has one billing category. It determines which extra fields apply and how appointments of this type are processed for billing.

Category	Meaning	Extra field
Insured care	Billed to a health insurer.	Requires a consult type.
Private care	Charged directly to the client.	Requires a private price.
Non-billable appointment	Not billed, for example an internal meeting or a no-show.	None.

How the consult type maps to the NZa declaration

For the Insured care category you choose a consult type: Treatment, Diagnostics or Stay. That consult type is one of the axes Scrivio uses to determine the correct NZa service (prestatiecode) when billing. Scrivio combines four pieces of data for this:

• the consult type of the appointment type;
• the setting from the client's care trajectory;
• the profession code of the practitioner carrying out the appointment;
• the duration of the appointment.

That combination yields the service code, and the tariff hangs off that code. Stay follows its own route: instead of a consultation service, Scrivio then looks up a residential service based on the care intensity. A wrong consult type therefore leads to a wrong or missing service on the declaration.

What "report required" means

Report required records that appointments of this type are meant to be concluded with a report; the setting is on by default.

A missing report is monitored at the appointment level through signals. As soon as an appointment reaches the completed status without a report linked to it, the signal "Appointment without report" appears. That signal belongs to the billing context and blocks declaring the appointment until the report is recorded; the treatment context additionally shows the softer signal "Completed appointment without report".

How active/inactive drives selectability

The Active flag determines whether an appointment type can be chosen when scheduling appointments. The picker when scheduling only shows active types; an inactive type disappears from it but keeps existing, so already-scheduled appointments and their data stay unchanged.

Setting a type to inactive is therefore the way to retire it without deleting it: historical appointments keep their type, while the type can no longer be chosen for new appointments.

The reminder interval and your cancellation window

A reminder's hours before is a decision, not a default. You make it against your practice's own cancellation window (opzegtermijn): the period within which a client can still cancel free of charge.

A reminder that falls inside that window is late by definition. By the time the client is reminded, cancelling free of charge is no longer possible: with a 48-hour cancellation window and a 24-hour reminder, everyone you remind is automatically too late. So set the interval wider than your cancellation window, leaving the client room to cancel after the reminder and you room to refill the slot.

Your cancellation window	Choose for "Hours before"	What that buys
24 hours	48 (2 days)	The client keeps a full day to cancel free of charge.
48 hours	72 (3 days)	The same: a full day of room inside the window.

The dialog proposes 24 hours. That is a starting point, not advice: with a cancellation window of 24 hours or more it is too tight. If you run no cancellation window at all, pick whatever you need to refill a freed-up slot.

Because the rule is set per appointment type, the interval may differ per type. An intake that is hard to refill can sit wider than a routine follow-up consult.

Note: Record your cancellation window in Scrivio as well, under Set the cancellation window. It decides the boundary between Cancelled in time and Cancelled late on cancellation. The reminder e-mail itself names no window, so state it in your treatment agreement too.

Create appointment type

1. Click New appointment type at the top right.
2. Fill in the fields in the dialog.
3. Click Create appointment type.

Field	Required	Description
Name	Yes	Name of the appointment type (maximum 100 characters).
Description	No	Short explanation of the type.
Billing category	Yes	See Set billing category. Defaults to Insured care.
Consult type	Conditional	Only for Insured care — see Set consult type.
Price	Conditional	Only for Private care — see Set private price.
Default duration	Yes	Duration in minutes (minimum 1). Defaults to 60.
Report required	No	See Set report required. On by default.
Active	No	See Set active. On by default.
Allowed professions	No	See Select profession codes.

Linking forms and configuring reminders is done only after the type has been created, on the detail screen.

Sort

Click a column header in the list to sort the appointment types by that column. Click the same header again to toggle between ascending and descending. You can sort by name, billing category, default duration and status. By default the types are sorted by name (ascending).

Set the cancellation window

Above the list is your practice's cancellation window (afmeldtermijn): how many hours before the start time a client has to cancel at the latest. Cancelling within this window counts as cancelled late, earlier as cancelled in time. Without a setting of your own the window is 24 hours.

If you may change the organisation settings, click Edit, enter the number of hours and click Save. The window applies to the whole practice and to every appointment you cancel from then on. An appointment that is already cancelled keeps the status it got at the time. Without that permission you only see the window.

Edit name and description

1. Open an appointment type by clicking its row in the list.
2. Click Edit.
3. Adjust the name and/or description.
4. Click Save.

The name is required and may be at most 100 characters long. Save is only available once you have actually changed something.

Set billing category

In edit mode you choose under Billing category from:

• Insured care — asks for a consult type.
• Private care — asks for a private price.
• Non-billable appointment — no extra fields.

Which extra fields appear depends on your choice. See also Understanding billing categories.

Set consult type

The consult type only applies to the Insured care category and is then required. Choose from:

• Treatment (Behandeling)
• Diagnostics (Diagnostiek)
• Stay (Verblijf)

The consult type helps determine how appointments of this type are billed to the insurer.

Set private price

The price only applies to the Private care category and is then required. Enter the amount in euros (minimum 0). This is the amount charged to the client for an appointment of this type.

Set default duration

The default duration determines how many minutes an appointment of this type takes up in the calendar by default. Enter a number of at least 1 minute. You can still adjust the duration per appointment when scheduling.

Set report required

The Report required checkbox indicates whether a report must be written after an appointment of this type. Toggle the checkbox on or off in edit mode and click Save.

Set active

The Active checkbox determines whether the appointment type can be selected when scheduling appointments. An inactive type keeps existing but can no longer be chosen for new appointments — useful for retiring a type without deleting it. The status is shown in the list and at the top of the detail screen.

Select profession codes

Under Allowed professions you tick which professional groups may carry out appointments of this type:

• Physician article 3 BIG Act
• Physician article 14 BIG Act
• Healthcare psychologist (GZ)
• Clinical psychologist
• Psychotherapist
• Nurse specialist
• Other

If you select no profession code at all, the appointment type is allowed for all professions. In that case the detail screen shows "All professions allowed".

Link forms

On the detail screen the Linked forms block is where you manage which forms belong to this appointment type. Linked forms are filled in after appointments of this type.

1. Click Add form.
2. Choose a form in the dialog and confirm.

For each linked form you can then:

• change the order in which the forms are shown;
• set whether the form is required or optional;
• unlink the form again.

Linking forms requires the forms.link_appointment_type permission.

Configure reminder rules

In the Reminders block on the detail screen you set which reminders and confirmations are automatically sent for appointments of this type.

1. Click Add rule.
2. Choose the rule type:
   • Reminder — sent a number of hours before the appointment.
   • Confirmation — sent immediately when the appointment is booked.
3. For a reminder, enter Hours before (1 to 720 hours, i.e. at most 30 days).
4. Optionally set the rule to Active.
5. Click Save.

Edit existing rules with Edit or remove them with Delete. Managing reminder rules requires the appointment_types.update permission.

Choose the number of hours deliberately — it is a decision against your own cancellation window, not a default. See The reminder interval and your cancellation window for the trade-off and two worked examples.

A client e-mail address is a prerequisite

Reminders and confirmations are sent to the e-mail address on the client's record. If that address is missing, nothing is sent and you are not told: the rule stays active while the client receives nothing. So check the e-mail address when creating the client or via Edit client details, before you start relying on reminders.

Nothing is sent either when the reminder moment has already passed at scheduling time. Schedule an appointment for tomorrow under a 72-hour interval and that appointment gets no reminder.

What the client receives

The reminder is an e-mail with the subject Herinnering: afspraak op <date> om <time> — the client-facing copy is Dutch. It carries the appointment type, the date, the time, the location (when one is set) and the practitioner's name, closing with "Lukt het niet om te komen? Neem dan zo snel mogelijk contact op met je behandelaar."

The mail holds no cancellation link and names no window — cancelling runs through contacting the practitioner. The moment the reminder arrives is therefore the only signal the client gets about how much time is left.

A confirmation has the same shape, goes out immediately on scheduling and carries a calendar attachment (.ics).

The opening line and the contact line can be replaced per rule by your own text — see Edit the text of the mail.

Edit the text of the mail

Per rule you can write the text of the mail yourself, for example to include the link to your online waiting room. You do this in the Mail text field when you add or edit a rule.

• Your text replaces the opening line and the line "Lukt het niet om te komen? …". The greeting, the block with appointment type, date, time, location and practitioner, and the sign-off always stay — so a reminder never goes out without its date. The subject does not change either.
• A blank line starts a new paragraph. An address starting with https:// becomes a clickable link. Nothing else is formatted: the client receives what you type, literally.
• Click a field below the text to insert it at your cursor. When the mail is sent it is replaced by the appointment's details.
• Show preview shows the mail as the client receives it, filled with example details.
• Restore default text empties the field; after Save the default text is sent again. A rule whose text you never edited keeps the default text.

You can use these fields:

Field	Becomes
{{client.firstName}}	Client's first name
{{client.lastName}}	Client's last name
{{appointment.date}}	Date of the appointment
{{appointment.time}}	Start time of the appointment
{{appointment.type}}	Appointment type
{{appointment.location}}	Location or room, or "Online"
{{appointment.onlineUrl}}	Link of an online appointment (empty for an appointment on location)
{{behandelaar.name}}	Practitioner's name
{{organization.name}}	Name of the practice
{{organization.phone}}	Practice phone number
{{organization.email}}	Practice e-mail address

A field not in this list — a typo, or for example a diagnosis — is refused: you see a message at the text field and nothing is saved. Treatment details, BSN, insurance and address are deliberately unavailable, because a mailbox is sometimes shared.

Delete appointment type

1. Open the appointment type and go to the Delete block at the bottom of the detail screen.
2. Click Delete appointment type.
3. Confirm in the dialog.

Note: deletion cannot be undone. If you only want to retire a type, set it to inactive instead of deleting it.