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OutSmart Guide

Calendar Search

Calendar search is your best tool when you need to:

  • Find a specific appointment quickly
  • Locate events without scrolling through weeks of calendar views
  • Search for appointments by patient name
  • Find events by practitioner
  • Filter appointments by status
  • Recover deleted events

To access the calendar search:

  1. Click the calendar icon at the top right of your screen in the quick launch section
  2. Your calendar view opens
  3. Click the magnifying glass button at the top right of the calendar
  4. The calendar search bar appears

The search bar allows you to search for events using any text:

What You Can Search For

  • Patient names - First name, last name, or both
  • Practitioner names - Find all appointments for a specific practitioner
  • Event types - Search by appointment type (e.g., “Initial Assessment”)
  • Description text - Any text you’ve added to event descriptions
  • Any other text - The search looks across all event fields
  1. Click in the search text bar at the top
  2. Type what you’re searching for (patient name, practitioner, etc.)
  3. Press Enter or click the search button
  4. Results appear in reverse chronological order

For more precise results, use the advanced search filters.

  1. Open the calendar search bar
  2. Look just below and to the right of the search text bar
  3. Click the “Advanced Search” link
  4. Additional filter options appear

Advanced Search Filters

The advanced search allows you to filter by:

FilterWhat It Does
PractitionerShow only appointments for specific practitioners
PatientSearch for a specific patient’s appointments
StatusFilter by appointment status (pending, confirmed, cancelled, etc.)
Include Deleted EventsToggle to show or hide deleted events
Date RangeSpecify start and end dates to search within

Using Date Range Filters

The date range filter helps narrow your search to specific time periods:

  1. Enable advanced search
  2. Set the start date - Beginning of the search period
  3. Set the end date - End of the search period
  4. Apply filters to search only within that range

Include Deleted Events Filter

One of the more useful features of calendar search is the ability to find deleted events.

Why This Matters

  • Deleted events don’t appear in the normal calendar view
  • Calendar search is the only way to find deleted events
  • This is essential for recovering accidentally deleted appointments

How to Search for Deleted Events

  1. Open calendar search
  2. Click Advanced Search
  3. Check the “Include Deleted Events” checkbox
  4. Perform your search
  5. Deleted events will appear in the results

Search Results

When you perform a search, results are displayed in a list format with detailed information.

What You See in Results

Each event in the search results shows:

  • Date and time - When the appointment is scheduled
  • Status - Current status (pending, confirmed, cancelled, deleted, etc.)
  • Event type - Type of appointment (Initial Assessment, Follow-up, etc.)
  • Practitioner - Which practitioner the appointment is with
  • Patient name - Who the appointment is for

Result Ordering

Search results are displayed in reverse chronological order:

  • Most recent events appear at the top
  • Older events appear as you scroll down
  • This makes it easy to find recent appointments quickly

Working with Search Results

Once you have your search results, you can interact with any event.

Opening Event Details

  1. Click on any event in the search results
  2. The event details panel opens on the right side
  3. All event information is displayed

What You Can Do from Search Results

When you open an event from search results, you have full access to:

ActionDescription
Review DetailsSee all appointment information
Edit EventChange any event details
Change StatusUpdate appointment status
View Event LogsReview history of changes
View Visit HistorySee patient’s appointment history
Delete EventRemove the appointment
Recover Deleted EventRestore a deleted appointment

Editing Events from Search Results

The event details panel that opens from search results provides complete editing functionality:

Quick Actions Available

  • Change status - Use the status dropdown
  • Edit details - Modify any field
  • Reschedule - Move to a new time
  • Rebook - Create a follow-up appointment
  • Delete - Remove the event
  • Send notifications - Send confirmations or reminders

Reviewing Event Logs

The event details panel includes access to event history:

Event Logs

Event logs show:

  • Who created the event
  • Who modified the event
  • What changes were made
  • When changes occurred
  • Status change history

Visit History

For patient-related events, you can also view:

  • All past appointments for this patient
  • Upcoming appointments
  • Appointment patterns
  • Visit frequency

Common Search Scenarios

Finding a Patient’s Appointment

  1. Open calendar search
  2. Type the patient’s name
  3. Review results for the specific appointment
  4. Click to open and edit if needed

Finding All Appointments for a Practitioner

  1. Open calendar search
  2. Click Advanced Search
  3. Select the practitioner from the dropdown
  4. Set a date range if desired
  5. Click Search

Finding Cancelled Appointments

  1. Open calendar search
  2. Click Advanced Search
  3. Select “Cancelled” from the status filter
  4. Set date range if needed
  5. Click Search

Finding a Specific Event Type

  1. Open calendar search
  2. Type the event type name (e.g., “Follow-up Visit”)
  3. Review results
  4. Use advanced filters to narrow if needed

Best Practices

  1. Use specific search terms - The more specific, the fewer results to review
  2. Use date ranges - Narrow results when searching for events from specific periods
  3. Use Advanced Search - Filters help find exactly what you need faster
  4. Include deleted events - When recovering deleted appointments
  5. Check patient spelling - Try different name variations if initial search fails

Troubleshooting

No Results Found

If your search returns no results:

  • Check spelling of patient or practitioner names
  • Try searching with partial names (first name only)
  • Expand your date range
  • Verify the event exists in your calendar
  • Check if the event was deleted (enable “Include Deleted Events”)

Too Many Results

If you get too many results:

  • Use Advanced Search filters to narrow down
  • Add a specific date range
  • Include more specific search terms
  • Filter by practitioner or status

Can’t Find a Deleted Event

If you can’t find a deleted event:

  • Ensure “Include Deleted Events” is checked in Advanced Search
  • Expand your date range
  • Try searching by patient name instead of event details
  • Verify the event was actually deleted (not just cancelled)