📝 Overview
This article provides a detailed walkthrough for bulk transferring all future appointments from one provider’s calendar to another within ChiroHD. This process is particularly useful if a provider is leaving the office, going on extended leave, or when a clinic needs to reassign scheduled appointments due to staffing changes. Following the steps below will ensure a smooth and accurate transfer, with prevention tips for potential scheduling conflicts.
Preparation Steps for Bulk Transferring Patients from one Calendar to Another
NOTE: It is important to complete the bulk transfer process either at the beginning or end of your business day. Running this process during business hours may split your calendar and cause confusion for staff.
Before beginning the transfer, please verify the following:
The Destination Calendar (Provider B) has a calendar set up.
Provider B’s calendar has correct operating hours and availability, to ensure there is a place for appointments to be transferred.
Please refer to our other resources if you have setup questions on creating a new calendar or adjusting calendar hours.
Check for any blocked or exception times on the destination provider’s schedule, as these may prevent appointments from being moved.
Ensure the provider can perform the appointment types being transferred.
Providers must share the same provider type (e.g., Chiropractor to Chiropractor, Massage Therapist to Massage Therapist).
You can do this by navigating to your Live Location, Settings, Users and click on Provider A to find the Provider Type. You can do the same for Provider B.
Bulk Transfer Appointments
After confirming the setup, begin the transfer process:
Access Provider A’s Calendar Settings.
Navigate to your Live Location, Settings, User, click on Provider A, Calendar Settings, Disable Calendar.
When you click Disable the calendar, the system will check for future appointments and prompt you to transfer them.
NOTE: If there are no future appointments on Provider A's calendar, you will not see the transfer patients prompt.
Click on the dropdown Transfer All Future Appointments to: and select Provider B, click Transfer Appointments to confirm the transfer of all appointments.
If Provider B is set up correctly, you will be able to select them as the destination provider.
If Provider B is not set up correctly, a message will indicate there are no available providers for transfer.
Post-Transfer Actions
If Provider A had login access, you will now have the opportunity to Revoke their Login access directly.
For System Users, you may also want to Revoke user access under the Organization Users section, ensuring that the departing provider no longer has system access.
Finally, Deactivate Provider A’s calendar by clicking Deactivate. The system will prompt you to Archive the User. Clicking Yes will finalize the removal process.
Troubleshooting Steps
If you are unable to transfer the appointments, please review the following:
Provider Schedule Status
Verify that the provider’s schedule is active.
Provider Type Matches
Verify that both providers have the same provider type (chiropractor to chiropractor, massage therapist to massage therapist, etc).
Blocked Time Slots
Confirm the desired time slot is not blocked on the provider’s schedule.
Working Hours
Ensure the provider has working hours configured for the selected time.
Appointment Length
Confirm the appointment length fits within the provider’s available schedule.
Calendar Visibility
If the provider’s calendar is not visible, check your calendar display settings to ensure the provider’s calendar is enabled.
✅ Key Takeaways
Always complete transfer steps at the start or end of the business day to minimize schedule disruptions.
Ensure both providers share the same provider type and that Provider B’s calendar is fully set up with proper hours and availability.
Use the disable calendar function to prompt appointment transfer—this ensures all future appointments are efficiently moved.
Don’t forget to revoke login access and disable the providers calendar.
📌 Conclusion
Bulk transferring appointments in ChiroHD is a streamlined process designed to support your clinic during staff transitions. Following these steps ensures that patient care continues smoothly, with all future appointments correctly reassigned to the appropriate provider within the system.