How To: Add Appointment Summary for a Scheduled Appointment

This guide shows how to document and finalize scheduled student appointments in Navigate so records are complete, accurate, and accessible to students. It explains editing appointment details, adding a student-facing summary and attachments, handling no-shows, and where to find completed reports.

Student Success
13 steps
2 minutes

Eab

Navigate to <https://pittstate.campus.eab.com/home#?tab-state=students_tab_hash> From Staff Home, select the **Appointments** tab.

Upcoming Appointments

The first section of this tab lists your **Upcoming Appointments**.

You can select the appointment and click the **Actions** dropdown menu to take different actions, such as Send Message, Add Appointment Summary, Issue Alert, or Cancel Appointment.

Screenshot of selecting the actions dropdown menu.

You can click on the blue **Details** link to manage the appointment (e.g., add/remove attendees, change the day/time, or edit other appointment details).

Screenshot of selecting the appointment details link.

Recent Appointments

Once the appointment starts, it will move down the page to the next section, **Recent Appointments**. This is where you will complete the appointment summaries and find previously filed summaries.

Add Appointment Summary

To document the interaction, select the appointment by clicking the box next to the appointment, click the **Actions** dropdown menu, and select **Add Appointment Summary**.

Screenshot of the actions dropdown menu.

An **Appointment Report** dialogue box will open. The **Appointment Details** section on the left side will pre-populate with the information that was selected when the appointment was scheduled. There are some fields that may be edited if needed to fit the needs of the appointment. - **Service:** At least one service must be selected, however, you may change the service if necessary and add additional services if applicable. - **Course:** If this was a course related appointment that the student is currently enrolled in, you may add that course here. - **Meeting Type:** If the meeting type changed from the original schedule, you may update this field to the appropriate type.

Screenshot of Appointment Report dialogue box.

The next section is the **Summary Details**. The information displayed here may differ depending on which **Care Unit** was selected when the appointment was scheduled. If any of this section applies to the appointment, please complete this section.

Screenshot of Summary Details section of Appointment Report dialogue box.

Directly below the **Summary Details** is the **Appointment Summary**. This is where you will summarize the details from the appointment (e.g., what was discussed, follow-up reminders, etc.). Any information entered here should be student-facing. The student will have access to see their appointment summaries in their Navigate app. **IMPORTANT!! Any information entered to Navigate becomes part of the official student record and can be subpoenaed as outlined in the Family Education Rights and Privacy Act (FERPA).**

Screenshot of the Appointment Summary section of the Appointment Report dialogue box.

Below the **Appointment Summary**, you can add **attachments**. Ensure that these are not protected files (i.e., they are not stored in OneDrive, Teams, SharePoint, etc. that will require the student or others to have access to your file to view). Once you are finished with the report, click **Save this Report**.

Screenshot of selecting a file in the Appointment Report dialogue box.

No-Shows

When a student does not show up to a scheduled appointment, you will need to finalize the appointment by marking them as a no-show. Select the appointment, click on the **Actions** dropdown menu, and select **Mark No-Show**.

The **Appointment Report** dialogue box will open. You do not need to take any action other than you must click **Save this Report**. ***Note:*** *The student attended section will be automatically unchecked when marked as a no-show.*

Screenshot of the no-show summary screen.

Find Completed Reports

From the **Appointments** tab, scroll down to the **Recent Appointments** section. You should now see the appointment report highlighed green.

Screenshot of Recent Appointments section and green highlighted completed report details.