Help Center Membership Management: Settings Schedules
Schedules
What it controls: how reorder dates are worked out, how early a reorder "comes due", the nurse follow-up interval, and the step schedule of check-ins and lab draws.
Click path: Admin → Settings → Schedules.
Who can edit: owner and admin (Change settings).
Next reorder date comes from
A drop-down with three choices:
| Choice (exact words) | What it means |
|---|---|
| the prescription, days supply from the order date, less a lead time (recommended) | Default. Once an order is placed, the next reorder date = order date + the prescription's days supply − the lead time. Before the first order, the default interval (or a date set by hand) is used. |
| the {EMR} autopay date, when they pay, we order | The next reorder date follows the EMR's next autopay date. |
| a fixed interval after the last order | The next reorder date = the last order (or due date, see below) + the reorder interval. |
When the prescription is picked, a hint shows: Until the first order is placed the interval below (or a date set by hand) applies; after that a 30-day Rx comes due for reorder 5 days before it runs out. (The number follows your lead time.)
Example: an 84-day supply ordered on 08/14/2026, with 5 lead days, is due for reorder on 11/01/2026.
Reorder lead time (days before the supply runs out)
Only shown when the date source is the prescription. How many days before the medication runs out the reorder date is set.
- Allowed: 0 to 30 days. Default: 5.
Default reorder interval (days)
Full label: Default reorder interval (days), before the first order / when no days supply or autopay date is known.
- Allowed: 1 to 180 days. Default: 28.
- Used for a new membership's first reorder date, and whenever there is no days supply or autopay date to go by.
- A type's own interval (Membership types) or a rule's override wins over this.
Nurse follow-up interval (days)
The number of days between nurse follow-ups when the step schedule is off.
- Allowed: 1 to 180 days. Default: 28.
- A new membership gets this interval. Patients who already exist keep the interval they have; it can be changed per patient on the patient page.
Reorder notice (days before due)
How many days before the reorder date a reorder "comes due": a reorder cycle opens, it shows as due on the dashboard and in the summary, and (with Auto-prepare on) the prescription is prepared.
- Allowed: 1 to 30 days. Default for a new clinic: 7.
- This is the same setting as Reorders come due N days before the reorder date under Pharmacies. Changing it in one place changes it in the other.
- The dashboard card Reorders due ≤ N days, the alerts, the daily summary line Reorders due within N days and the patient page all show your clinic's number.
After an order is placed, next reorder is counted from
A drop-down:
| Choice | What it means |
|---|---|
| the due date (keeps the schedule fixed) | Default. The next date = the old due date + the interval, even if the order was placed a few days late or early. |
| the date it was ordered | The next date = the day the order was placed + the interval. |
This setting is used when the date source is the {EMR} autopay date or a fixed interval. With the prescription, the date always comes from the order date and days supply. (With the autopay source, if the EMR already shows an autopay date after the order's due date, that date is used.)
Follow-up schedule (step schedule)
A step schedule replaces the single nurse interval with a list of steps, such as a 28-day check-in, a 56-day check-in and an 84-day lab draw. Steps count in days from when the patient's membership started. A provider can move that start date on the patient page; the move is flagged on the dashboard.
On-screen explanation: each step appears on the dashboard when due; anyone with Mark scheduled follow-up steps done (check-ins, lab draws) closes it. A lab draw that is overdue is flagged on its own card; it never stops a reorder. With a repeat set, the whole schedule runs again.
Use the step schedule
Tick box: Use the step schedule (off = the single nurse follow-up interval above). Off for a new clinic.
When on, the steps table and the repeat box appear.
Steps table
| Column | What it is | Allowed values |
|---|---|---|
| Step | The name staff see, for example "28-day check-in". | 1 to 60 characters (cannot be blank). Up to 30 steps. |
| Type | What kind of step. Drop-down: Check-in call, Lab draw, Provider visit, Other. A Lab draw that is overdue shows in red and on the Lab draws overdue card. | one of the four |
| Day | Days after the membership start (or the date a provider set). | 0 to 730 |
| Applies to | Which membership types this step is for. Click it to open a list with tick boxes: All types (default) or a ticked set of types. Click Done to close the list. Shows All types, the type names (up to two) or "N types". | All types, or any types that have follow-ups on |
| ✕ | Removes the step. |
The starting steps (until you change them) are: 28-day check-in (Check-in call, day 28), 56-day check-in (Check-in call, day 56), Lab draw (Lab draw, day 84).
Under the table: "Applies to" limits a step to certain membership types, e.g. the lab draw to hormone types only, while the other steps stay on every type that has follow-ups on.
Only membership types with Follow-ups ticked appear in Applies to.
+ Add step
Adds a step called "New step", kind Check-in call, on a day 28 days after the last step. Rename it and set the day.
Repeat the schedule every N days
Repeat the schedule every [ ] days (0 = once).
- Allowed: 0 to 730. Starting value: 84.
- 0 = the steps run once.
- With a number, the whole list of steps runs again every N days, counted from the start date. Round 2 of a 28-day check-in with an 84-day repeat is on day 112 (84 + 28), not 28 days after the last step. Patient pages label it "round 2".
- Change the lab day and the repeat together to keep rounds lined up.
Schedule per membership type
Below the clinic-wide schedule is Schedule per membership type. It lists every type with Follow-ups ticked. For each type, a drop-down:
| Choice | What it means |
|---|---|
| Clinic-wide schedule | Default. The type uses the schedule above (with its Applies to limits). |
| Own schedule | The type gets its own list of steps. A steps editor opens under the drop-down, titled Steps for {type}, starting from the standard 28 / 56 / 84 steps. It has the same columns as above, except Applies to, and its own Repeat box. |
| No step schedule | The type uses only the plain nurse follow-up interval, no steps. |
Use Own schedule when steps differ a lot (lab draws for hormones, check-ins for GLP-1s). Use Applies to when it is only one step that differs.
To stop a type's own schedule, choose No step schedule or Clinic-wide schedule in the drop-down (unticking the Steps for {type} box does not turn it off).
When Schedules changes take effect
| Change | When |
|---|---|
| Reorder notice | On the next hourly check (or the morning run). Reorders inside the new window open and show as due then. |
| Reorder lead time, Next reorder date comes from, counted from | The next time a reorder date is worked out: when an order is placed, or (autopay source) at the next EMR sync. Existing reorder dates are not recalculated: nothing runs over all patients when you save. The new rule applies the next time each patient's date is worked out. |
| Default reorder interval, Nurse follow-up interval | For memberships created after you save, and whenever no days supply or autopay date is known. |
| Step schedule, Applies to, per-type schedules | Patient pages show the change at once. The Members list, dashboard cards and the daily summary follow on the next hourly check (or Sync now). |
Questions people ask
Q: Why does the next reorder date say "from the prescription" instead of "every 28 days"?
A: Your date source is the prescription. The date is the last order date + the days supply − the lead days. The 28-day interval only applies until the first order is placed.
Q: Why did a reorder show up for a patient whose last order was weeks ago?
A: The reorder date comes from the prescription. For example, an 84-day supply ordered 08/14/2026 is due 11/01/2026 with 5 lead days. With a 7-day notice, the reorder opens on 10/25/2026 and (with Auto-prepare on) is prepared for provider approval then. Nothing is sent until a provider approves and an authorized user sends it.
Q: What is the difference between "lead time" and "notice"?
A: Lead time moves the reorder date earlier than the day the medicine runs out. Notice decides how many days before the reorder date staff are told and the reorder opens. With 5 lead days and 7 notice days, a reorder opens 12 days before the supply runs out.
Q: The Auto-prepare setting said "4 days" and I couldn't change it.
A: That number is the clinic's reorder notice. It can be changed under Schedules → Reorder notice (days before due) or right under the Auto-prepare tick box in Pharmacies. It is one setting.
Q: Lab draws show up for membership types that never get labs. How do I stop that?
A: In the steps table, click Applies to on the lab-draw step and tick only the types that get labs. Check-ins can stay on All types. For a type that should have no steps at all, pick No step schedule for it under Schedule per membership type. Save.
Q: I changed the step schedule but the dashboard still shows old steps.
A: Patient pages update right away. The dashboard cards, Members list and daily summary update on the next hourly check. Click Sync now (EMR connection) if you need it sooner.
Q: I don't see the "Applies to" column.
A: It only shows on the clinic-wide schedule, and only when at least one type has Follow-ups on. Per-type schedules don't have it.
Q: A type is missing from "Schedule per membership type".
A: Only types with Follow-ups ticked are listed. Tick Follow-ups for that type under Membership types & rules.
Q: Can I move one step's date for one patient?
A: Yes, on the patient page: Follow-up dates → Scheduled steps → Change date on that step. Settings changes the schedule for everyone.
Q: Does an overdue lab draw stop the patient's reorder?
A: No. It is flagged on the Lab draws overdue card only.
Q: Where does "round 2" come from?
A: From Repeat the schedule every N days. Round 2 counts from the start date + N days.
Q: I changed the default reorder interval but existing patients kept their old dates.
A: That is expected. The default is for new memberships and for patients with no days supply or autopay date. Change a single patient's interval or date on the patient page.