Supporting Scheduling Visits in the Past

When to schedule a visit in the past

Scheduling visits with past dates is intended for documentation, not for booking future appointments. Common use cases include:

Recording a consultation that took place outside MediSprout — for example by phone, in person before the practice adopted MediSprout, or through another system.
Backfilling visits during a migration from another EHR or scheduling system.
Aligning records with insurance claims that were already submitted.
Capturing visits that were completed but not entered into MediSprout at the time.

Who can schedule past visits

The same role-based permissions apply as for scheduling any visit. Administrators, providers, and schedulers can schedule visits — including those with past dates. Billers cannot schedule visits. For a full breakdown of role capabilities, see What are the roles and capabilities in the MediSprout platform for administrators, providers, schedulers, and billers.

Step-by-step: scheduling a past visit

Step 1 — Go to the Visits section

From the main menu, select Visits.
Click Schedule a new visit.

Step 2 — Assign date and time

In 1/8 Assign Date & Time:

Select a date and time in the past.

Step 3 — Select visit type

In 2/8 Select Visit Type, choose:

Video Visit, or
In-Person Visit.

Step 4 — Set visit status

In 3/8 Select Visit Status, the options depend on how far in the past the visit time is.

If the visit time is more than 12 hours in the past:

You can select a final status:

Completed
No Show

Important: once a final status is selected, it cannot be changed.

If the visit time is within the last 12 hours:

An additional status appears:

Scheduled — keeps the visit joinable in case it is still taking place or needs to be completed.

What happens next?

MediSprout runs an automated background process (cron job).
After the 12-hour window, the system automatically updates the visit status to Completed or No Show based on attendance conditions.

This gives providers flexibility to finalize documentation without immediately locking the visit.

Completing the remaining steps

Continue the scheduling flow as you would for any visit:

5/8 — Select Provider
6/8 — Message to Patient (optional)
7/8 — Select Services
8/8 — Automation

How past visits work with superbills

Past visits behave the same as any other visit when it comes to superbills:

If the visit is marked Completed and Superbill automation is enabled for your organization, a superbill is automatically generated when the visit is finalized.
If Superbill automation is disabled, you can still create a superbill manually from the visit details after scheduling.
Services attached to the visit — including custom services with USD 0 cost — appear as line items on the superbill.
Diagnosis codes shown on the superbill follow MediSprout's standard formatting, with a point separator after the third character.

If Superbill automation is disabled, you will see a message during Step 8 indicating it is turned off. To enable it, go to the Automation section in your organization settings.

How past visits work with invoices

When invoicing for a past visit, you can set the invoice due date in the past as well. This is useful when registering an invoice for a service that has already been delivered and paid for, or when aligning invoice dates with an external accounting system. For details, see the article on connecting to Stripe and creating invoices.

Key points to remember

You can schedule visits in the past for documentation purposes only — this is not a way to book future appointments.
Final statuses (Completed or No Show) cannot be edited once saved.
Visits within the past 12 hours can remain Scheduled and joinable.
After 12 hours, the system automatically finalizes the visit.
Past visits integrate with superbills, services, and invoices the same way any visit does.
Role permissions are the same as for any visit scheduling: Admin, Provider, and Scheduler can do it; Biller cannot.

Want more information about scheduling visits in the past?

Contact MediSprout support using the chat function in the same window you are using or call +1 866-896-1431.

Supporting Scheduling Visits in the Past

This article explains how providers can document visits that already occurred by scheduling them in the past, how visit status behaves based on timing, who can perform this action, and how past visits connect to superbills and invoices.