Can you make doctor's appointments for someone else? A definitive guide

October 2, 2025 •

4 min read

According to the CDC, over 53 million people in the U.S. act as unpaid caregivers, and a critical task for many is managing healthcare logistics, including scheduling visits. This comprehensive guide explains if and how you can make doctor's appointments for someone else while respecting legal and privacy requirements.

Quick Summary

Yes, you can schedule a doctor's appointment for another person, but the process depends heavily on their age and health status. Patient privacy laws like HIPAA dictate what information can be discussed, so proper authorization may be required to move beyond basic scheduling.

Key Points

Consent is Key: For competent adults, verbal consent is a minimum for scheduling, while a HIPAA release form is required for a doctor's office to share confidential information.
Minors and Adults: Parents can typically schedule for minors, but adult children must grant specific permission. For incapacitated adults, a Medical Power of Attorney is necessary.
Gather Information: Always have the patient’s demographic, insurance, and medical information readily available before calling to book an appointment.
Use Online Portals: Many healthcare systems offer secure patient portals that allow proxy access for scheduling, confirming, and managing appointments for dependents with proper authorization.
HIPAA Compliance: While HIPAA does not prevent scheduling an appointment for another person, it severely restricts what a medical office can tell you about a patient without proper legal documentation.

Understanding the Legal and Ethical Framework

Making a doctor's appointment for someone else is a common and necessary task, whether for a child, an aging parent, or a spouse. However, federal regulations like the Health Insurance Portability and Accountability Act (HIPAA) place strict protections on a patient's protected health information (PHI). While HIPAA does not prohibit scheduling an appointment for another person, it does restrict the type of information a healthcare provider can discuss with you without proper consent. This distinction is crucial for caregivers to understand to prevent privacy breaches and ensure smooth interactions with medical offices.

Rules for Scheduling Appointments for Minors

Scheduling an appointment for your minor child is generally straightforward, as parents or legal guardians are automatically considered the personal representatives of their children. This allows you to schedule appointments, discuss health information, and make medical decisions on their behalf. However, as children approach adulthood, particularly around age 18, the rules change significantly. Many practices will require specific authorization from the young adult to continue communicating with their parents once they reach legal age, even for scheduling purposes.

Rules for Scheduling Appointments for Competent Adults

For an adult who is mentally and physically capable of managing their own care, scheduling an appointment for them requires their explicit, verbal consent at a minimum. For more detailed discussions, such as appointment confirmation details or clinical information, a HIPAA release form is typically necessary. This form, also known as a HIPAA waiver or authorization, specifies who the patient allows to access their health information and what information can be shared. Without this on file, a medical office may refuse to confirm an appointment time or discuss any specifics with you, even if you are their spouse.

Rules for Scheduling for Incapacitated Adults

When an adult is unable to make their own medical decisions due to a mental or physical disability, a different legal mechanism is required. This often involves obtaining a Medical Power of Attorney (MPOA) or a healthcare proxy. This legal document designates an agent who is authorized to make healthcare decisions and access PHI on the patient’s behalf. It is important to have a copy of this document on file with all of the patient's healthcare providers. Simply being a family member does not automatically grant this authority.

Essential Information to Gather Before You Call

To ensure a smooth scheduling process, gather all necessary information before contacting the doctor's office. This preparation minimizes delays and prevents miscommunication.

Information to have readily available:

Patient's full name and date of birth
Patient's phone number and address
Insurance information, including the policy number and group ID
Name of the referring doctor (if applicable)
Reason for the appointment (briefly described)
Availability of the patient (dates and times)

The Role of Online Patient Portals

Many healthcare systems now offer online patient portals, which can simplify the process of making appointments for dependents. For minors, parents can often link their children's accounts and schedule appointments directly through the portal. For adults, the process requires the patient to grant you proxy access. This is done by completing a form, usually in person at the doctor's office, which authorizes you to use the portal on their behalf. This provides a secure and compliant method for managing their healthcare logistics.

Comparison of Scheduling Scenarios


Feature	Scheduling for a Minor	Scheduling for a Competent Adult	Scheduling for an Incapacitated Adult
Privacy Laws	Parent/Guardian is the personal representative.	Patient must provide explicit consent.	Agent with MPOA/Proxy has legal authority.
Required Documentation	Standard patient forms.	HIPAA release form for detailed info.	Medical Power of Attorney or Healthcare Proxy.
Authority	Implied legal authority.	Must be granted by the patient.	Established through legal designation.
Online Portal Access	Often automatically linked for minors.	Requires patient to grant proxy access.	Managed by the designated MPOA agent.
Information Shared	Full medical information can be shared with guardian.	Limited to scheduling info without a release.	Full medical information can be shared with proxy.

Best Practices for Caregivers and Schedulers

Even with the right documents in place, a little preparation and strategy can make the process much smoother.

Communicate with the patient. Before calling, confirm the patient's preferences regarding appointment times and dates. If the patient is an adult, reiterate that the appointment has been made and remind them of the details. Respect their autonomy whenever possible.
Organize medical documents. Keep a binder or digital file with all necessary medical paperwork, including insurance cards, HIPAA releases, and any legal documents like an MPOA. This saves time and ensures you have all the facts.
Use a checklist. Prepare a simple checklist for each visit. This can include confirming the appointment, updating medication lists, noting symptoms, and listing questions for the doctor.
Inquire about specific policies. Some clinics may have unique policies regarding third-party schedulers, especially for confirming or rescheduling. Always ask about their specific procedures during your initial call.

Conclusion

Making doctor's appointments for someone else is a common and necessary part of caregiving, but it requires careful attention to legal and privacy considerations. By understanding the different rules for minors, competent adults, and incapacitated individuals, and by gathering the proper documentation in advance, you can effectively manage healthcare logistics for your loved one while protecting their rights and privacy. Preparedness and open communication are key to a seamless process. For more information on caregiving, including managing appointments, visit the National Institute on Aging website.

Frequently Asked Questions

Yes, you can make the appointment, but the medical office will likely not confirm details or speak with you further without your adult child's explicit permission, usually given via a HIPAA release form.

A HIPAA release form is a legal document that authorizes a medical provider to share a patient's protected health information (PHI) with a specific individual, such as a caregiver or family member. You need it to legally discuss confidential medical details with the doctor's office.

Yes, but only if your parent grants you proxy access to their account. They will need to complete the necessary forms at their doctor's office to set this up.

You will need the patient's full name, date of birth, contact information, and insurance details. It is also helpful to have the reason for the visit and the patient's availability.

No, being a spouse does not automatically grant you the legal right to discuss your partner's confidential health information or to schedule appointments. Verbal consent or a HIPAA release is still required for most communications beyond basic scheduling.

If a patient is incapacitated, you will need to have a legal document like a Medical Power of Attorney or a healthcare proxy that grants you the authority to make medical decisions and manage healthcare on their behalf.

Policies vary by clinic, but typically, a minor cannot schedule their own appointments without parental or guardian consent. As they approach 18, practices often shift responsibility to the young adult, but may still require parental involvement for certain matters.