Appointments

The appointments calendar

Open Appointments from the sidebar. The calendar opens on today in Day view: a column for each doctor, appointments as cards as long as they last, and a red line at the current time.

Switch views with Day, Week, Month and Agenda. The week shows seven days starting on Saturday, the month shows the first three appointments of each day, and Agenda lists 14 days from the chosen date; on a computer each unfinished appointment has its next-step button.

1. Move a day, week or month with the arrows, come back with Today, or pick any date in the date box.
2. Show one doctor or more by clicking their names, or click All doctors to see everyone.
3. Filter by status from the All statuses button: Active only hides cancelled appointments and no-shows, or pick a single status.
4. Click any appointment to see its details.

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Booking an appointment

The quickest way to book is to click a free time in the doctor’s column: the doctor, date and time are filled in for you.

1. Click a free time in Day or Week view (a + and the time appear as you hover), click New appointment, or press Ctrl+Shift+A on any screen.
2. In Patient, type part of the name, file number or phone and pick the patient from the list. For someone new choose Add a new patient at the end of the list (or Add “name” as a new patient if you typed a name): a name and phone are enough for now; then click Add and select.
3. Check the Doctor, Date and Start time. The time list shows every slot of the working day and marks the taken ones booked; you can also type any other time in the box next to it.
4. Choose the Duration (the end time shows under it), the Type (Check-up, Consultation, Treatment, Follow-up, Cleaning, Emergency…), write the Reason for visit, and add Notes for the doctor or the front desk if you like.
5. Click Book appointment. It appears in the calendar and in the patient’s file.

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Conflicts and working hours

The form watches the schedule as you book and warns you before saving, without stopping you:

Scheduling conflict: the doctor already has an appointment at that time, and the warning lists the overlapping ones. The patient has another appointment at this time: the same patient is booked with another doctor at that time. Outside working hours: the day is not a working day, or the appointment runs past the working hours.

1. Read the warning that appears under the appointment fields, above Reason for visit: yellow for a conflict, blue for Outside working hours.
2. Click Next free to move the appointment to the doctor’s first free time after the one you chose, on the same day, or choose another time yourself. This button comes only with the Scheduling conflict warning.
3. Or save anyway if the overlap is intended, such as a short check between two appointments.

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On the day: appointment status

Follow every appointment from booking to the end of the visit: Scheduled, then Confirmed, Arrived, In progress and Completed, or Cancelled and No-show for those that did not happen.

1. Click the appointment in the calendar to open Appointment details.
2. Under Update status, click the next step: Confirm once you have spoken to the patient, Mark arrived when the patient comes in, Start treatment when the patient goes in to the doctor, and Complete visit at the end.
3. For appointments that did not happen choose Cancel appointment or No-show; if you change your mind, choose Reopen.
4. On a computer, Agenda view puts the next-step button next to every appointment not yet completed, cancelled or marked no-show, so you can run the whole working day from one screen. On a phone the agenda shows cards only: tap an appointment and change its status in the details.

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WhatsApp reminders

Send the patient a ready-made reminder with their name, the clinic’s name and the day and time of the appointment, asking them to arrive ten minutes early.

1. Open the details of an upcoming appointment that is Scheduled or Confirmed.
2. Click WhatsApp reminder.
3. WhatsApp opens on the patient’s chat with the message written. Check it, then press send.

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Editing, moving or deleting an appointment

1. Open the appointment’s details and click Edit.
2. Change the date, time, doctor or any other field. The same warnings appear if there is a conflict.
3. Click Save changes. If you moved it to another day, the calendar follows it.
4. To delete, click Delete in the details or in the edit window, then confirm.

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A patient’s appointments

The Appointments tab of a patient’s file shows their history with the clinic: the number of completed visits, upcoming appointments, no-shows and cancelled ones, then the Upcoming list with the nearest marked Next, then the History.

1. Open the patient’s file, then the Appointments tab.
2. Click New appointment to book for this patient directly.
3. Click any appointment to open its details, and Show more to see older visits.

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Appointments on a phone

On a phone, appointments are shown as a list of cards instead of columns, so you can work with one hand.

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