Making appointments

Sessions (Time Slots).

Create Sessions for each appointment book
Slot are coloured to indicate their availability
Sessions can be made available to:
- ALL (your staff and patients on the portal)
- Staff only
- Reserved
  - If you double click on the slot a prompt will appear confirming your intention for Reserved Appointments
- Not Available
  - Time slot is blocked you can’t make appointments

Patient appointment

Select the practitioner’s appointment book
Move to the appropriate date and time.
Reserve a timeslot by double-clicking on an available time.
Find the patient
Once selected, the patient’s name will appear in the time slot.

Appointment Reminder

Enable Email after making appointment in the Appointment section of system settings
Create a document template with the code ‘APPTREMIND’.

If you make an appointment (more than one hour in the future and the patient has an email address), you will be prompted with an appointment reminder to email.

Meetings (Non-patient appointment)

These appointments do not relate to patients. These are also used to block out times to prevent patient bookings

Move to the appropriate date and practitioner.
Right-click on an empty appointment slot and select New Meeting.
Type in a description for this appointment.

Encounter Type

A default encounter type will be set from the session selected
Right-click on the time slot to select a different Encounter type
Icons are displayed for different encounter types.

Appointment Notes

Annotate the appointment with a message
- A note will be written next to the appointment
- The appointment will be displayed with a red ring around it

All Day Events

Places a note at the top of a day

Move to the appropriate date and practitioner.
Right Click on an empty appointment slot and select New All Day Event.
Type in a note for this day.
Up to 10 events can be entered and displayed at the top of a day

Other Appointment Functions:

Print, txt or Email an appointment reminder

Right-click on the existing appointment
Select Document
Select Appointment Reminder
Review the document then click on Email or Print

Schedule txt reminders or emails to be sent to all patients with upcoming appointments by using the Scheduler in the Tools Menu.

Indicate the state or location of a patient

Define a label for three different coloured states in the system settings

Location example
- Treatment Room (Yellow)
- Waiting Room 2 (Blue)
- Waiting Room 3 (Red)
Triage Levels example
- Standard (Yellow)
- Urgent (Blue)
- Emergency (Red)