| Make an Appointment The appointment manager's default opening screen is the day(s) that you have instructed it that you are working on. Usual work hours are not-coloured & show white. Non-working hours are shaded grey. You are not restricted to only making bookings in 'white hours' and you can book into grey hours. If you need to make a booking that is not in your 'core' time, say for a different day if the week, you can ask the appointment manager to present the view of room availabilities instead, by using that function on the left of the screen. This will bring up a different view, that will show that rooms availability for the next seven days. 
If you want to add an appointment into your diary, then click on the white area that will be that new appointments start time. In this example, the Sample Therapist is making a new appointment at 7.00am on Monday 9th July. 
This will bring up the 'make appointment' screen. Use the 'select patient' button in the top left of that screen, and select the patient you are booking in by clicking on that name from the drop-down list. This will auto complete the left hand column of the 'make appointment, screen. The following two shots show these two stages: 
You must then instruct the computer about two things: the room that you are wanting to book, and the session code. The administrator SHOULD HAVE always set the right session code for that patient - and the code will appear in the left hand menu. What you should do is to select by clicking on the correct and matching code from the drop-down menu for 'select consultation'. 
If you are in any doubt, then use the default codes: 100 = 45 minute room booking: 150 = 1 hour room booking: 500 = offsite room booking. Selecting the correct consultation will auto-complete the two boxes for that sessions duration and for that sessions cost (the amount that we will invoice you for that booking). | | By default, the 'send notification by email to patient' button is disabled. If you want to send an email to the patient about that appointment you need to tick that option to 'on' and you can then also add a message to the outgoing appointment email by writing in the text box marked 'special instructions for the patient'. The other text or message box is for internal messages or notes/reminders. Information typed in that box WILL NOT be sent-out to the patient. So, the result could look like this: 
Single or Recurring Appointments? The other thing is whether this is a single appointment, or you want to set up a series of appointments - recurring appointments. If this is a single appointment you can click on the 'finalize appointment button. You will then see the screen return to the normal appointment view, and you appointment will have been added in. If you want to set up an appointment series, change the appointment 'type' to 'recurring': 
This brings up a further menu. This is defaulted to the same time and day every week. But you can also set it up for other options: once monthly, once every two weeks etc. 
The last thing to do is to choose and select a date for the recurring appointment series to end on. We strongly advise for periods in excess of 6 months. You can set this up, and then click the 'finalize appointment' button to complete the transaction. 
Note: the appointment manager will not allow double bookings and will reject any dates in that recurring series where another therapist has booked that room time prior to your setting up this transaction. Similarly, the diary will not set up appointments in the sequence where you would 'double book' your own time, or where you have let the computer know already that you are on holiday or otherwise have 'days off'
Another way to initiate making an appointment is in the 'patient view. The next screenshot illustrates . |
| Making Changes to Existing Appointments If you are wanting to reschedule an existing appointment, you can do things the long way. That is to go into the existing appointment by clicking on it in the appointment grid, cancelling that session, and then making a new session using the method above. But the appointment manager does offer you more flexibility than that. We recommend that you reschedule the existing appointment using the time and date drop down lists that are featured in the right hand column. As before, if you are trying to move the appointment to a time, date or room that is pre-booked, then the appointment manager will automatically disallow that transaction. 
Cancelling Sessions You can cancel sessions with 48 hours notice. Please go into the session in the appointment manager grid. Select the 'Cancel Appointment' button, and submit the transaction |
