📅 Appointments

Before you start

Check the clinic and the patient’s identity. The screenshots use the fictional DEMO STARTER / 教學新同事. The times and measurements in these examples are training data.

1. Find a visit in List

1. Open Appointments from the left menu.
2. Choose List. Check the date at the top. Today returns the daily view to today.
3. Enter a name in Search. Use Status and Doctor to narrow the result.
4. Read the patient, doctor, date, time and status before opening the record.
5. Columns changes the list’s visible columns. Clear old filters when starting another search.

Step 1 — check the day and filters before looking for a visit. Click the image to enlarge it on this page.

Step 1 — check the day and filters before looking for a visit.

Read the list groups

Group	What it helps you find
Not Arrived	Bookings that have not been signed in.
Waiting	Signed-in patients waiting to be seen. Check the queue number and waiting time.
In Progress	Visits being handled, including visits awaiting checkout.
Done	Completed workflow items such as paid or cancelled visits. Read the individual status too.

In Waiting, the sort can use Appointment Time or Waiting Time. A waiting-time number is not the booked appointment time.

2. Use Schedule or Mine

Schedule: compare doctors or equipment

1. Select Schedule.
2. Choose Doctor View to compare the selected day by doctor.
3. Choose Equipment View to see equipment time slots.
4. Business Hours Only limits the time grid to the clinic’s business hours. Change it if you need to inspect a time outside those hours.
5. Select an existing appointment card to review it. Selecting an empty slot opens a new-booking flow; check the details carried into the form before saving.

Schedule — Doctor View groups time slots by doctor. Click the image to enlarge it on this page.

Schedule — Doctor View groups time slots by doctor.

Schedule — Equipment View shows the equipment timeline. Click the image to enlarge it on this page.

Schedule — Equipment View shows the equipment timeline.

Mine: your seven-day calendar

Select Mine to see your own appointments across the displayed seven-day range. Check the range at the top before booking. This view and the Mine permission scope are separate: a role scoped to Mine can restrict access to existing appointments to your own, while still allowing you to create a booking for another doctor.

Mine — check the date range, not just the day number. Click the image to enlarge it on this page.

Mine — check the date range, not just the day number.

3. Create an appointment

Choose the patient

1. Select New Appointment.
2. In the Patient panel, search by Patient No. / Name / Document No. / Phone No. / Email.
3. Wait for the search results. Compare the patient number and contact details.
4. Select the correct patient. The panel changes to Patient details.
5. Use Change if you selected the wrong person. Use New patient only after checking that no record already exists. See Patients for the patient form.

After 1 Result Found, select the existing result with its patient number and contact details. Add New Patient "DEMO STARTER" opens a separate new-patient flow. Use it only when no existing record belongs to that person.

Step 2 — select the correct patient from the completed search results. Click the image to enlarge it on this page.

Step 2 — select the correct patient from the completed search results.

Close view — Select the existing record with #9 and contact details. Click the image to enlarge it on this page.

Close view — Select the existing record with #9 and contact details.

Choose the appointment time

1. After choosing the patient, find Time on the right.
2. Open the time field and choose the intended option. The example first selects 13:00.
3. Check End Time. It must be later. This example form fills 13:15.
4. Scroll inside the options if necessary. Keep working in this appointment form.

Extra example — Check both Time and End Time. Click the image to enlarge it on this page.

Extra example — Check both Time and End Time.

Check the booking details

Field	What to check
Doctor	The doctor who will handle the visit.
Department	The appropriate clinic department.
Date / Time / End Time	Check all three. End Time must be after Time.
Consultation Mode	This internal workflow uses In-person.
Case Referrer	Choose the applicable referral source, when needed.
Equipment	Review Available and Exclusive indicators before selecting equipment.
Notes	A short booking note, rather than a full clinical record.
Vitals	Only measured information entered by an authorised colleague. Unknown values stay blank.

1. Review the patient and the fields above.
2. Select Create once. Use Cancel if you do not want to create the booking.
3. Wait for the dialog to close and the appointment to appear in the list.
4. Recheck the patient, doctor and time. A new, not-yet-arrived booking can show Unsigned.

Step 3 — check Patient details and Appointment Details before Create. Click the image to enlarge it on this page.

Step 3 — check Patient details and Appointment Details before Create.

Step 4 — find the new booking in the list and check its status. Click the image to enlarge it on this page.

Step 4 — find the new booking in the list and check its status.

4. View or change a booking

In the row’s Actions area, use the magnifying-glass icon for View Details, the pencil icon for Update Appointment, or the heart icon for Record Vitals. The … button opens more actions. Tooltips show the English action names.

View details

Open View Details. Read View Appointment, check the patient and booking, then use Cancel or Close to return. Viewing is different from changing the booking.

Step 5 — View Appointment lets you check the existing booking. Click the image to enlarge it on this page.

Step 5 — View Appointment lets you check the existing booking.

Update the time or booking note

1. Open Update Appointment with the pencil icon.
2. Check the patient at the top of Edit Appointment.
3. Choose the new date or time. After changing Time, check End Time again; the form may adjust it.
4. Change the relevant booking details or Notes.
5. Select Update. Cancel discards the pending edit.
6. Find the appointment in the list again and check the new value.

Step 6 — Edit Appointment uses Update to save the booking changes. Click the image to enlarge it on this page.

Step 6 — Edit Appointment uses Update to save the booking changes.

Step 7 — confirm the revised time in the list. Click the image to enlarge it on this page.

Step 7 — confirm the revised time in the list.

5. Record vitals

1. Select the heart icon, Record Vitals, on the correct appointment.
2. Check the patient name in the dialog.
3. Enter measured values in the matching units: cm, kg, °C, mmol/L, %, bpm or mmHg, as shown beside each field.
4. Leave unmeasured fields blank. The example values below belong only to the fictional patient.
5. Select Save. Wait for Vitals updated. Cancel leaves without saving this entry.
6. Reopen Record Vitals on the same row. Check that the values remain in their intended fields. Select Cancel when you only need to review them.

Step 8 — match each measurement to its labelled field and unit. Click the image to enlarge it on this page.

Step 8 — match each measurement to its labelled field and unit.

Step 9 — Reopen the form and check that the saved values remain. Click the image to enlarge it on this page.

Step 9 — Reopen the form and check that the saved values remain.

6. Sign in an arriving patient

1. Find the patient’s booking and check the date and identity.
2. On the correct row, select Sign.
3. Check that the row moves into Waiting and shows Signed. It can also show a queue number and waiting time.
4. Call is the next queue action shown on the signed-in row. Follow your clinic’s calling process.
5. When correcting an arrival entered by mistake, open … and review Cancel Sign-in. This is different from cancelling the appointment.

Step 10 — Signed records arrival; it does not mean the consultation or payment is complete. Click the image to enlarge it on this page.

Step 10 — Signed records arrival; it does not mean the consultation or payment is complete.

7. More actions and cancellation

Open the row’s … menu. Actions can include Sign, Notify Doctor, Appointment Form, Cancel Sign-in and Cancel Appointment. An unavailable action can be disabled because of the visit state or your permissions.

Step 11 — read the action name before selecting it. Click the image to enlarge it on this page.

Step 11 — read the action name before selecting it.

To cancel a booking:

1. Confirm that this is a real cancellation, rather than a change of time or a mistaken sign-in.
2. Choose Cancel Appointment.
3. Read Cancel appointment? and recheck the patient’s row behind the dialog.
4. Select Cancel Appointment to confirm, or Cancel to keep the booking.
5. Check the resulting status and the active filters. Do not recreate the appointment before checking whether it already exists.

Step 12 — Cancel keeps the booking; Cancel Appointment confirms the cancellation. Click the image to enlarge it on this page.

Step 12 — Cancel keeps the booking; Cancel Appointment confirms the cancellation.

Check the cancellation result

1. Return to List and find the same patient.
2. Check that the row shows Cancelled. This example keeps patient #9's cancelled booking; it does not delete the patient.
3. If it is hidden, check whether the Status filter excludes cancelled records.

Step 13 — Check Cancelled to confirm the cancellation was saved. Click the image to enlarge it on this page.

Step 13 — Check Cancelled to confirm the cancellation was saved.

Before you finish

Check the patient, date, doctor, time and status one more time. Use the clinic’s assigned workflow to continue to Consultation or Checkout. Signing in, completing a consultation and receiving payment are separate events.

❓ FAQ

What is the difference between List, Schedule and Mine?

List shows appointment rows. Schedule shows time slots. Mine shows your own appointments in a seven-day calendar. The permissions assigned to your account still control which existing records you may open or change.

Can a follow-up date replace an appointment?

No. A follow-up task is a reminder to act. A scheduled appointment has its own date, time and doctor. Check the linked appointment separately.

Why is the end time rejected?

End Time must be after Time. Check the date and both times before creating the booking.

Can I cancel a booking to correct a spelling mistake?

Open the appointment details and use the edit action when you only need to correct its details. Cancel Appointment changes the booking’s status and should be used for an actual cancellation.

Does Sign mean the consultation has finished?

No. Sign records arrival. Consultation and Checkout are later actions in the visit workflow.

Next

Open Consultation, review the patient or manage follow-ups.