Diary Administration to Communication (Web App)

Why Use This Function:

Other appointments can be made to organise the Doctor's day, these bookings are usually not linked to a Patient. 

The Contents of This User Manual:

• From the New Booking Button
• From the Diary Timeslot
• Create Vacancy

• This user manual will start on the Diary screen.

From the New Booking Button

Creating a Non-Patient Related Appointment from the New Booking button allows the user to quickly schedule administrative or internal appointments without needing to locate a specific Patient on the Diary. This option is especially useful for setting up meetings, training sessions, or out of Practice appointments, ensuring that non-clinical activities are properly recorded and do not interfere with Patient bookings.

• Click on the New Booking button.
  

• The Add/Edit Booking screen will open.

• For more information on the Add/Edit Booking screen, please refer to the user manual: Add/Edit Booking Screen: Navigation and Use.

• Click on the booking Type drop-down menu.
  

• The booking Type drop-down menu will expand.

• Click on the Out of Office booking type.
  

💡 Please Note: When the Out of Office booking type is selected, the Debtor and Patient Details sections will no longer be displayed on the Add/Edit Booking screen. This ensures that only relevant information for non-Patient appointments is shown.

• Click on the Date field.

• The Date Picker will open.

• Click on the desired Date.

• Click on the Time field.

• Click on the desired Time.
  

• Click on the Duration drop-down menu. 

• The Duration drop-down menu will expand.

• Click on the End Time field.

• Click on the desired Time.

💡 Please Note: If the appointment needs to cover the entire day, you can Tick the Rest of Day checkbox instead of manually entering the time or duration for the appointment.

• Click on the Save button to book the appointment.

• On the Diary screen, the Out of Office booking will be clearly displayed in its allocated timeslot.

💡 Please Note: Since this booking type has been marked as not Invoicable during setup, this booking's sidebar will display as Not Billable.

From the Diary Timeslot

Creating a Non-Patient Related Appointment directly from a Diary timeslot offers the user a fast and convenient way to block out time directly on the Diary. This method is ideal when you identify an open slot and want to immediately allocate it for a non-Patient purposes.

• Double Click on the desired Timeslot.

• The Add/Edit Booking screen will open.

• For more information on how please refer to the section From the New Booking Button for detailed steps on how to complete and save the Out of Office booking.

Create Vacancy

The Create Vacancy function allows you to free up time within an existing Out of Office booking directly from the Diary screen. This is useful when a Practitioner returns earlier than planned or part of the booked-out period is no longer required. By creating a vacancy within the Out of Office booking, you can make that portion of time available for new Patient appointments without needing to delete or recreate the entire booking.

• Click on the Out of Office booking.

• The Add/Edit Booking screen will open.

• Click on the Create Vacancy button.

 

• The Create Vacancy screen will open.

 

• Select the desired time period you wish to free up in this booking.

 

• Click on the Create Vacancy button.

 

• The open timeslot will now display on the Diary screen.