Rescheduling and Cancelling

Moving and cancelling both happen in the diary. Cancelling changes the appointment's status to Cancelled and keeps it on the record. Deleting removes it entirely, so always cancel unless the booking was made in error.

Before you start

• Every appointment has one of six statuses: Scheduled, Confirmed, Arrived, Completed, Cancelled or Missed.
• Right-clicking an appointment in the diary opens a menu of quick actions. Left-clicking opens its details panel.
• Concierge reschedule and cancellation requests from callers arrive on the Enquiries page. Action them in the diary using the steps below, then mark the request Done.

Steps

Move an appointment to a new time

1. Open Diary and find the appointment.
2. Right-click it and choose Move to clipboard. A banner appears saying the appointment is ready to place.
3. Go to the new day or clinician column and click the empty slot you want. The appointment moves there and keeps its length. The banner disappears and the diary shows Appointment moved.
4. If you change your mind, press the close button on the banner before clicking a slot.

Change the time by editing

1. Click the appointment to open its panel and press Edit.
2. Change Date, Start time, Duration or Clinician and press Save changes.

Repeat a booking

1. Right-click the appointment and choose Copy to clipboard.
2. Click an empty slot. A new appointment is created there with the same patient, type and length, with the status Scheduled.

Cancel an appointment

1. Click the appointment and press Cancel appt in the panel, or right-click it and choose Cancel.
2. The status changes to Cancelled. The slot is free to book again and the appointment stays on the patient's Appointments tab under History.

Record a missed appointment

1. Right-click the appointment and choose Did not attend. The status becomes Missed.
2. If you marked it by mistake, right-click again and choose Pending to return it to Scheduled.

Delete an appointment

1. Only delete a booking that should never have existed, such as a test or a duplicate entered twice.
2. Right-click and choose Delete, or use the red delete button at the bottom of the panel. There is no undo.

What happens next

A moved appointment keeps its status and notes. A cancelled or missed appointment stays visible on the patient's record and on the Today page under Seen, missed & cancelled. If the appointment was booked against a recall, cancelling it does not reopen the recall automatically, so check the Recalls page and create a new recall if the patient still needs one.

Common problems

• The appointment will not drop where I click — the diary places it at the start of the slot you click. Change the time interval at the top of the diary to a smaller step for finer control.
• I cancelled the wrong appointment — open its panel and press Confirm or right-click and choose Pending to bring it back. Nothing is lost unless you delete.
• The patient wants to move but has already arrived — move it as normal. The Arrived status is kept.