Book an appointment
Booking an appointment is a three-step flow:
- Pick a time slot on the calendar.
- Find the patient (or create a new one).
- Fill in the appointment details and save.
You end up with a coloured block on the calendar for that patient, doctor and time.
1. Pick a time slot
On the Appointments tab, make sure the right Store and Doctor filter is set at the top, then click an empty slot in the doctor's column at the time you want.
A Create appointment window opens. It first asks you to find the patient.
You cannot pick a slot in the past — the app will show an error and refuse.
2. Find or create the patient
Type the patient's Name, Last Name, or DOB and click Patient to search. Matches appear in the table below.
- If the patient is in the list — click their row. The window switches to the appointment form (step 3).
- If they aren't in the list — click the green Create button. A new form opens; fill in at least the required fields (marked with
*) and click Submit. The patient is added; come back to this window and search for them by name to select them.
3. Fill in the appointment
Once the patient is selected, you see the full Create appointment form. The left half is the patient's card (you can adjust their details and save them with Submit); the right half is the appointment itself. Picked the wrong patient? Close under the patient's card takes you back to the search.
Fields on the right (required ones marked with *):
- Doctor
*— who is seeing the patient. If you clicked a slot inside a doctor's column, that doctor is preselected. - Start / Day / End
*— time of the visit. They come from the slot you clicked. If you change Start, End moves to Start plus the default appointment duration (set in Settings). Change End if the visit is longer. - New Patient — tick if this is the patient's first visit.
- Referral Source / Visit Reason — optional, and offered only while creating an appointment; they do not appear when you reopen one. They feed the Referral report.
- Appointment Note — free text seen by the doctor at the visit.
- Insurance — pick from the patient's insurances. If none are on file, use Create Insurance at the bottom.
- Status
*— pick one:- Scheduled — booked, patient hasn't confirmed yet
- Confirmed — patient confirmed
- Checked In — patient has arrived
- No Show — patient didn't come
- Cancelled
- Completed — visit is over
Click Add an appointment at the bottom right to save. If the save is refused, the red message says why (for example, the doctor works at another store on that date).
4. Check the calendar
The new appointment appears as a coloured block in the doctor's column, with the patient's name and status.
Colours follow the status:
- 🟢 Scheduled · 🔵 Confirmed · 🟠 Checked In · 🔴 Cancelled · ⚪ No Show (grey) · Completed in a muted steel blue
Booking from the patient card
When you are already on the patient's card, you can skip the search. Press New Appointment on the Last appointments widget.
The appointment calendar opens with the Create appointment window already showing the appointment form for that patient:
- Day is today, and Start is the current time rounded up to the next slot — with 15-minute slots, 10:07 becomes 10:15. End is one slot later.
- Doctor is empty — pick who will see the patient.
- Change the day and times to the ones the patient wants, fill in the rest as in step 3, and click Add an appointment.
The appointment is booked at the store that is selected on the calendar, so glance at the Store filter behind the window if the practice has more than one location.
Closing the window without saving leaves you on the plain calendar — reopening or refreshing the page does not bring the patient back.