Settings
Appointment settings
This is where you set up your default appointment types and can also add handy instructions that can easily be sent with your appointment confirmations, saving you time.
- Click the Diary Settings button at the top of the screen or use the shortcut Alt+Shift+S
- Click Appointment in the left-hand menu – the page is split into two sections – Appointment types at the top and Appointment instructions at the bottom
Appointment types
Here’s where you create and manage the different types of appointments used when booking patients into your diary. These are based on the Industry Standard Codes (ISCs) that are used in the background to identify what type of appointment is being invoiced to insurers. You can call your appointments whatever you want and have multiple versions of the same thing, although remember the name must be something that’ll be understood by anyone.
The list is in alphabetical order but to help you find the right one quickly, simply type part of the Appointment name in the search box.
To give you a head start, we’ve included 18 commonly used appointment types, with suggested durations – we’ve kept the name the same as the ISC. These are:
- Anaesthesia For Surgery – 360 mins
- Consultation with Minor Treatment – 60 mins
- Consultation, Follow up – 60 mins
- Consultation, Initial – 60 mins
- Consultation, Outpatient – 60 mins
- Initial telephone consultation with MSK Specialist – 60 mins
- Inpatient Consultation – 60 mins
- Physio O/P Consultation per 15 Minutes – 15 mins
- Physiotherapy Follow-up Remote Consultation – 60 mins
- Physiotherapy Initial Consultation – 60 mins
- Physiotherapy Initial Remote Consultation – 60 mins
- Physiotherapy, Follow Up Consultation – 60 mins
- Remote Consultation – 60 mins
- Surgeons Fee for Surgery – 360 mins
- Telephone Consultation over 15 Minutes – 15 mins
- Telephone Consultation up to 15 Minutes – 15 mins
- Video Consultation over 15 Minutes – 30 mins
- Video Consultation up to 15 Minutes – 15 mins
You can easily delete those you don’t want and edit the ones that you’ll use by following these simple steps. NOTE: You mustn’t use an appointment type that’s aligned to a specific professional ISC for another e.g. don’t use Physiotherapy Initial Consultation if you’re not a physiotherapist.
Editing or deleting an appointment type
At the top of the page underneath Appointment types you’ll see the pre-loaded list. To delete an appointment type simply click the dustbin icon in the Action column and then click Yes. Once deleted it can’t be reinstated and will need to be added again.
To edit an appointment type click the pencil icon in the Admin column.
- You can change the name in the Appointment type name (alias) box to anything you want
- Change the colour by clicking in the box and choosing an alternative
- Change the duration by highlighting the number and overwriting with the new value or use the up and down arrows that appear in the right-hand side of the box when you hover over it
- Click the Treatment setting box to choose the correct setting
- If you think you may want to use this appointment type in the future but want to remove it from your list for now, tick the inactive box – to include your inactive appointment types when you’re looking at your list just tick the Include inactive box and the top of the screen. Untick the box if you want to re-activate it
- Click Save
Adding a new appointment type
- Click Add
- Click the Appointment type box and type in the type of appointment you’re looking for e.g. consultation, physio or therapy and choose the relevant one from the list – you can try and narrow down the search by typing in more specific words
- The same name will show in the Appointment type name (alias) box but you can overwrite this to your own e.g. Consultation, Initial(E0000610) can be renamed Initial appointment (45 mins)
- You can choose a colour – an initial colour will be shown but you can change this by clicking in the box and choosing from the available options
- The Duration defaults to 30 minutes – you can change this by either highlighting 30 and overwriting with the new value or use the up and down arrows that appear in the right-hand side of the box when you hover over it
- When you click the Treatment setting box you’ll be given a list to choose from
- Click Save and it will be added to your list
- You can make changes to this appointment type at any time by clicking the pencil icon and following the instructions for Editing or deleting an appointment type
- If you’ve never used an appointment type you can delete it by clicking the dustbin icon
Appointment instructions
This is where you can write simple commonly-used instructions that can easily be included with your appointment confirmations – this’ll save you time as you won’t need to remember to add them to your main messages. You can also create instructions to give patients location directions.
- Click Add
- Give your instruction a Name e.g. Admission for operation or Initial consultation instructions
- Type the instruction in the Text box
- If it’s a Location direction make sure you toggle the button underneath the text box
- Click Save and it will be added to your list
- You can make changes to an instruction at any time by clicking the pencil icon or click the dustbin icon to delete it
