Managing existing patient bookings Follow

Although HealthEngine gives patients the ability to manage their own appointments, stores can also manage this in the event a patient does not show up or if they need to reschedule.

In this section, we will go through how stores can re-schedule and cancel patient appointments, including the ability to quickly rebook appointments for their existing patients.

 

To jump to a specific section within the article, please use the links below. 

 

Where to view patient booking details

You can access patient booking details from two sections in Practice Admin. In 'Manage availability' directly through your Calendar or via the 'Bookings' tab. 

 

In 'Manage availability' navigate to the date of the booked appointment in your calendar that you wish to change and click on the schedule.

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You will see a pop-up box with a more detailed view of your appointment slots.

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Click on the person icon to see booking details.

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From the 'Bookings' tab, select 'Online bookings' and click on the patient to see booking details.

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How to mark that a patient has attended their appointment

From the expanded booking details you can mark that a patient has attended their appointment. 

 

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The appointment slot in your calendar will change to green with a tick to indicate attendance.

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You can reverse this at any time by going back to the booking details and unchecking the attended box as above.

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How to reschedule a booking

In 'Manage availability' navigate to the date of the booked appointment in your calendar you wish to change, click on the schedule, then click the three dots in the booked appointment slot.

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Select 'Reschedule Booking'.

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You will then see a pop up with options to reschedule. This defaults to the original booking date and details, however, you can reschedule to a new date, another consultation room or for a different appointment type altogether.

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Once you have selected the time and details of the new appointment. Click the 'Reschedule current appointment' button to complete the reschedule. 

You will then see a confirmation message advising the new booking details and that an email has been sent to the patient.

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You can also reschedule appointments via the 'Bookings' tab. 

TIP: Use the patient search feature under filters to easily locate a booking.

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Once you have found the booking, click on the details to see the expanded view. To see the option to reschedule, select the three dots as shown below:

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Select 'Re-schedule' and continue with the flow as above.

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If you go back to the 'Bookings' tab you will see the reschedule from 10:00 am to 1:00 pm. Notice the original appointment has been marked with a red cancelled flag and cancellation reason as rescheduled if you go into the expanded booking details.

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How to cancel a booking

In 'Manage availability' navigate to the date of the booked appointment in your calendar you wish to cancel, click on the schedule, then click the three dots in the booked appointment slot.

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Select 'Cancel Booking'.

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Select 'Cancel appointment' to confirm.

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If you go back into 'Manage availability', you will see that the appointment has been republished for another patient to book. If you no longer want to publish the time, click on the symbol to unpublish.

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How to book a new appointment for an existing patient

Booking a new appointment for an existing patient is made easy with our rebook functionality. It allows stores to quickly book appointments without having to input patient details.

There are two ways you can do this. Directly through 'Manage availability' in your calendar or through the 'Bookings' page.

 

Option 1: Rebook in your calendar

This is the quickest way to rebook and it will suit situations where the patient has just attended their appointment and they wish to book a follow-up appointment.

In 'Manage availability' select the schedule with the patient appointment, then click the three dots in the booked appointment slot.

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Select 'Book new appointment for patient'.

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The pop-up screen defaults to the original booking date and details. Use the drop-down box to select a new date, rebook to another consultation room or for a different appointment type altogether.

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Once you have selected the time and details of the new appointment. Click the 'Create new appointment' button to complete the booking. 

You will then see a confirmation message advising the new booking details and that an email has been sent to the patient.

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