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Accessing and Managing Appointment Settings

Overview

This step-by-step guide provides comprehensive instructions on how to access and manage appointment settings. It covers how to customise scheduling preferences, set up provider sessions, and create ad hoc appointments to support efficient appointment management.

Table of Contents

  1. 🎓Accessing Appointment Settings

    • Navigate to the Appointments section 

  2. 🎓 Set Practice Operating Hours and Sessions

    • Define your practice’s standard operating hours

  3. 🎓 How to Create Regular Sessions

    • Add recurring provider sessions

  4. 🎓 How to Edit a Providers Regular Session

    • Update existing session details

  5. 🎓 How to Delete a Providers Regular Session
    • Remove a provider’s regular session
  6. 🎓 How to create Extra Sessions
    • Add one-off extra sessions
  7. 🎓 How to Edit Extra Sessions
    • Modify an extra session’s details
  8. 🎓 How to Delete a Extra Session
    • Delete a specific extra session
  9. 🎓 How to Search for a Provider's Session
    • Search sessions by provider name
  10. 🎓 How to Filter by when Searching
    • Use filters to refine search results
  11. 🎓 Creating Holidays for Practice and Providers' Regular Sessions
    • Block out holidays or leave periods
  12. 🎓 How to Edit Holiday Sessions
    • Block out holidays or leave periods
  13. 🎓 How to Delete a Holiday Session
    • Remove holiday periods 
  14. 🎓 How to Search for Holiday Sessions
    • Locate holiday sessions 
  15. 🎓 Customising Appointment Types
    • Create and define appointment types
  16. 🎓 Editing and Managing Existing Appointment Types
    • Update or deactivate existing types
  17. 🎓 Filtering Active and Inactive Appointment Types
    • View active or inactive types using filters

 

🎓Accessing Appointment Settings

1. Access the submenu options by clicking on More in the Navigation Menu to expand the list.

 

Access the submenu options by clicking on More in the Navigation Menu to expand the list.
 

2. Click on Settings.

 

Click on Settings.
 

3. Click on Appointments.

 

Click on Appointments.
 

4. Click on your listed Practice.

 

Click on your listed Practice.

 

🎓 Set Practice Operating Hours and Sessions

 

5. Upon default, you'll be directed to the Practice screen.

 

Upon default, you'll be directed to the Practice screen.
 

6. Please review the fields and complete them according to the needs of your practice.

 

Please review the fields and complete them according to the needs of your practice.
ℹ️ Calendar Units: Specifies the time interval units displayed on the calendar, such as minutes and hours. This setting determines the precision of time slots available for scheduling appointments.
Start Time: Defines the beginning of the working day or appointment schedule. It sets the time when appointments can start being booked.
End Time: Specifies the end of the working day or appointment schedule. It marks the time when appointments can no longer be booked.
Days Closed: Indicates the days of the week when the practice is closed and no appointments are available for booking. This setting helps to accurately reflect the practice's operational schedule on the appointment calendar.
Colour Palette: This configuration determines the colour scheme displayed on the appointment calendar. The choices include either Appointment Type colours or Status colours, reflecting either the type of appointment or its status in colour.
Rescheduling Appointments: Enabling this option will include a reason for rescheduling appointments field to appear in the booking form from the calendar when rescheduling appointments.

 

7. Click on Update to confirm your selections.

 

Click on Update to confirm your selections.

 

🎓 How to Create Regular Sessions

 

8. Click on Sessions.

 

Click on Sessions.
 

9. Upon default, you'll be directed to the Regular Sessions Grid.

 

Upon default, you'll be directed to the Regular Sessions Grid.
 

10. To create a new session, Click on New Session.

 

To create a new session, Click on New Session.
 

11. Select your choice by clicking on the Calendar field.

 

Select your choice by clicking on the Calendar field.
 

12. Choose between Practice or Community by making your selection.

 

Choose between Practice or Community by making your selection.
ℹ️ Practice: Choose this option if your appointments are created internally by your staff directly from the MediRecords Appointment Calendar.
Community: Select this option if you have purchased and are using our Appointment Widget. This allows your providers' calendar to appear on your website, enabling patients to book their own appointments with your providers.

 

13. Click in the field for Session Provider and enter your provider's name.

 

Click in the field for Session Provider and enter your provider's name.
 

14. Please select the provider listed below to confirm your choice.

 

Please select the provider listed below to confirm your choice.
 

15. Click on the field for Days of the Week.

 

Click on the field for Days of the Week.
 

16. Choose the day of the week you wish to set up for the provider.

 

Choose the day of the week you wish to set up for the provider.
ℹ️ Please be aware that if you select Monday to Saturday, you must ensure that Saturday is not marked as a closed day in the previous section under Days Closed in Practice. If Saturday is marked as closed, you won't be able to save your changes here.

 

17. To enter a custom session name, click on the field and type in your desired name.

 

To enter a custom session name, click on the field and type in your desired name.
 

18. Click on the field to choose a colour.

 

Click on the field to choose a colour.
 

19. Choose your desired colour from the colour palette that appears.

 

Choose your desired colour from the colour palette that appears.
ℹ️ Selecting a colour here will define the appointment calendar colour for the provider. You may leave this field blank, and it will default to white. Alternatively, if you have a hex code, you can enter it here to select the exact colour of your choice.

 

20. You can click into the field to exclude specific appointment types for each provider, where applicable.

 

You can click into the field to exclude specific appointment types for each provider, where applicable.
ℹ️ This setting ensures that the team cannot schedule specific appointment types for providers if they do not offer those particular services when booking patients.

 

21. Click on Start Time and set it according to the provider's preference.

 

Click on Start Time and set it according to the provider's preference.
 

22. Click on End Time and set it according to the provider's preference.

 

Click on End Time and set it according to the provider's preference.
ℹ️ Please note that if you wish to block out a permanent break in the provider's schedule, you can input the start time here and an end time, for example, until 12pm. Then, repeat these steps again for an afternoon session.

 

23. Click on Start Date to set the date from which the calendar will be open.

 

Click on Start Date to set the date from which the calendar will be open.
 

24. Click on End Date to set the date from which the calendar will be closed.

 

Click on End Date to set the date from which the calendar will be closed.
ℹ️ If you do not have a specific date to enter for closing the calendar, you can leave this as the default date selected. By default, this will keep the calendar open for 5 years.

 

25. By default, the Cycle field will display as 1 of 1 indicating that the appointment session will recur weekly.

 

By default, the Cycle field will display as 1 of 1 indicating that the appointment session will recur weekly.
ℹ️ Cycles indicate the frequency of the provider's shifts as follows:1 of 1 = Weekly1 of 2 = Fortnightly1 of 3 = Once every 3 weeks1 of 4 = Once every 4 weeks

 

26. Click on Cycle Start Date and set the date accordingly.

 

Click on Cycle Start Date and set the date accordingly.
ℹ️ Please be aware that the cycle start date must match the start date.

 

27. Please review and ensure that all mandatory fields are completed.

 

Please review and ensure that all mandatory fields are completed.
ℹ️ Mandatory fields in MediRecords are indicated with a red asterisk symbol.

 

28. Select Save to finalise and apply the changes made.

 

Select Save to finalise and apply the changes made.
 

29. In the Regular Session Grid, you will find your newly created Provider Session listed.

 

In the Regular Session Grid, you will find your newly created Provider Session listed.

 

🎓 How to Edit a Providers Regular Session

 

30. To edit a session, select the checkbox next to the session assigned to a provider.

 

To edit a session, select the checkbox next to the session assigned to a provider.
 

31. Click on the Edit button located above the grid list.

 

Click on the Edit button located above the grid list.
 

32. Make the necessary changes to the session as needed.

 

Make the necessary changes to the session as needed.
 

33. Select Save to finalise and apply the changes made.

 

Select Save to finalise and apply the changes made.

 

🎓 How to Delete a Providers Regular Session

 

34. To delete a regular session, select the checkbox next to the session assigned to a provider.

 

To delete a regular session, select the checkbox next to the session assigned to a provider.
 

35. Click on the Delete button located above the grid list.

 

Click on the Delete button located above the grid list.
 

36. Select Yes to confirm this action.

 

Select Yes to confirm this action.
ℹ️ The session will be removed from the grid and no longer reflect from the Appointment Calendar.

 

🎓 How to create Extra Sessions

 

37. To create an Extra Session, choose Extra from the options above the grid.

 

To create an Extra Session, choose Extra from the options above the grid.
 

38. Click on New Session.

 

Click on New Session.
 

39. Select your choice by clicking on the Calendar field.

 

Select your choice by clicking on the Calendar field.
 

40. Choose between Practice or Community by making your selection.

 

Choose between Practice or Community by making your selection.
ℹ️ Practice: Choose this option if your appointments are created internally by your staff directly from the MediRecords Appointment Calendar.
Community: Select this option if you have purchased and are using our Appointment Widget. This allows your providers' calendar to appear on your website, enabling patients to book their own appointments with your providers.

 

41. Click in the field for Session Provider and enter your provider's name.

 

Click in the field for Session Provider and enter your provider's name.
 

42. Please select the provider listed below to confirm your choice.

 

Please select the provider listed below to confirm your choice.
 

43. To enter a custom session name, click on the field and type in your desired name.

 

To enter a custom session name, click on the field and type in your desired name.
 

44. Click on the field to choose a colour.

 

Click on the field to choose a colour.
 

45. Choose your desired colour from the colour palette that appears.

 

Choose your desired colour from the colour palette that appears.
ℹ️ Selecting a colour here will define the appointment calendar colour for the provider. You may leave this field blank, and it will default to white. Alternatively, if you have a hex code, you can enter it here to select the exact colour of your choice.

 

46. You can click into the field to exclude specific appointment types for each provider, where applicable.

 

You can click into the field to exclude specific appointment types for each provider, where applicable.
ℹ️ This setting ensures that the team cannot schedule specific appointment types for providers if they do not offer those particular services when booking patients.

 

47. Click on the Date field to select the specified date for this session.

 

Click on the Date field to select the specified date for this session.
 

48. Click on Start Time and set it according to the provider's preference.

 

Click on Start Time and set it according to the provider's preference.
 

49. Click on End Time and set it according to the provider's preference.

 

Click on End Time and set it according to the provider's preference.
 

50. Please review the form and ensure all mandatory fields are completed accordingly.

 

Please review the form and ensure all mandatory fields are completed accordingly.
ℹ️ Mandatory fields in MediRecords are indicated with a red asterisk symbol.

 

51. Select Save to finalise and apply the changes made.

 

Select Save to finalise and apply the changes made.
 

52. In the Extra Session Grid, you will find your newly created Provider Session listed.

 

In the Extra Session Grid, you will find your newly created Provider Session listed.

 

🎓 How to Edit Extra Sessions

 

53. To edit a session, select the checkbox next to the session assigned to a provider.

 

To edit a session, select the checkbox next to the session assigned to a provider.
 

54. Click on the Edit button located above the grid list.

 

Click on the Edit button located above the grid list.
 

55. Make the necessary changes to the session as needed.

 

Make the necessary changes to the session as needed.
 

56. Select Save to finalise and apply the changes made.

 

Select Save to finalise and apply the changes made.

 

🎓 How to Delete a Extra Session

 

57. To delete a extra session, select the checkbox next to the session assigned to a provider.

 

To delete a extra session, select the checkbox next to the session assigned to a provider.
 

58. Click on the Delete button located above the grid list.

 

Click on the Delete button located above the grid list.
 

59. Select Yes to confirm this action.

 

Select Yes to confirm this action.

 

🎓 How to Search for a Provider's Session

 

60. Click on Search Name field and enter in the Providers name.

 

Click on Search Name field and enter in the Providers name.

 

🎓 How to Filter by when Searching

 

61. Click on Filter.

 

Click on Filter.
 

62. Check the box that is relevant to your search criteria.

 

Check the box that is relevant to your search criteria.
ℹ️ Calendar: Choose between options for Practice or Community calendars.
Providers: Select options to search per Provider or All providers.

 

🎓 Creating Holidays for Practice and Providers' Regular Sessions

 

63. To create an Holidays, choose Holidays from the options above the grid.

 

To create an Holidays, choose Holidays from the options above the grid.
 

64. Click on New Holiday.

 

Click on New Holiday.
 

65. Click in the field for Session Provider and enter your provider's name.

 

Click in the field for Session Provider and enter your provider's name.
 

66. Please select the provider listed below to confirm your choice.

 

Please select the provider listed below to confirm your choice.
 

67. Enter the Reason for a Holiday Session.

 

Enter the Reason for a Holiday Session.
 

68. Click on the Start Date field to select the specified date for this session.

 

Click on the Start Date field to select the specified date for this session.
 

69. Click on the End Date field to select the specified date for this session.

 

Click on the End Date field to select the specified date for this session.
 

70. Select Save to finalise and apply the changes made.

 

Select Save to finalise and apply the changes made.

 

🎓 How to Edit Holiday Sessions

 

71. To edit a holiday session, select the checkbox next to the session assigned to a provider.

 

To edit a holiday session, select the checkbox next to the session assigned to a provider.
 

72. Click on the Edit button located above the grid list.

 

Click on the Edit button located above the grid list.
 

73. Make the necessary changes to the session as needed.

 

Make the necessary changes to the session as needed.
 

74. Select Save to finalise and apply the changes made.

 

Select Save to finalise and apply the changes made.

 

🎓 How to Delete a Holiday Session

 

75. To delete a holiday session, select the checkbox next to the session assigned to a provider.

 

To delete a holiday session, select the checkbox next to the session assigned to a provider.
 

76. Click on the Delete button located above the grid list.

 

Click on the Delete button located above the grid list.
 

77. Select Yes to confirm this action.

 

Select Yes to confirm this action.

 

🎓 How to Search for Holiday Sessions

 

78. Click on Search Name field and enter in the Provider name.

 

Click on Search Name field and enter in the Provider name.

 

🎓 Customising Appointment Types

 

79. Click on Appointment Types.

 

Click on Appointment Types.

80. Active appointment types are displayed by default, allowing you to customise them to meet your practice's specific requirements.

 

Active appointment types are displayed by default, allowing you to customise them to meet your practice's specific requirements.
ℹ️ In this section, you will find the appointment types created for your practice. Here, you can customise existing appointment types or filter by inactive appointment types. Please note that new appointment types cannot be created in MediRecords; however, the platform provides up to 60 existing appointment types.

 

🎓 Editing and Managing Existing Appointment Types

 

81. Click on the appointment type tile you want to customise.

 

Click on the appointment type tile you want to customise.
 

82. Review the form and click into each field to customise your appointment type as needed.

 

Review the form and click into each field to customise your appointment type as needed.
ℹ️ Click Icon: This field allows you to select an icon to visually represent the appointment type. Icons help differentiate between different types of appointments for easy identification.
Name: The name field is where you can specify the name of the appointment type. It should accurately describe the nature or purpose of the appointment.
Duration: In this field, you can specify the duration of the appointment type, indicating how long the appointment typically lasts. This helps with scheduling and time management.
Colour: Choose a colour to represent the appointment type on the calendar. Color-coding appointments helps to visually organise and differentiate between different types of appointments.
Active: This field indicates whether the appointment type is currently active or inactive. Active appointment types are available for scheduling, while inactive ones are not.
Telehealth: If the appointment type is suitable for telehealth appointments facilitated by our integration with COVIU, you can indicate this by selecting this option.
Community: Select this option if you have purchased and are using our Appointment Widget. This allows your appointment types to appear on your website, enabling patients to book their own appointments with your providers.
Description: This field allows you to provide additional information or details about the appointment type. It can include any specific instructions or guidelines relevant to this appointment type.

 

83. Select Save to finalise and apply the changes made.

 

Select Save to finalise and apply the changes made.

 

🎓 Filtering Active and Inactive Appointment Types

 

84. Click on Filter.

 

Click on Filter.
 

85. To customise and create new active appointment types, check the box for Inactive.

 

To customise and create new active appointment types, check the box for Inactive.
 

86. Select any of the inactive appointment types to customise.

 

Select any of the inactive appointment types to customise.
 

87. Click on the icon to make changes.

 

Click on the icon to make changes.
 

88. Choose your desired icon from the available options.

 

Choose your desired icon from the available options.
 

89. Click on Select to confirm you choice.

 

Click on Select to confirm you choice.
 

90. Enter your custom name for the appointment type.

 

Enter your custom name for the appointment type.
 

91. Click on the Duration field to make a selection.

 

Click on the Duration field to make a selection.
 

92. Click on the field to choose a colour.

 

Click on the field to choose a colour.
 

93. Choose your desired colour from the colour palette that appears.

 

Choose your desired colour from the colour palette that appears.
ℹ️ Selecting a colour here will define the appointment type colour. If you have a hex code, you can enter it here to select the exact colour of your choice. If you have selected Type from the Palette Colour Setting in Practice this choice will be visually reflected accordingly.

 

94. Check the Active box to activate this appointment type.

 

Check the Active box to activate this appointment type.
 

95. Check Telehealth if you are integrating with COVIU for telehealth appointments.

 

Check Telehealth if you are integrating with COVIU for telehealth appointments.
 

96. Check Community if you have purchased and are using the MediRecords Appointment Widget.

 

Check Community if you have purchased and are using the MediRecords Appointment Widget.
 

97. Please enter a description for this appointment type.

 

Please enter a description for this appointment type.
 

98. Click Save to confirm changes.

 

Please enter a description for this appointment type.
 

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