Appointment Calendar: Creating, Editing, Rescheduling, Cancelling & Deleting Appointments

Contents:

1. Viewing a Specific Patient's Appointments

2. Appointment Creation Locations

3. Creating an Appointment for a New Patient

4. Creating an Appointment for an Existing Patient

5. Creating Telehealth Appointments

6. Editing an Appointment

7. Creating Repeating / Recurring Appointments

8. Editing or Cancelling a Recurring Appointment Series

9. Extending or Reducing an Appointment's Duration

10. Rescheduling an Appointment

11. Cancelling an Appointment

12. Deleting an Appointment

13. Creating an Unavailable Timeslot

14. Expand/Collapse Appointment Book Legend

15. Viewing Appointment Audit History

    1. You can view appointment history in two places

    2. What Information Can You See

    3. Appointment Actions Recorded

    4. Editing or Rescheduling an Appointment

    5. Cancelling an Appointment

    6. Deleting an Appointment

    7. Group Appointments

    8. Appointments from Different Sources

ℹ️ Note: Patient will receive an email that an appointment has been booked if email reminder is enabled in the Provider's Preferences.

Creating Telehealth Appointments

Provider

1. To open the Coviu screen, navigate to your appointment book and open the scheduled Telehealth Appointment. 

2. Select the Telehealth Consultation hyperlink.
   

   ✅ Tip: Only the designated provider will be able to select the link and open the Coviu consultation.
3. The Provider will then be redirected to the Coviu Consultation. Follow the instructions as directed to enable Audio and Visual access.
   

4. After you have enabled Audio and Visual access, you will be presented with your Coviu consultation screen, as shown below. 

   
    

5. When the patient arrives to the consultation, you will need to permit them access by selecting Accept.  

   
    

6. You may now begin your consult.

Patient

1. Once a Telehealth appointment has been scheduled, the patient will receive an Email or SMS with a link to the consultation. 
   

2. The link will redirect the patient to the Coviu waiting room, where they will await admittance by the doctor. 

   

    

Editing an Appointment

1. First, click the appointment in the calendar.
   
    
2. Next, update the required fields or change the appointment status, and then click Save to apply the changes.
   

Creating Repeating / Recurring Appointments

This section explains recurring appointments in MediRecords and how to use the Repeat field to create them.

Recurring appointments let you schedule automatic repeats daily, weekly, monthly, or yearly. MediRecords creates future appointments based on your chosen frequency:

• Daily – repeats every day

• Weekly – repeats on the same day each week

• Monthly – repeats on the same date or same weekday each month

• Yearly – repeats annually

Use recurring appointments for ongoing treatments, regular reviews, or long-term follow-ups.

Follow these steps to create a repeating appointment series.

1. First, open a New Appointment window.
   
    

2. Select an existing patient or create a new patient and fill in all the mandatory fields.
   
    

3. Now locate the Repeat Field at the bottom of the window, click the dropdown arrow to view the recurrence options, and select the desired repeat frequency (Daily, Weekly, Monthly, or Yearly).
   
    

4. The following options will appear depending on the frequency selected.

   • Daily - If you set the repeat frequency to Daily, you can choose when the event ends. Pick either End After (a number of days) or End On (a specific date).
     
      

   • Weekly - The Weekly Repeat lets you choose an End date and select specific weekdays. You can also set appointments to recur every two or more weeks by adjusting the number in the Repeat Every field.
     
      

   • Monthly - The Monthly Repeat option lets you choose the same settings as before, plus the days of the month for the appointment.
     
      

   • Yearly - The Yearly Repeat option lets you choose the same settings as before, plus select Months and weeks.
     

     You can also further select different dates, times, user groups and providers by clicking on Available times
     
      

5. Check the appointment summary for correct recurrence details, then click Save to create all repeating appointments.

6. Look at the Appointment Calendar to see if all future recurring appointments are there. Hover over a booked appointment to see its details, including the next three upcoming appointments after the last one completed.
   
   
    

Editing or Deleting a Recurring Appointment Series

1. To edit a recurring appointment, click on the booked appointment 

2. A pop-up will appear to choose whether you want to edit only the current occurrence or the entire series.
   

3. This will open the appointment window, allowing you to edit or change any required fields.

   ✅ Tip: A series can only be edited, it cannot be cancelled; whereas an occurrence can be edited as well as cancelled.

    

4. To delete a recurring appointment, click the “X” on it and choose to delete either the current occurrence or the entire series from the pop-up box.
   
    

5.  Patient will receive an email that the booking has been deleted if email reminder is enabled in the Provider's Preferences.
   

Extending or Reducing an Appointment's Duration

1. To extend or reduce an appointment's length without opening it, place your mouse on the top or bottom edge until a two-directional arrow appears, then click and drag to adjust the length.
   
   
    

2. The new appointment length will be reflected in the appointment calendar.
   
    

3. The patient will receive an email that the appointment has been changed, if email reminder is enabled in the Provider's Preferences, though it will not show the duration of the appointment.
   

Rescheduling an Appointment

1. To reschedule an appointment, click the Appointment slot and drag it to a new time. 
   

    

   ✅ Tip: You can also drag it to a different provider.

   
    

2.  You will receive a pop-up that the appointment has been successfully updated.
   
    

3.  The new appointment time will now be reflected in the appointment calendar.
   
    

4. Patient will receive an email that the appointment has been rescheduled, if email reminder is enabled in the new Provider's Preferences.
   

Cancelling an Appointment

1. To cancel an appointment, select the appointment slot, click Cancel, choose a reason from the drop-down list, and click Save to confirm.
   
    

2. The appointment will now be greyed out.
   
    

3. Patient will receive an email that the appointment has been cancelled if email is enabled on the Provider's Preferences.
   

Deleting an Appointment

1. Click the X in the right-hand corner of the appointment in your calendar.
   
    

2. Click Yes to confirm the appointment will be deleted.
   
   
   3. The appointment has now been deleted.

ℹ️ Note:

NOTE: Only booked appointments can be deleted. If you are trying to delete a cancelled appointment, you will encounter a pop-up message. To resolve this, you have to change the status of the appointment from Cancelled to Booked and Save. Then, delete the appointment.

If email notification is turned on in the Provider's Preference, the patient will receive an email for the booking as well as the deletion of the appointment.

Creating an Unavailable Timeslot

This feature lets practitioners add to their schedules and helps staff manage appointments better to avoid conflicts. Marking when a doctor is unavailable for meetings, holidays, or conferences prevents double bookings and ensures patients are scheduled only when the doctor is free. Overall, it improves scheduling efficiency and organisation, leading to better patient care and satisfaction.

1. Click New Appointment, or click the Time slot that you want to set to Unavailable.
   
    

2. Click Unavailable at the top of the page to switch to the Unavailable form, complete all mandatory fields, and then click Save.
   
    

3. The selected provider's time slot will now show as Unavailable in the appointments calendar, with the reason for unavailability clearly displayed.
   

Expand/Collapse Appointment Book Legend

The appointment book legend (colour key) at the bottom has a Collapse/Expand option. Use Collapse to hide the legend and get more space for your schedule. Click Expand to see the full legend again. When collapsed, you can see more appointment slots without scrolling.

Viewing Appointment Audit History