Appointment Types: Configuration & Quick Guide

Appointment types in MediRecords control how appointments are created, managed, and displayed within your practice, and the system ships with 60 pre-set types you can adjust to fit your workflow. Each type can be customised with its own name, duration, colour, and status. Marking a type as available to the community lets patients book it via the MediRecords Appointment Widget, Patient Mobile App, and Engage Patient Portal, while deactivating types you no longer need keeps your booking list streamlined.

Contents:

1. Editing an Appointment Type

2. Sharing Appointment Types in the Widget & Mobile App

3. Deactivating an Appointment Type

4. Activating an Inactive Appointment Type

5. Troubleshooting

Editing an Appointment Type

Navigate to More> Settings, and click on Appointments.

Within Appointments, click on the practice that you wish to edit the appointment types for. In this article, we will select MediRecords Admin 1x as an example.

Click on Appointment Types.

To edit an existing appointment type, click on the Appointment type you wish to edit.
In this example, we will edit the R/V type.

A small window will pop up with the details of that appointment type. You have the option to change the Icon, Name, Duration, Colour, Active Status, and Community Status.

Colour determines the color of the appointment slot when viewed in the Appointment Calendar, given the Colour Palette is set to "Type". This setting can be changed via the Practice section.

*NOTE: Completed appointments will always appear as their Status color.

*NOTE: Community Status determines whether the appointment type is available for patients to select from the MediRecords Online Appointments or Patient Mobile App.

If you change the duration of this appointment type, you will be prompted with a message explaining that this will not impact existing appointments made with that specific type. Click OK to proceed.


In this example, the R/V appointment type has been edited to the following.

Click Save when you have finished with the changes, or Cancel to revert the changes back to the previous information.

Sharing Appointment Types in the Widget & Mobile App

To ensure bookings are available via the Mobile app, Patient Engage platform and MediRecords Appointment Widget, the appointment type needs to be added to Community. If you are using Engage, please see Engage: Appointment Configuration.

1. Select the Appointment Type
    

    

2. Click the Tick-Box next to "Show in Engage" and Save
   

This appointment type is now available to be booked in community sessions.

Deactivating an Appointment Type

Appointment Types cannot be deleted, they can only be deactivated. To deactivate an appointment type:

Click on the Appointment type you wish to edit.
Uncheck the Active box
You will be prompted with the following warning message.

Once you click Save, the appointment type is now Inactive.

Activating an Inactive Appointment Type

To make an appointment type active again, change the filter to view Inactive appointment types only. Do this by clicking the Filter and selecting Inactive. Ensure to de-select Active as shown below.


Your screen will now show Inactive appointment types only. Click on the Appointment type you wish to reactivate.
Similar to the process before, check the Active box and click Save.


You will be prompted with the following message. Click Yes to proceed or No to cancel.

If you click Yes, the appointment type has now been made Active again.

Troubleshooting

Appointment Type Cannot Be Deleted

Cause: Appointment types cannot be deleted, they can only be deactivated.

Resolution: Untick the Active box on the appointment type and click Save to deactivate it instead. This removes it from your active booking options without deleting it.

Escalate: Not applicable, this is expected system behaviour rather than a fault.

Existing Appointments Do Not Reflect an Updated Duration

Cause: Changing an appointment type's duration does not affect appointments already made with that type, only new bookings.

Resolution: This is expected behaviour. Existing appointments keep the duration they were originally booked with. Confirm you are checking a new appointment if you expect the updated duration to apply.

Escalate: Not applicable, this is expected system behaviour rather than a fault.

Appointment Colour Does Not Match the Type Colour

Cause: Completed appointments always display in their Status colour, not their Type colour, regardless of what the Colour Palette is set to.

Resolution: Check the appointment's status. If it is Completed, the colour shown is expected. To see Type colours, ensure the Colour Palette is set to Type via the Practice section and check a non-completed appointment.

Escalate: Not applicable, this is expected system behaviour rather than a fault.

Further Reading

• Appointment Settings: Practice & Provider Configuration
• Appointment Calendar: Customising Views, Adding Providers, & Appointment Colouration
• Appointment Widget Configuration