Appointment Calendar: Customising Views, Adding Providers, & Appointment Colouration

This article explains how to view, navigate, and customise the Appointment Calendar in MediRecords. It covers the different calendar views available, how to filter and manage which providers are visible, and how to quickly find appointments for a specific patient.

You’ll also learn how appointment colouration works and how it can be configured to help you visually identify appointment types or statuses at a glance, making it easier to manage schedules and stay organised throughout the day.

Contents:

1. Viewing the Appointment Calendar

2. Filtering the Appointment Calendar

3. Adding & Removing Users from your Calendar View

4. Viewing a Specific Patient's Appointments

5. Appointment Colouration

Viewing the Appointment Calendar

The appointment calendar offers four distinct views: Day, Week, Month, and Agenda. This view will change depending on the number of providers added in the calendar view.
If there is only one Provider, you will be able to see Day, Week, Month, Agenda and List view.
If there are multiple providers in the calendar, you will be able to see only Day, Agenda and List. You will not be able to see Week and Month. 

These are accessible from the right-hand side of the appointments screen:

Day View shows the daily agenda for one or multiple providers, sorted by provider and time.


 

Week View shows the weekly agenda for a single provider, sorted by day and time.

Month View shows the monthly agenda for a single provider, sorted by month and day. 

Agenda View shows a detailed daily agenda for one or multiple providers, configurable from the Providers list.

Filtering the Appointment Calendar

To access the Filter, click Filter on the right-hand side of the Appointments Calendar to reveal a drop-down list.

The Filter can be sorted by four fields:

Urgent - Shows the appointments that are set to urgent from the Appointments Window.

Patient Type - The type of patient, set in patient preferences in the patient record.

Room - The room of the practice the consult will take place in, set under the Provider's Appointment Preferences

Appointment Status - The status of the appointment, set in the Appointment Window.

Adding & Removing Users from your Calendar View

NOTE:  In this section, adding a provider will only display them temporarily in the calendar. If you prefer to have a specific provider consistently visible in the Appointment Calendar, you can customize this setting in your preferences.

To Add users to your Appointments view, click the Provider tab to the right of New Appointment.

NOTE: The names of users with a tick next to their name will be displayed on the Appointments Calendar. You can select or deselect users from this list to add or remove their appointments from view.

To remove a user from your Appointments view, untick the Provider Name within the Provider tab.

Viewing a Specific Patient's Appointments

By hovering over an appointment in the appointment book, you can access information about the patient's upcoming appointments. This action will trigger a window to appear, presenting a concise overview of the patient, the current appointment, and details regarding their subsequent four appointments.

To view appointment history and upcoming appointments for a patient, go to the appointments screen:

Enter the name of a patient into the search box located next to the "Day / Agenda / List" tab, positioned above the calendar. As you do so, the screen will transition from the Daily view to the Agenda view. Make sure that all dates and checkboxes for providers are selected, and you will receive a comprehensive list of both past and upcoming appointments for the specified patient.

Appointment Colouration

Appointments can be colour coded based on either the Appointment Status or Appointment Type.

Navigate to More > Settings > Appointments > Select the practice.

Under Practice settings you will have the option of choosing the Colour Palette depending on the Appointment Status or Appointment Type

Appointment Status Colouration

If Colour Palette is set to Appointment Status, this will reflect the different Statuses of appointments according to the colour codes shown in the legend. 

When the status of an appointment changes, you will see it reflecting the corresponding colour code.

Appointment Type Colouration

If Colour Palette is set to Appointment Type, this will reflect the different Statuses of appointments according to the colour codes in the legend as seen below.

Expand/Collapse Appointment Book Legend

The appointment book legend (colour key) at the bottom of the schedule includes a Collapse/Expand option. This allows you to hide or show the legend to better manage screen space when viewing your appointment schedule.

Click Collapse on the legend to minimise it and create more space for the schedule. Click Expand to show the full legend again. When collapsed, more appointment slots are visible on screen without needing to scroll.