Appointment Series 3: Managing Appointments

Once appointments are created in MediRecords, there are a range of tools available to keep your appointment book accurate and up to date. This article covers how to edit, reschedule, cancel, and delete appointments, as well as how to create and manage recurring appointment series, adjust appointment duration, block unavailable timeslots, and use the appointment book legend.

This article is part of a series on managing appointments in MediRecords. After reading this article, you may also want to review the other articles in this series listed at the bottom of this page.

Contents:

1. Editing an Appointment
2. Creating Repeating / Recurring Appointments
3. Editing or Deleting a Recurring Appointment Series
4. Extending or Reducing an Appointment's Duration
5. Rescheduling an Appointment
6. Cancelling an Appointment
7. Deleting an Appointment
8. Creating an Unavailable Timeslot
9. Expand / Collapse Appointment Book Legend

Editing an Appointment

1. Click the appointment in the calendar.
   
    
2. Update the required fields or change the appointment status, then click Save to apply the changes.
   

Creating Repeating / Recurring Appointments

Recurring appointments let you schedule automatic repeats on a daily, weekly, monthly, or yearly basis. Use them for ongoing treatments, regular reviews, or long-term follow-ups.

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

Follow these steps to create a repeating appointment series.

1. Open a New Appointment window.
   
    
2. Select an existing patient or create a new patient and fill in all mandatory fields.
   
    
3. 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.
   
    
4. The following options will appear depending on the frequency selected.
   • Daily — choose when the series ends using either End After (a number of days) or End On (a specific date).
     
      
   • Weekly — choose an end date and select specific weekdays. You can also set appointments to recur every two or more weeks by adjusting the Repeat Every field.
     
      
   • Monthly — choose the same settings as above, plus the days of the month for the appointment.
     
      
   • Yearly — choose the same settings as above, plus select specific months and weeks.
     
     You can also select different dates, times, user groups, and providers by clicking Available times.
     
      
5. Check the appointment summary for correct recurrence details, then click Save to create all repeating appointments.
6. Review the Appointment Calendar to confirm all future recurring appointments are present. Hover over a booked appointment to see its details, including the next three upcoming appointments in the series.
   

Editing or Deleting a Recurring Appointment Series

1. Click the recurring appointment in the calendar.
2. A pop-up will appear asking whether you want to edit only the current occurrence or the entire series.
   
    

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

   ✅ Tip: A series can only be edited — it cannot be cancelled. An individual occurrence can be both edited and 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.
   
    
5. The patient will receive an email confirming the deletion if email reminders are 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.
   
    
2. The updated appointment length will be reflected in the calendar.
   
    
3. The patient will receive an email notifying them of the change if email reminders are enabled in the Provider's Preferences. The email will not include the updated duration.
   

Rescheduling an Appointment

1. Click the appointment slot and drag it to a new time.
   

   ✅ Tip: You can also drag the appointment to a different provider's column.
   
2. A pop-up will confirm that the appointment has been successfully updated.
   
    
3. The new appointment time will be reflected in the calendar.
   
    
4. The patient will receive an email confirming the reschedule if email reminders are enabled in the new Provider's Preferences.
   

ℹ️ Note: If the Reason for Reschedule field is enabled in your practice settings, the appointment window will automatically open when you drag and drop an appointment so you can record the reason.

 

 
This is not a mandatory field and can be bypassed by clicking Save.

Cancelling an Appointment

1. Select the appointment slot, click Cancel, choose a reason from the drop-down list, and click Save to confirm.
   
    
2. The appointment will now appear greyed out in the calendar.
   
    
3. The patient will receive an email confirming the cancellation if email reminders are enabled in 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 deletion.
   
    
3. The appointment has now been deleted.

ℹ️ Note: Only appointments with a Booked status can be deleted. If you are trying to delete a cancelled appointment, you will see a pop-up message. To resolve this, change the appointment status from Cancelled to Booked and save, then delete the appointment.
 

If email notifications are turned on in the Provider's Preferences, the patient will receive an email for both the booking and the deletion.

Creating an Unavailable Timeslot

Marking a provider as unavailable prevents double bookings and ensures patients are only scheduled when the provider is free. Use this feature for meetings, leave, holidays, or conferences.

1. Click New Appointment, or click the time slot you want to mark as unavailable.
   
    
2. Click Unavailable at the top of the form, complete all mandatory fields, and click Save.
   
    
3. The selected provider's time slot will now show as Unavailable in the appointments calendar, with the reason clearly displayed.
   

Expand / Collapse Appointment Book Legend

The appointment book legend (colour key) at the bottom of the screen includes a Collapse / Expand toggle. Use Collapse to hide the legend and gain more space for your schedule. Click Expand to display the full legend again.

Continue This Series

This article is part of the Appointments series. Work through each article in order, or jump to the topic you need.

Further Reading

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