Manage booked appointments

As a site manager, you can:

• view your calendar using different views, including as a list
• view multiple calendars side by side
• occupy slots in the calendar to prevent booking after publishing availability
• print out appointments for the day
• view appointment details
• cancel a booked appointment

1. Select Tools > Calendar. This opens the Calendar screen. From this you can navigate to your site and the calendar you wish to view for each vaccination type.

Select the site and calendar you wish to view using the My calendars box at the bottom right of the screen by clicking on the plus sign next to Grouped by Unit.

3. Click the plus sign next to the site you want to view and select the calendar to open the calendar for that site. Your calendar will now open. You can see the name of your site at the top of the screen and the name of the calendar next to the date.

4. You can view the calendar by day, week and month. The day view allows you to view appointments for that date in more detail. The monthly view will help you see, at a glance, how many appointments are booked for the entire month. 

View multiple calendars

It is possible to view multiple service calendars in day view.

1. Select a calendar, then click on day view to see the appointments and bookings for that date.

2. Click the Multiple icon at the top of the calendar, then select another service calendar to add to the day view.

3. Remove a service calendar from view by clicking the minus (-) symbol next to the service name.

View your calendar as a list

When viewing your calendar by day, you can choose to see appointments for that day as a list. 

1. Click on the list tab.

The colour of the smiley face next to each appointment indicates its status:

• grey (expected) - appointment booked but not yet checked-in
• blue (waiting) - appointment checked-in
• green (completed) - this status is automatically set at around 11pm on the day of the appointment if the appointment has been checked-in
• grey with a red exclamation mark (no show) - this status is automatically set at around 11pm on the day of the appointment if the appointment has not been checked-in

If your calendar for a particular day is highlighted in orange this is because it contains exceptions. Exceptions occur when booked appointments sit outside of the current availability set up in Diary Manager. There are 2 types of exceptions:

1. More appointments at a single start time than you set as your max simultaneous appointments for this time.

2. Appointments booked outside of your opening hours. 

Calendar exceptions usually occur if you change your opening hours or max simultaneous appointments after appointments were booked.

If a site has calendar exceptions, the site manager should review these appointments and identify whether:

• the appointment can be honoured: there is no action to take, the citizen will attend the appointment as expected
• the appointment cannot be honoured: the site manager should follow the procedure to cancel a booked appointment

Locked appointments

Viewing your calendar, you may see that some appointments are in red. This is because they are temporarily locked by someone who is in the process of booking that appointment. This temporary lock lasts for 10 minutes or until the slot is booked.

If you need to prevent booking after publishing appointment availability, for example for a lunch break, then there is a feature to occupy slots in the calendar.

1. In day view, click on the green clock icon in the top banner, which opens a new window titled Occupy Time.

2. In the Start Time and End Time boxes, add the desired start and end times you want to block out, then click Save.

3. A green banner saying ‘The time was successfully occupied’ will appear. Click Close to see the changes in the calendar.

4. In the day calendar view, you will see that the allotted time has been occupied, as denoted by the grey bar. Also, note that the Vacant Time has been updated to reflect the reduction in availability.

5. To remove the occupied time, click on the grey bar. This will bring up a new Occupy Time window. Click on the Unoccupy button to remove the occupied time slots, then close the window to see the updated calendar.

You can print out your calendar list at the beginning of each working day. This will provide a backup in case you lose internet access.   

1. Click the Print icon (above the calendar). 

This opens the Calendar Print Properties screen. 

2. Select your Printout Type.

You have the following options:

• appointments only
• print entire calendar

3. Place a tick in each box in the Included Information list to receive a comprehensive print out (this is recommended).  

4. Select Print (bottom right-hand side). This will open a new screen with a complete list of appointments for the selected date. 

5. It is crucial to properly dispose of the printed list when finished as it contains Patient Identifiable Data. 

1. Left-click on the green booked appointment.

This will display a pop out menu. You will be able to:

• view appointment details
• enqueue (check patients in)
• view the customer record (patient record)
• cancel the appointment

You will be able to view important patient information:

• Name
• Personal ID
• Contact information
• Service (vaccine they are scheduled to receive)
• Date and Time
• Customer status (a grey smiley face icon means the patient is expected to arrive, a green smiley face means the patient has arrived for their appointment)
• Case ID (booking reference)

1. To cancel an individual appointment click on the appointment in calendar view then view appointment details.

2. On the right-hand side of the patient screen, as shown above, there is a menu called Appointment Tasks.

3. Select Cancel Appointment.

This will open the Cancellation screen.

4.  Select Cancelled by Site in the Cancellation Reason drop-down box. 

You do not need to add information in the Comments box.

The comments box has no link to the patient, and anything entered here is not communicated to the individual.

5. Click OK. A green banner will confirm that the appointment has been cancelled. Customer Status will have updated to Cancelled with the reason of Cancelled by Site.

6. If the individual has provided an email address and/or a mobile number at the time of booking they will be sent a notification. The notification will inform the citizen that the site has cancelled their appointment and provide information on how to rebook an appointment if required.

If cancellation is successful, a green confirmation box will appear stating that you have cancelled the appointment(s).