Create an Appointment

The Edit Appointment screen holds the details for an appointment or meeting booking, including attached referrals and reminders to send.

  1. With the Appointment Book open, click the New Appointment button.
  2. OR

    Double click on the coloured appointment field.

     

    The Edit Appointment form will display.

  3. Select if the appointment is for a Client or a Meeting by clicking on one of the radio buttons.
  4. If Client Appointment selected, choose a Client from the list or click the New Client button to add a new Client.

    OR

    If Meeting appointment selected, then the Select a Meeting Type field becomes enabled. Choose a Meeting Type from the list.

    OR

    Click Casual.

    If the Client has a Red Flag note or an Outstanding Balance then these items are flagged by the appropriate icon when their name is added to the appointment, as above. Hovering over the icon will display the actual Red Flag note or the actual Outstanding amount.

  5. Choose the appropriate Consultation Type for this appointment. Consultations types can be grouped into Categories for ease of reference.
  6. New Consultation Types or Categories can be added under Maintenance > Products and Services.

  7. Select a referral.
  8. If a Client has a referral nominated as a Current Referral AND the Practice does not have Allow Multiple Current Referrals option turned on, then that referral will be attached to each new appointment created AFTER the referral has been created.

    The referral details are displayed in the Referral field followed by the Referrers Provider Number, number of Appointments this Year (8) and Appointments Remaining (0) on that referral also being displayed.

    If there is no referral selected, the Appointments Remaining field is set to N/A.

    Otherwise, select the appropriate Referral from the drop-down list.

    • Referrals are sorted by Current Referral, then by Date.
    • If multiple current referrals are shown (as in the image above) then the one with the most recent date is selected.
  9. Choose the Start date by clicking on the down arrow. This displays a calendar with which you can select the date of the appointment
  10. OR

    Type the date into the field. Choose the Start Time by clicking on the up and down arrows OR type the time into the field.

    Follow the same steps above to update the End Time.

    • If a Duration has been entered for a Consultation Type then the default End Time will display based on the Start Time selected.
    • Appointments can be moved around the calendar by dragging and dropping.
  11. Set an appointment reminder to pop up at a designated time prior to the start of the appointment.
  12. Select the Practitioner the current appointment.
  13. A warning displays if the Practitioner chosen is not the Practitioner selected in the Client Details.

  14. Select the location. This is set by default to the location set within Practitioner Availability for the time of the Appointment.
  15. Add any notes relating to the appointment here.
  16. Select the appointment status. Status is used to show if the appointment is a tentative booking, or if the appointment is out of the office etc. 
  17. Check All Day if the appointment is scheduled for the whole day.
  18. OR

    Use the New All Day Event Menu shortcut option.

  19. Tick the type of reminder the client wishes to receive. 
  20. Reminders are used to send out a message to the client to remind them of their appointment.

    If the client has this information set in their Client Details then it will automatically display in the appointment when the client's name is selected from the drop-down menu. 

    Once the reminder is sent a tick will be shown in the Sent box.

Add referral to an appointment

Click the + at the right of the Referral field and follow these instructions to Add a New Referral.

Set a referral as Current

A referral can be set as the current referral by selecting it in the Referral drop-down and then right clicking on the selection and clicking Set as Current Referral.

The following message will display after the referral has been updated.

A referral can be updated or viewed in Client Details > Referrals.

Field

Description

Client has Arrived

This box can be ticked to indicate that the Client has arrived. It changes the icons displayed in the appointment book.

Appointment Created

Appointment Created shows the date in which the appointment was first created.  This may not be changed.

Appointment Created By shows who first created the appointment.  This may not be changed.

Recurrence button

Recurring appointments can only be used for meetings, lunch breaks etc. 

These appointment types do not have the same functionality as a normal Client Appointment as Consultation Notes can not be attached.

Use the Copy Appointment option to make multiple appointments for a client.

Cancelled Appointment

Tick the Cancelled box if the appointment/meeting has been cancelled. 

The Cancellation Reason drop-down list will be displayed.

Select the appropriate Cancellation Reason.

Create a casual appointment

A Casual appointment can be used for a walk-in client or to block out a time space in the calendar for any other reason, e.g. an all day seminar or a day off. If used for a walk-in Client, please note that the Client can not be invoiced from the appointment nor can any of the other usual appointment functions be carried out.

The following fields are not available for use within a casual appointment.

9. Unavailable Fields

Casual appointments can be copied. Please click here for details.

Appointment Right-Click Menu

This menu is displayed when you right click a Client Appointment.  Please note options will display in the menu according to what has been selected within the Appointment Edit screen, for example, if you do not select an SMS Reminder is required, this option will not be shown in this menu.

Field

Description

Open

Opens an appointment to enable it to be edited.

Set Status as...

Enables the Status of an appointment to be changed without opening the appointment.

See more details in Set an Appointment Status.

Location

Enable the Location of an appointment to be changed without opening the appointment.

This is only applicable where a practice has more than one location setup in Bp Allied.

Delete

Deletes the selected appointment. Once an appointment is deleted it can not be retrieved hence there is a warning message (below) that displays to confirm the deletion.

Show All Client Appts

This option displays all Appointments that a client has had or has booked in the future. See how to Print or Email a list of Client Appointments here

Client Details...

Opens the Client Details form for viewing or editing without opening the appointment.

Send SMS...

Used to send an adhoc SMS to the selected Client.

Send Confirmation SMS

Click to send a confirmation SMS at the time of booking an appointment. This is independent of an SMS reminder.

Set up the SMS Confirmation Template in Data Maintenance > Reminder Templates

Send SMS Reminder...

Used to send an appointment Reminder via SMS using the templates already setup. Once a reminder has been sent then the option in the menu greys out.

Send Email Reminder...

Used to send an appointment Reminder via Email using the templates already setup. Once a reminder has been sent then the option in the menu greys out.

Phone Call Reminder...

Click to acknowledge the phone call reminder has been made.

Print Confirmation Letter...

Click to create a Confirmation Letter. This will open the Letter Editor with the Client's information and appointment date selected and ready for merging.

Once a Confirmation Letter has been printed and the menu option clicked then the option greys out.

Create Invoice... or Go to Invoice...

Enables the creation of an Invoice for this appointment without opening the appointment.

OR

If the Invoice has been created the menu option changes and clicking here opens the relevant invoice.

Create Quote... or Go to Quote...

Enables the creation of a quote attached to the current Invoice

OR

If the quote has already been attached to the appointment, the menu option changes and clicking here opens the relevant quote.

Tasks

Tasks are used to send reminders to Practitioners and other users of Bp Allied of things that need to be done for a specific Client.

Client has arrived

Used to annotate the Appointment displayed within the Appointment Book with an icon denoting that the client has arrived.

Copy Appointment

This menu option copies the selected appointment.