This article explains how to create, book, edit or cancel a group appointment in Bp Omni. Group appointments allow clinics to create and manage a single appointment time with multiple participants, such as an exercise class or an information session. Note that all consults and invoices are managed per participant.

Group appointments can be used by any disciplines that run specific teaching modules such as Diabetes educators, Midwives, Dietitians and Physiotherapists.

Creating a group appointment

To create new Appointment types, you must first log in as a user with the Business role of Owner or Practice Manager.

1. Select your profile icon in the top-right corner of the menu bar and select Settings. The users list will appear.
2. Select Config > Appointment types.
3. Select New appointment type, and set your appointment duration and type.



4. Set the Maximum participants based on the size of the session you'd like to create this appointment for. This number can be modified when booking the appointment.
5. Select Save. Repeat this process for any further Group appointments you want to create.

Booking a group appointment

1. Open the new appointment screen via one of the following options:
   • select Appointments > New appointment
   • click the plus icon in the top right corner of the menu bar and select New appointment
   • double-click a timeslot in the appointment book
   • click + Add appointment in the top-right corner of the appointment book.

If you double-click a timeslot in the appointment book, the timeslot will be blocked from use by others while you create the appointment. Other staff members will be able to see who the timeslot is locked by.



2. Select a Group appointment Type.
   
   

The Group description will display on the appointment in the appointment book along with the number of currently booked participants and the maximum number of participants.



3. Add patients to the group appointment. Type the patient or client's name into the Patient or Client field to search for them.

If the patient or client cannot be found in the database, click New patient or New client to enter their details, then click Save.



You can change the maximum number of patients for this appointment here, this is reflected in the appointment book.



You can also add a patient from the waiting list, or remove patients from the appointment by clicking the trash can icon next to the patients name.



4. If you are not creating an appointment by double-clicking a slot in the appointment book, click in the Appointment details section to enter a date, time, and provider for the appointment.
5. To set this as a Repeat appointment, such as for a recurring Pilates class, simply select the Repeat option below the Appointment details. From here you can set the appointments recur increment, which day the appointment should occur on and whether the schedule will end after a set number of occurrences or at a specific date.



6. Add a Comment if applicable. The comment will appear when the appointment is clicked in the appointment book.

7. Click Save appointment.

Practices can set up automated Comms Schedules for SMS reminders via Settings, remind participants individually, or choose to send an SMS Reminder in bulk by selecting 'All Participants' after left-clicking on the appointment and selecting 'SMS'.

Find an existing group appointment

1. To find an existing group appointment with an available space, use the blue action button at the top-right of the appointment book and select Add to group appointment.
2. Select the patient or create a new patient, choose the appointment type, the provider, and then navigate through the next available group dates or times.

Edit a group appointment

1. From the appointment book, right-click the appointment to view the context menu. From this menu you can arrive the group, update the group appointment status, individually set the status of patients, or edit and cancel the appointment.



2. Once you have selected Edit, Make any required changes, and click Save appointment.

NOTE Individual patients that are part of group appointments can have their appointment status updated and this will be reflected in the appointment book.

Move an appointment

1. Click the appointment and drag it to a new timeslot.
2. A notification will appear asking if you are sure that you wish to move the appointment time.



3. Click Yes to move the appointment.

Change a group appointment's duration

1. Hover over the top or bottom of an appointment until the vertical resize icon appears.



2. Click and drag to make the appointment longer or shorter.
3. A notification will appear asking if you are sure that you wish to change the appointment's duration.
4. Click Yes to change the appointment duration.

Cancel a group appointment

1. In the appointment book, right or left-click the appointment you wish to cancel, and click Cancel. The Cancellation reason screen will appear.
2. Select a cancellation reason.

You can add or edit cancellation reasons from the Settings menu. See Set Up the Appointment Book for more information.



3. Click Ok to cancel the appointment.

Last 14 November 2024