Set Up the Appointment Book

This article explains how to configure your appointment book in Bp Omni, including appointment types, cancellation reasons, practice opening hours and exceptions.

NOTE This process should be completed by the practice owner.

Set practice standard opening hours

Setting your practice standard opening hours will determine the hours in the appointment book that you can book appointments in.

Working hours for individual providers can be configured through the user profile. See Add a New User for more information.

1. Click your profile icon in the top-right corner of the screen and select Settings.



2. From the list of options on the left of the screen, click Practice & locations.
3. Scroll down and select Opening hours. The opening hours screen will appear.



4. The standard opening hours for the practice are set to 8 am to 5 pm weekdays by default. If your practice opening hours differ throughout the week, click in Day(s) and uncheck any days that have different opening hours to your regular opening hours.



5. Enter the Start time and End time for the opening hours roster. If your regular start or end time is on a quarter hour, you can type the time into the fields.
6. Click Add opening hours to create another row.

IMPORTANT Bp Omni will not warn the user when opening hours schedules overlap. Take care when creating to avoid duplication.

7. When you are finished adding opening hours, click Save or Cancel to exit without saving.

Set exceptions

Exceptions are one-off instances during which the practice is closed, for example, public holidays. Exceptions can cover a part day, multiple part days, a full day, or multiple full days.

Exceptions for individual providers can be configured through the user profile.

See Add a New User for more information.

1. Select your name in the top-right corner of the screen and select Settings.



2. From the list of options on the left of the screen, click Practice & locations.
3. Scroll to the bottom of the screen and click Exceptions. The Exceptions screen will appear.
4. Click Add an exception. A new row will appear.

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Add and edit appointment types

1. Select your name in the top-right corner of the screen and select Settings.



2. From the list of options on the left, select Config > Appointment types. The Appointment types screen will appear.
3. Click Add appointment type. The New appointment type screen will appear.



4. Add the new appointment type name to the Type field and select an icon from the available options if desired.
5. Select a duration for the appointment type.
6. Enter the maximum number of patients bookable to the new appointment type. See Creating a group appointment for more information.
7. Set the appointment type status to Active or Inactive. Inactive appointment types cannot be selected when creating an appointment.
8. If desired, toggle Default fees to invoice to Yes and search for a fee to invoice by default for the appointment type.
9. Click Save. The new appointment will appear in the Appointment type list.
10. To edit an appointment type, click on its name in the list of appointment types.

Create and edit cancellation reasons

1. Select your name in the top-right corner of the screen and select Settings.



2. From the list of options on the left of the screen, click Practice & locations.
3. Toggle on the switch to enable Capture appointment cancellation reason from the Preferences card.



4. Scroll down until you reach Cancellation reasons in the Appointments card.



5. Click Add another to add a cancellation reason. The Add cancellation reason screen will appear.
6. Provide a Name for the cancellation reason and set the appointment type status to Active or Inactive. Inactive cancellation reasons cannot be selected when cancelling an appointment.
7. Click Save.
8. To edit or delete a cancellation reason, click on the ellipsis next to the cancellation reason and select Edit or Delete.

Automatically link appointments to a condition

From the Preferences card in the Practice & location settings, set the Auto-link to condition switch to Enabled to automatically link new appointments to the patient's active condition if only one exists.