Overview
Appointments can be created in two different ways.
- From the patient record
- Via the main CareRight calendar
Notice
Before you create the new appointments, you must have calendar sessions for appointments to be booked within, please refer here if you have not created any calendar sessions
For Advanced searching method, please refer here
For creating a new patient record, please refer here
From a Patient Record
- Search for a patient.
- Click Show to load the patient.
- Click the New Appointment
- Alternatively, you can visit Appointments to review the currently scheduled appointments, and choose New Appointment
- Select a provider/calendar view from the list
- Select a free slot in the session.
- Click Create Appointment.
- If warnings are enabled and applicable, they will display at the top of the window
- The patient details should be pre-filled. Fill out the fields in the New Appointment screen (for a detailed explanation see section Creating an appointment).
- You will receive confirmation that the appointment was booked successfully. It will also appear in the list of appointments for this patient.
Patient Current and past appointments
- Search for a patient.
- Click show to load the patient.
- Click Appointments from left side menu
- You can view the patient's previous and currently scheduled appointments
- You can also book the new appointment for a patient.
- You can assign wait list for a patient.
From a Patient Summary page
1. Search for a patient and click show for patient information.
2. On the left hand side click summary
3. From the following screen, click New Appointment
4. Then fill all the information you needed for the appointments and click search
5. After that it will lead you to the available booking page, you can choose any desired booking slot and click book
Via CareRight Calendar
To create an appointment for a patient from the calendar, follow these steps:
- From Dashboard, Click Appointments.
- In a coloured session, click into a slot. You can also click and drag your mouse to select and book multiple time slots.
- Once the Create screen appears (with session details in it), click the Create Appointment button.
- In the Find Patient box, search for the patient you wish to make an appointment for. You can search using any of the following:
- first name/surname (minimum of 3 characters)
- medicare number
- mobile number
- DOB
- Find the patient you are looking for and click the Select link on the right of the screen.
- If warnings are enabled and applicable, they will display at the top of the window.
- Some fields are pre-filled already. Check and fill in all the fields (The note field is optional).
- If the appointment overlaps with any other appointments, you will get a message asking if you want to proceed.
- Click Create Appointment button.
- You will see a message to say that the appointment has been added to the calendar at the top of the next screen.
| Field | Description |
| Patient MRN | Patient's medical record number(Read-only) |
| Patient Name | Patient's Name (Read-only) |
| Appointment type | Choose the appointment type |
| Room | Choose the relevant room, this will default to no selection. Only list "Open" rooms associated with the location of the session the user is looking for. This field option will only display if it has been enabled in calendar options by your System Administrator. |
| Date | The date the appointment is on (Read-only) |
| Start time | Pre-filled based on the time you clicked to book the appointment (Hour & minute) End time is not present as the start time and duration are used to calculate this. |
| Duration | This will pre-fill based on the time/slots you clicked into, but when the appointment type is selected it will change to the default length for that appointment type. This can be overridden by typing into the field. |
| Appointment status | When first booking, appointment status is default to "Booked" |
| Note | Optional Note field. This is for administrative purposes and is not usually seen by the patient. However, your system administrator can customize emails or calendar invites, sent to the patient to include this field. Please check with your system administrator as to whether this field is exposed to the patient. |
| Case | If using Case Management you can associate the appointment with an open case. |
Out of session bookings
There may be times when you need to book an appointment outside of a normal session time.
For example:
- Dr Clintel normally works 9 am-5 pm on Wednesdays.
- This week, however, we have to extend the surgery hours to 6 pm. So what do we do?
You can extend the length of a session by dragging and dropping the blue horizontal line at the start or end of the session. There are some simple rules:
- You cannot make the start time of a session earlier than the earliest time slot displayed on the appointments screen.
- You cannot make the end time of a session later than the latest time slot displayed on the appointments screen.
- If appointments are booked into the session, you cannot change the session time to either:
- Start later than the start time of the first appointment, or,
- End earlier than the end time of the last appointment
- You can only extend the session by the time interval that the calendar is split into e.g. 15 minutes
To change the session start or end time:
- Click Appointments.
- Select the Calendar View for the provider.
- Scroll to the start or end of the session.
- Hover over the blue horizontal line at the end of the session - a double-ended arrow will appear.
- Left-click and drag down to the desired end time.
- Confirm the change.
- The session start or end time will now have changed.
- You can now book an appointment in the free session space.
If you need to extend your session to a time that is earlier or later than what shows in the appointments window, you need to contact your system administrator to ask them to change the time range that appointments can be booked into.
