Appointments

Creating a patient

If a patient does not have an account with Psychiatry-UK, you will need to create their account before booking their appointment.

1. Go to the “Patients” page.
2. Click New Patient.
3. Enter the account details.
4. Click Next.
5. Enter the profile details.
6. Click Save.

Creating an appointment

1. Go to the “Booking Calendar” page.
2. Select the doctor from the dropdown box.
3. Hover over an available slot and click Create appointment.
4. Choose “Existing Patient (New Appointment)” from the “Entry Type” dropdown box.
5. Enter the details for the appointment.
6. Click Submit.
7. On the payment screen, you can either choose to “Pay Now” and take the patient’s payment details, or “Pay Later” and have the payment link sent to the patient by email.

Creating a face-to-face appointment

1. Go to the “Booking Calendar” page.
2. Select the doctor from the dropdown box.
3. Hover over an available slot and click Create appointment.
4. Choose “Face to Face Appointment” from the “Entry Type” dropdown box.
5. Enter the details for the appointment.
6. Click Submit.
7. On the payment screen, you can either choose to “Pay Now” and take the patient’s payment details, or “Pay Later” and have the payment link sent to the patient by email.

Rescheduling an appointment

1. Go to the “Booking Calendar” page..
2. Select the doctor from the dropdown box.
3. Ensure the new slot is available.
4. Hover over the appointment and click Edit.
5. Change the date and time of the appointment.
6. Click Submit.
7. Do not navigate elsewhere until you see the “Success” confirmation message appear on-screen.

In some cases, the calendar can take a few seconds to refresh due to the appointment slots being recalculated. Please be patient while this action takes place.

Manually updating an appointment’s status

1. Go to the “Booking Calendar” page.
2. Select the doctor from the dropdown box.
3. Hover over the appointment and click Edit.
4. Change the “Status” of the appointment. If the status is changed from “Provisional” to “Accepted”, confirmation emails will be sent to both the patient and the doctor.
5. Click Submit.

Cancelling an appointment

1. Go to the “Booking Calendar” page.
2. Select the doctor from the dropdown box.
3. Hover over the appointment slot.
4. Click Edit.
5. Change the appointment “Status” to “Cancelled”.
6. Give a reason for the cancellation.
7. Click Submit.

The appointment will remain in the appointments table but the status will be “Cancelled”. Any invoices relating to this appointment will need to be manually refunded (if appropriate).

Resending an appointment link

1. Go to the “Appointments” page.
2. Find the appointment using the search bar.
3. Click Resend in the “Patient PIN” column. This will resend the email and text message to the patient.

Manually updating an appointment’s status

1. Go to the “Booking Calendar” page.
2. Select the doctor from the dropdown box.
3. Hover over the appointment and click Edit.
4. Change the “Status” of the appointment. If the status is changed from “Provisional” to “Accepted”, confirmation emails will be sent to both the patient and the doctor.
5. Click Submit.

Creating a free appointment

Sometimes, it may be necessary to create a free appointment for a patient. The system was never designed to be able to make an appointment with out paying first so the following technique must be followed.

1. Go to the “Patients” page.
2. Select the patient’s profile.
3. Change the patient’s treatment to “Free Treatment” from the dropdown. Make note of their actual treatment as this will need to be changed back later.
4. Change the patient’s email address to anything. This is so that an invoice won’t be sent to them. Make note of their actual email address as this will also need to be changed back later.
5. Go to the “Booking Calendar” page.
6. Create the appointment, choosing “Provisional” or “Accepted” as appropriate.
7. Click Pay Later when the prompt appears.
8. Go to the “Patients” page.
9. Select the patient’s profile.
10. Change their treatment back to the original.
11. Change their email address back to the original.
12. Go to the “Billing and Payments” tab.
13. Click Mark as Paid next to the invoice. Choose today’s date and “Paid by Card” as the method. This will now mark the appointment as paid and show that meeting links in the appointments table.

If “Accepted” was chosen when making the appointment, go to the appointments table and click Resend for both the patient and the doctor. If “Provisional” was chosen, the doctor will receive an email asking for the appointment to be accepted. Then confirmation emails to the patient and doctor will be sent automatically.

Using the appointments table

You can also book, cancel and reschedule appointments using the appointments table. Go to the “Appointments” page to see this.