Appointments

Appointments are how the day is organised, and they do one thing beyond scheduling: an appointment is the anchor that ties a consent session, its documents and its paperwork together into a single visit. Starting a consent session from the appointment rather than from scratch is what makes “signed once per visit” work in your favour.

Find them under Patients → Appointments, which opens the calendar.

Booking an appointment

Press New Appointment. The form is headed Appointment Details:

Field	Notes
Doctor	Shown when you may book for more than one doctor. The patient list follows the doctor you choose.
Patient	Chosen from the doctor’s patients in the current clinic.
Title	What the appointment is for. It is what you will see in the calendar.
Scheduled At	Date and time.
Status	Appointment scheduled by default.
Notes	Free text.

Press Create Appointment. A doctor books for themselves; a clinic administrator can book for another doctor only when the clinic shares its patient roster.

An appointment has a start time and no duration: the calendar draws every appointment at the same height.

Statuses

Status	Meaning
Appointment scheduled	Booked. The default.
Completed	The appointment happened.
Cancelled	Called off.
No Show	The patient did not attend.

Med moves a scheduled appointment to Completed by itself once its visit owes no more paperwork — every required consent document signed or, on a refusal visit, the refusal signed. If that stops being true — a signed document is deleted, or a form is added to the visit — Med moves it back to scheduled. It only ever reverses a completion it made itself; a status you set by hand is never changed.

The calendar

The calendar reads as Day (the default), Week or Month, with Previous, Next and Go to today. Beside it:

• Search patient, phone, CNP… narrows the calendar to matching appointments, by title or by the patient’s name, phone, CNP, email or record number.
• This period counts the appointments shown, per status.
• Next patients today lists the next scheduled appointments of the day.
• An appointment whose visit has started is marked Visit open.

A doctor reads My calendar — their own appointments. A clinic administrator reads All doctors, or picks one doctor from the list.

A month cell lists its first three appointments and a +N more link to that day.

The scheduling seat

A clinic can give reception staff the Med Scheduler role (see Getting started). A scheduler books, reschedules and cancels appointments for every doctor in the clinic, and nothing else:

• they find a patient by name or phone, or register a new one with a name and a phone number, owned by the doctor the appointment is for;
• they see an appointment’s time, status, title, doctor and the patient’s name and phone — no notes, no visit, no documents, no patient record;
• they can set an appointment to scheduled or cancelled, not to completed or no show, and cannot delete one.

Starting the visit from the appointment

Open the appointment when the patient arrives. What you see depends on how far the visit has got.

Nothing started yet. The page reads “No visit started for this appointment yet.” and offers two buttons:

• Hand over documents — the check-in handover receipt for the patient’s papers. See Clinic forms and documents.
• New Recording — opens the consent session with this patient and this appointment already linked. This is the recommended way in; see Running a consent session.

New Recording is offered only on the day of the appointment, while it is still scheduled: “A visit is recorded on the day of its appointment, while the appointment is scheduled.” Starting the visit from the patient’s page on that day links it to the appointment too.

Check-in paperwork outstanding. An amber banner reads “Admission paperwork (…) has not been signed for this visit.” with Hand over documents. It shows only for scheduled appointments dated today or earlier, and clears once the handover is signed.

A visit in progress. The appointment page embeds the visit workspace — the conversation check, the documents, the next step — so you can work the visit without leaving the appointment. A Consent documents action in the header jumps to the documents, and Clinical note opens the visit’s note.

The patient’s uploaded documents are shown on this page too, so a referral letter or a prior report is one click away while you talk.

Editing and cancelling

Edit in the header changes any field, including the status — set Cancelled or No Show here. A clinic administrator viewing another doctor’s appointment sees it read-only, with the banner “Clinic admin view - read-only. Only the treating doctor can edit this record.”

There is no delete button on the appointment page: change the status instead, which keeps the record of what was booked. Every change to an appointment is recorded, including the ones Med makes itself.

Why linking matters

Two behaviours follow from an appointment being attached to a visit:

• Paperwork is signed once per visit. A form already signed against this appointment is not offered again; a different appointment is a different visit, so the same form is offered afresh. That is what makes a repeat procedure work correctly.
• The visit knows where it belongs. Deleting the visit does not delete the appointment, and the appointment keeps showing the consent stage the visit reached.

If you start a consent session without an appointment, Med still forms a visit — it just uses the clinic’s day rather than the appointment to decide what counts as the same visit.