Book an appointment for a patient

When a patient calls, emails or asks at the desk, you can book them in yourself from the Bookings page.

Before you start

• Anyone on the team can add a booking.
• The patient must already have a record. If they’re new, add them first. See Add a patient.

Steps

1. Select Bookings in the left sidebar, then select New booking.
2. Under Patient, select Search patients… and type part of their name or email. Choose the patient from the list.
3. Choose an Appointment type. Only active types are listed. The end time fills in from the type’s duration. You can leave the type as - No type - for a general diary entry.
4. Choose the Practitioner. It starts as you. Choose - Unassigned - if nobody is assigned yet.
5. Set the Date, Start and End times.
6. Choose how the patient is paying under Payment: No payment, Cash, Invoice or Card (online).
7. Add any Notes. These are internal and patients don’t see them.
8. Select Save booking.

What happens next

The appointment is added as Confirmed and appears on the calendar.

If the appointment is in the future, the patient receives a booking confirmation, following your patient notification settings and their own preferences. Clinicify doesn’t send a confirmation when:

• the appointment is in the past, for example when you’re recording a visit that’s already happened, or
• the appointment type has Hide from patient treatment history ticked.

Any forms linked to the appointment type that are set to go out on booking are sent too. For a video appointment, Clinicify creates the meeting link and includes it in the confirmation.

Good to know

• Clinicify doesn’t check the time against anyone’s availability or other appointments, so check the calendar first to avoid double-booking.
• Booking fees are only taken on online bookings. To take a payment for a booking you’ve made, open the appointment and use Payments. See Take a balance or extra payment.
• Cash records the full price of the appointment type as paid. Invoice, Card (online) and No payment only record how the patient intends to pay: no money is taken.
• A video appointment needs a practitioner who has connected the type’s video provider. If it’s left unassigned, or the practitioner hasn’t connected it, the appointment page shows that the link failed. If the practitioner hadn’t connected it, select Retry on the appointment page once they have. See Set up video consultations.
• Times are entered in your device’s time zone.