Appointment Status Configuration

Overview

Calendar Event Statuses allow you to define and customize appointment statuses. These statuses help track appointment lifecycles and automate various appointment-related processes.

Accessing Calendar Event Status Configuration

Navigation Path:

1. Go to Appointments module
2. Click on Configuration
3. Select Calendar Event Status

Creating a New Calendar Event Status

From the Calendar Event Status configuration page, you can create new statuses by clicking the "New" button.

Configuration Fields

When creating or editing a calendar event status, you'll need to configure the following fields:

1. Name (Required)

• Enter the name of the appointment status
• This is how the status will appear throughout the system
• Examples: "No Show", "Confirmed", "Cancelled", "Completed"

2. Color (Required)

• Select a color for visual identification

• Impact: The selected color will be displayed as a colored indicator at the top of appointments with this status

  

• This helps quickly identify appointment statuses in the calendar view

3. Booking Status

• Checkbox option to enable/disable booking status tracking
• Impact: When enabled, status changes to this status in appointments will be tracked in the Appointment Analysis Report
• Use this for statuses you want to monitor and analyze (e.g., cancellations, no-shows)

4. Sequence

• Enter a numeric value to define the display order
• Lower numbers appear first in status lists
• Helps organize statuses in a logical workflow order

5. Reason Required

• Checkbox option to enable/disable reason requirement

• Impact: When enabled, changing an appointment to this status will display a field where users must enter the appointment Reschedule reason

  

• Useful for tracking why appointments are cancelled or rescheduled

6. Update Recall Date

• Checkbox option to enable/disable automatic recall date updates
• Impact: When enabled, changing an appointment to this status will:
  • Automatically trigger recall date calculation based on service or patient settings
  • Set the follow-up date to the new calculated recall date
• Ideal for statuses like "Completed" where you want to schedule future appointments

Best Practices

1. Use Distinct Colors: Choose colors that are easily distinguishable from each other for quick visual identification
2. Enable Booking Status Tracking: Enable this for statuses that impact business metrics (No-Show, Cancelled, Confirmed)
3. Require Reasons for Important Changes: Enable "Reason Required" for cancellations and no-shows to maintain proper documentation
4. Logical Sequencing: Order statuses in a way that reflects your appointment workflow (e.g., Scheduled → Confirmed → Completed)
5. Recall Date Automation: Enable "Update Recall Date" for completion statuses to automate patient follow-up scheduling

Example Status Configurations

Note: Changes to calendar event statuses will take effect immediately across the system. Ensure all staff members are informed of new statuses and their meanings.