Appointment Configurations
Appointment Configurations
The Appointments → Configuration menu contains the settings and master data used throughout the appointment scheduling system. These configurations control appointment schedules, time-off management, appointment statuses, reschedule reasons, and cancellation reasons.
Note: Configuration options are typically available only to users with Appointment Administration permissions.
Accessing Appointment Configurations
Navigate to:
Appointments → Configuration
Configuration Menu Overview
The following configuration options are available:
- Schedule
- My Time Off
- My Allocations
- Public Holidays
- Reschedule Reasons
- Calendar Event Status
- Cancel Reasons
Schedule
Path: Appointments → Configuration → Schedule
Schedules define the available appointment hours for providers, rooms, or resources.
Usage
- Create appointment schedules for providers or locations.
- Configure operating days and hours.
- Define appointment slot durations.
- Manage provider availability.
Common Settings
- Schedule Name
- Company
- Assigned Users / Providers
- Appointment Hours
- Active Status
My Time Off
Path: Appointments → Configuration → My Time Off
This section allows users to manage their own leave requests.
Usage
- Submit vacation requests.
- Submit sick leave requests.
- View leave request status.
- Modify pending requests.
Approved leave automatically blocks appointment availability during the selected dates.
My Allocations
Path: Appointments → Configuration → My Allocations
Displays leave balances and available allocations for the logged-in user.
Usage
- View remaining leave balance.
- Review leave allocations.
- Monitor leave usage history.
Public Holidays
Path: Appointments → Configuration → Public Holidays
Public Holidays define company-wide non-working days.
Usage
- Add annual public holidays.
- Configure clinic closure days.
- Prevent appointment bookings on holiday dates.
Examples
- New Year's Day
- Christmas Day
- Independence Day
- Staff Training Days
Reschedule Reasons
Path: Appointments → Configuration → Reschedule Reasons
Reschedule Reasons are displayed when an existing appointment is moved to a new date or time.
Examples
- Patient Requested
- Provider Unavailable
- Weather Conditions
- Equipment Issue
Configuration Fields
- Reason
- Description
- Active
Calendar Event Status
Path: Appointments → Configuration → Calendar Event Status
Appointment statuses define the workflow and visual appearance of appointments within the calendar.
Examples
- Scheduled
- Confirmed
- Arrived
- In Room
- Completed
- No Show
- Cancelled
Configuration Fields
- Status Name
- Color
- Reason Required
The selected color is used to visually identify appointments on the calendar.
Cancel Reasons
Path: Appointments → Configuration → Cancel Reasons
Cancel Reasons are displayed whenever an appointment is cancelled.
Examples
- Patient Cancelled
- Provider Unavailable
- Duplicate Booking
- Insurance Issue
Configuration Fields
- Reason
- Description
Using standardized cancellation reasons helps improve reporting and appointment analytics.
Best Practices
- Archive records instead of deleting them whenever possible.
- Keep status and reason lists concise and easy to use.
- Regularly review schedules and provider availability.
- Configure public holidays annually to avoid scheduling conflicts.
- Use consistent reschedule and cancellation reasons for accurate reporting.
Summary
The Appointments → Configuration menu provides the core administrative settings required to manage appointment scheduling, provider availability, appointment workflows, and reporting. Proper configuration helps ensure accurate scheduling and a smooth appointment management process throughout the system.