When an appointment is marked as cancelled, it is removed from the View Day area and stored in the Cancels Tab. More information on how to add tabs onto the appointment book can be found here - Adding Activity Tabs to the Appointment Book.
- Rebooking an appointment from the Cancels tab
- Cancelled appointment statuses
- Changing an appointment status (showing FTA/deleted appointments)
- Re-booking a cancelled appointment
- Removing cancelled appointments
The Cancels Tab enables the practice to easily phone and rebook patients who have cancelled:
Rebooking an appointment from the Cancels tab
Drag the appointment from the Cancels tab to a suitable date and time on the View Day area
or Drag the appointment to the Clipboard pending an appropriate time slot being found.
Cancelled appointment statuses
- Red, the appointment has been cancelled (default colour).
- Various colours, different cancellation reasons can be created per practice using alternate colours, please view the settings in your EXACT.
- Green, the appointment has been rebooked.
- Black, do not rebook the appointment.
This is listed in the Patient Recalls Tab and in This Patient's Appointments list in the Edit Appointment window.
Changing an appointment status (showing FTA/deleted appointments)
You can change the appointment status list by highlighting a patient in the cancels list, then selecting a status from the Appt Status drop-down list:
Re-booking a cancelled appointment
Click the Cancels tab.
Locate the patient within the list.
Click and drag the patient either onto the clipboard, or directly into another appointment
Removing cancelled appointments
Normally the patient simply remains in the Cancels tab and you do not need to do anything further until they call to rebook.
However, if a cancelled appointment is not to be rebooked for whatever reason, mark it as Not to be Rebooked by clicking on the No Rebook button:
This Cancelled, Not To Be Rebooked appointment displays a black Cancel icon in the Patient Recalls Tab and in the patient's Edit Appointment window:
To specify a date range when NO rebooking is to be done
Appointments in a specified date range can be marked as No Rebook by clicking on the No Rebook button (above) and using the Remove Range button (above) to enter the date range when no rebooking is to be done.
This feature is generally only used to clear expired cancelled appointments from this list so the practice can act on current cancellations.
Periodically review patients in the Cancels tab
TIP: Periodically review the patients in the Cancels tab to determine if they have re-booked an appointment.
This also gives you the opportunity to call, or write to the patient, if this is your Practice’s procedure.
Using either of the telephone or envelope icons within the Cancels tab will record the fact that contact has been made with the patient in the patient’s Contacts tab.
View an Audit Trail of appointments from the Cancels tab by clicking on the button to the right of the Appointment Status field at the bottom of this window, and selecting the category to view: