You can manually reset or change a patient's appointment status to a variety of options. This will also apply to a patient who is currently in the workflow.
- Booked (not yet in the workflow)
- Arrived (has been processed through reception and is now awaiting clinical treatment)
- In the Chair (being treated in the Clinic - only the assigned Provider can change the patient to this status)
- Complete (has been treated and is now in reception being processed through departure)
|Empty square, booked appointment with no status|
|Stick figure, the patient has arrived in the practice|
|Target with an arrow, forms to complete on Patient Portal or Clinipad|
|Chair, the patient is in surgery|
|Hand, treatment is complete and patient is returning to reception|
|Tick, appointment is complete|
|Phone, appointment confirmed|
|Red Splat, first visit|
*In-depth explanations into the appointment status meanings are listed below.
Resetting the patient appointment status
Right-click the appointment and select the reset status from the context menu.
(the options may vary depending on stages in the workflow and permissions)
|Important: When you reset the appointment status EXACT resets its expectation of where that patient is in the practice and what actions are applicable to that patient's current stage of the workflow.|
Select Reset Appointment Status to set the appointment status to Booked.
An empty square indicates a booked appointment with no additional status information, for example, the patient has not yet arrived in the practice.
Select Mark as Booked to set the patient to Booked.
Arrived in practice
Select Mark as Arrived to set the patient to awaiting treatment in the clinic/surgery.
The status icon will appear as a stickman to indicate the patient is in the practice and waiting to be seen.
EXACT expects that this patient has been through the Arrivals process and is queued, awaiting treatment by the Provider. The Provider sees this patient as a queued icon, waiting for treatment.
Forms to complete
Patient in the chair
Select Move Patient to Chair to accept the patient into the clinic.
|Please Note: A patient can only be moved to the chair by the Provider to whom that patient has been assigned in the appointment book, so only that Provider will see this option to Move to Chair.|
You'll see the status icon in the appointment change to , EXACT expects that this patient is in the chair being treated by the Provider.
A hand status , indicates the treatment is complete and the patient is returning to reception for the next step in their journey through the practice.
Select Mark as Complete to mark the clinical treatment phase as complete for this patient.
Enabling Appointment Workflow means the providers can mark the appointment as complete and the depart bar on the appointment book will populate with any future patient appointments payment information etc. see: Setting Up the Workflow Departure List
EXACT expects that this patient has been treated and moved to Reception, and pops up the patients Departure Task List, where applicable.
The tick status , indicates the entire patient journey is complete with this being added to the appointment by the reception team.
EXACT expects that this patient has been processed through to their departure and left the practice.
Use Appointment Workflow Compliance Report to check the user’s success in following the workflow processes and collecting patient information.
This is an optional setting, allowing for a status to be added to an appointment, indicating the patient has either contacted the practice or vice versa, confirming they are aware of their appointment. To enable this setting,
- Navigate to Configuration - Appointment Book.
- Tick the box for Use Phone Status.
- Select Close.
To use this feature, click the appointment booked status on an appointment to change to a confirmed status .
To identify patients who are attending the practice for their first visit, a red splat icon is placed next to their appointment.
|Please Note: If the first visit status is showing for a patient and this is not their first appointment, it is most likely their first visit appointment was not marked as complete.|