Appointment Management
How to manage appointments in Caspen?
Managing appointments is as easy as point and click.
Add Appointment
To schedule a new appointment for a client, simply click on the desired time slot in the calendar. This action will open the 'Create Appointment' window, where you can choose the service being booked, enter the client's name, and if necessary, modify the date and time. By default, the system will automatically assign a time slot that matches the duration of the service selected.
The client will receive an email notification with the appointment details.
Edit Appointment
Editing appointment details is straightforward; simply click on the appointment and then select the 'Edit Details' option.
This action will reopen the Appointment Details, allowing for easy updates. Just click Update appointment to confirm the changes.
The Client will receive an email notification with the appointment updated information.
Re-schedule Appointment
Rescheduling an appointment or changing its date within the same week can be easily achieved by selecting the appointment and dragging it to the new desired time slot on the calendar. The changes need to be confirmed.
The Client will receive an email notification with the appointment updated information.
Cancel Appointment
Cancelling an appointment is straightforward: simply open the appointment you wish to cancel and click the 'Cancel Appointment' button. This will prompt an overlay where you can choose a reason for cancellation, confirm the date and time of cancellation, and add any additional remarks in the cancellation note section.
Mark the Appointment as Arrived
Marking an appointment as 'Arrived' is simple: just open the appointment and click the 'Arrived' button. The system will update the appointment status to 'Arrived' and display a check mark for the appointment in the calendar view.
Mark the Appointment as No-Show
Indicating an appointment as a 'No-show' is straightforward: simply access the appointment and press the 'No-show' button. This action will change the appointment's status to 'No-show', show a cross mark, and turn the appointment colour to red in the calendar view.
Generate Invoice for an Appointment
Creating an invoice for an appointment is effortless: open the appointment and select the 'Add Invoice' button. This action launches the 'Create New Invoice' section, where client details are pre-filled, and the appointment is automatically linked to the invoice. Please refer to the 'Create an Invoice' section in our documentation.
Add Progress Notes
Incorporating progress or clinical notes to a client after the appointment is straightforward: simply access the appointment and click on the 'Add Progress Notes' button. This initiates the 'Create Progress Note' section, automatically linking the appointment to the note with client details already entered. For further guidance, consult the 'Create Progress Note' portion of our documentation.
Add Internal Comments
To include internal comments on an appointment, simply open the appointment and enter your remarks in the comments section; the system will automatically save the notes.
Complete Appointment
To finalise an appointment, just click the Complete Appointment button. After an appointment has been completed, no additional modifications (such as date and time adjustments, appointment status, or internal notes) can be made to that particular appointment.
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