You can set your calendar preferences by clicking the Cogwheel icon in the top-right of the calendar screen:
The options available are detailed below.
These settings relate to the time and days shown on your calendar, as well as whether or not to display cancelled or non-attended appointments.
Start time/finish time: The calendar will only display times between the specified start time and finish time. Note that it is still possible for an appointment to be made outside of these times by manually changing the appointment time or if you have configured your available hours to be outside these times - if this occurs, you will not be able to see the appointment in your calendar unless you change the displayed start and finish times.
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Appointments:
All: Show all appointments in the calendar. Cancelled or non-attended appointments will be shown in dimmed colours and with the appointment time in strikethrough font.
Hide cancelled/not attended: Cancelled or non-attended appointments will not appear on your calendar.
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Days to show:
All: Show all days on your calendar, including weekends.
Weekday: Show only weekdays on your calendar.
Start week on: Choose whether the calendar begins on Sunday or Monday
These settings relate to how the patient name, appointment status, payment status, clinical note status and appointment comments are displayed on appointments in the calendar.
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Status colour:
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Show: The time label for appointments without two-way reminders will be coloured based on the appointment status.
Colour
Appointment Status
Red
Rejected
Amber
Check Response or Pending
Yellow
Booked (two-way SMS has been sent and there is no reply yet. Colour only applies for appointments with two-way SMS reminders)
Green
Confirmed or Attended
Hide: The time label for appointments without two-way reminders will be not be coloured.
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Clinical Note Status:
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Show: The status of the appointment clinical note will be indicated by an icon on the appointment. You can hover over this icon for more information or click to go to the clinical note.
Icon
Appointment Clinical Note Status
Appointment clinical note content is empty
Appointment clinical note is in draft status
Appointment clinical note has been assigned to the patient to complete in the patient portal
Appointment clinical note has been published
Hide: No indicator of the appointment clinical note will appear on appointments in the calendar. To access the clinical note, click the appointment and then click Notes in the Appointment Information.
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Payment Label:
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Icon: The payment method/status will be indicated by an icon on the appointment. You can hover over this icon for more information or click to go to the invoice.
Icon
Payment Method/Status
Partially paid, pending, or partially pending
Auto payments (you have automatic payments set up for this invoice)
Stored Credit Card (you have the patient's credit/debit card on file)
Manual payments (you have manual payments set up for this invoice and do not have the patient's credit/debit card on file)
Invoice paid in full
Invoice overpaid
Text: The payment method/status will be shown in text. You can click this text to go to the invoice.
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Appointment Comment:
Show: Information entered in the Comments section of the Appointment Information will be shown on the appointment in the calendar.
Hide: Comments will not be shown on the appointment in the calendar. To view comments, click the appointment and look at the Appointment Information tab on the right.
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Patient Names:
Full Details: Shows the patient's title, first name (or preferred name), surname and phone number
Full Details - with primary contact: Shows the patient's title, first name (or preferred name), surname and phone number, as well as the name of the patient's primary contact (e.g. a parent)
First Name + initials: Shows the patient's first name (or preferred name) and surname initial
Initials: Shows the patients initials
Anonymised: Patient names are shown as anonymised IDs, e.g. HX-299816
Patient fee balance: Show or hide the patient's fee balance (total amount owing or in credit) on the Appointment Information panel. If the fee balance is $0.00, it is not shown.
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New patient icon: Show or hide an icon next to the names of patients who have never attended an appointment with your practice.
Image: A new patient is indicated by an icon before their name
Note
To protect patient privacy, whether or not the new patient icon is displayed may depend on the user's access level. For example, if a Personal Access practitioner cannot see that another practitioner at your practice has previously seen the patient, the icon will be displayed for the Personal Access user as though the patient is new. However, a Full Access user who can see appointments with the previous practitioner will not be shown the icon.
This section provides an overview of how your hours at each of your locations are colour coded on the calendar. To change these colours, please see how to set different colours for your hours at different locations.
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