Appointment Statuses

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Appointment statuses can be used to mark whether an appointment has been confirmed, cancelled, rejected or other status.

You can view an appointment status by clicking on the appointment in the calendar and looking at the Appointment Information form, or you can hover over the time label in the calendar:

AppointmentStatus_Hover.png

When you first make an appointment via the Calendar, the appointment status is shown as Booked. Other statuses are shown in the table below:

Appointment statuses

Status

Time Label Colour

Description

Arrived

Used by reception staff to let the practitioner know that a patient has arrived for their appointment. Must be set manually.

Attended

AppointmentStatus_Green.png

Green

The patient attended the appointment.

Halaxy automatically updates the appointment status to Attended at the time of the appointment. If needed, you can change the appointment status manually to Did not attend or Cancelled.

Booked

AppointmentStatus_Yellow.png

Yellow (two-way reminders only; no colour for appointments without two-way reminders)

The appointment has been made in your calendar. This is the default status when creating an appointment.

If you do not use two-way reminders, the status remains as Booked until the appointment time, at which point the status automatically changes to Attended.

If you use two-way reminders, Booked is the status until a response is received from the patient. The status will change depending on the patient's response.

Cancelled

The appointment has been cancelled.

Depending on your calendar preferences, cancelled appointments may not be shown in your calendar, but the Cancelled status is listed next to a cancelled appointment in the Appointments List.

Check response

AppointmentStatus_Amber.png

Amber (requires action)

If you use two-way reminders, Check Response status is set when a patient sends an ambiguous response (a response that did not begin with Yes, Y, No or N) or when the reminder failed to send (usually because the email address or phone number is incorrect).

Check the reminder activity by clicking the appointment in the calendar, then clicking the bell icon. Hover over the magnifying glass to read the response.

Confirmed

AppointmentStatus_Green.png

Green

The patient has confirmed the appointment via a two-way SMS reminder (patient sent a message beginning with "Yes" or "Y").

Declined

The practitioner has declined the appointment. Must be set manually.

Did not attend

The patient did not attend the appointment. Must be set manually.

Pending

AppointmentStatus_Amber.png

Amber (requires action)

The practitioner has not responded to the patient's online booking request. The practitioner needs to accept or reject the online booking.

This status is not used by default. You can configure Pending to be the default status for appointments made via Online Booking in your Online Bookings Preferences.

Rejected

AppointmentStatus_Red.png

Red

The patient has rejected the appointment via a two-way SMS reminder (patient sent a message beginning with "No" or "N").

Waiting List

The patient is on the waiting list. You can click Invite in the Appointment Information form to invite the patient to the appointment.

You can configure Waiting List to be the default status for appointments made via Online Booking in your Online Bookings Preferences.

Appointment time label colours

Depending on your calendar preferences, the appointment status of appointments that do not use two-way reminders can be represented visually by the colour of the time label (shown above).

Appointments with two-way reminders will always have time label colours regardless of your calendar preferences.

Note

Time label colours only apply to appointments schedule from today onwards. They do not apply to previous days in the calendar.

Changing an appointment status manually

You can change the appointment status manually by editing the appointment and changing the status of the appointment.

AppointmentStatus_Dropdown.png

Click Save when you are finished.

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