Appointment statuses can be used to mark whether an appointment has been confirmed, cancelled, rejected or other status.
You can view and edit appointment statuses by clicking on the appointment in the calendar and looking at the Appointment Information panel, or you can hover over the time label in the calendar:
When you first make an appointment via the Calendar, the appointment status is shown as Booked. By default, Halaxy automatically updates the appointment status to Attended at the time of the appointment. If you do not wish appointments to be marked as Attended automatically, change your Appointment Settings in Settings > General.
Image: Changing your appointment settings so that appointments are not automatically marked as Attended (expand image)
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 |
 Green |
The patient attended the appointment. By default, Halaxy automatically updates the appointment status to Attended at the time of the appointment. If you do not wish appointments to be marked as Attended automatically, change your Appointment Settings in Settings > General. If needed, you can change the appointment status manually to Did not attend or Cancelled. |
Booked |
 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 |
 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 |
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 |
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 |
 Red |
The patient has rejected the appointment via a two-way SMS reminder (patient sent a message beginning with "No" or "N"). |
Rescheduled |
The appointment has been rescheduled. Must be set manually. Note that appointments that are rescheduled online are shown as cancelled and recreated rather than using the rescheduled status. |
|
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. |
|
Note
Automatic reminders are only sent for appointments with a status of Scheduled, Booked or Confirmed.
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.
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