If your calendar is fully booked, you can add patients to a temporary waitlist until an appointment is available.
In the Waiting List, you can:
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Add new or existing patients to the Waiting List
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Specify appointment preferences for each patient (such as location, practitioner, time of day, days of the week)
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Mark patients as urgent if they require priority or immediate attention
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Move waitlisted patients to an available appointment slot.
The waitlist icon at the top of your calendar displays the number of waitlisted patients you currently have.
Note
The visibility of patients on the Waiting List depends on the access level settings of each user.
On the sidebar, click Schedule > Waiting List.
All waitlisted patients appear in the list, along with key information such as priority, wait period, and booking preference.
From this screen, you can also:
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Edit a patient's waitlist details by clicking on their name.
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Customise the information to display by clicking the Columns panel on the right.
There are two ways to add patients to your waiting list:
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From the calendar: Click the
waitlist icon. In the pop-up, enter the patient's details, then click Add.
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From the Waiting List: On the sidebar, click Schedule > Waiting List. On the top right, click Add to Waiting List. In the pop-up, enter the patient's details, then click Add.
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Click Schedule > Waiting List.
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In the list, click the name of the patient.
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In the top right, click Move to Appointment.
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In the pop-up, enter the following:
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Date / Time / Duration: The available appointment timeslot to move the patient.
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Practitioner and location: Select the practitioner and practice location for the appointment. (Tip: Click Check Availability to ensure the practitioner is available for the appointment.)
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Fee: Select the fee for the appointment.
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Click Save.
The patient is now booked at the selected appointment date and time, and is no longer listed in the Waiting List.
The appointment status is listed as Booked. If the waitlisted patient is still unconfirmed, see the next section on how to send them an invitation to the appointment.
When you book a waitlisted patient for an available appointment, you may want to confirm the patient's acceptance of the appointment. To do this, you can send an invitation to the patient and request a response.
To send an appointment invitation to a waitlisted patient, follow the steps below.
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Move the patient to the available appointment, as detailed in the previous section.
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Open the appointment in the calendar.
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In the Appointment Information panel, click the
pencil icon to edit the appointment.
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Change the Status of appointment to Waiting list, then click Save.
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In the Appointment Information panel, click the Invite link that appears beside the appointment status.
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In the pop-up, click Add Reminder to set up your waiting list invitation, then click Save to schedule it. (Note: If you wish to use SMS invitations, you must enable two-way SMS reminders and have Halaxy credits for sending SMS.)
Note
Before inviting a patient, make sure you have enabled waiting list invitations in your reminder preferences. It's also recommended to set up a waiting list invitation template in your reminder templates so you don't have to keep recreating the invitation from scratch.
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