If desired, several preliminary appointments can be booked simultaneously in the recall register. When doing so, suitable times are automatically selected according to the information set for the recall (clinician, clinic, time and length of appointment).
Note! To enable this feature, the Allow appointments for recalls option must be selected for the active working hours categories. You can change the working hours settings in the system settings tab.
Creating an appointment
Use search filters to retrieve from the recall register the recalls that you want to process.
Select the recalls you want to process.
Click the Find free appointment times button at the bottom. If the window is minimized, the option can be found behind the Additional functions button.
The dialog box that opens displays the recalls to be processed. If a green mark is displayed on the right, this means that there is an available time for the appointment in the calendar of the clinician for the recall and the clinic for the working time corresponds to the clinic for the recall. In addition, the time corresponds to the time requested by the patient. The time requested by the patient is recorded on the patient's card.
If an orange mark is displayed on the right, this means that an available time has been found for the appointment in the clinicians calendar and the clinic for the working hours also corresponds to the clinic for the recall. The time, however, does not correspond to the patient’s desired time. These appointments are not selected to be sent automatically, but the times can be selected, for example, by clicking Select all.
If no suitable time is found for a recall in the clinician’s calendar, that recall is moved under a separate heading. The list of these recalls can be viewed by clicking on the heading. In order to find a suitable time for these recalls, the clinician indicated in the recall must have available working hours at the clinic marked for the recall.
The appointments are then approved by clicking the Create appointments button.
In the dialog box that opens, you can once again view the appointments that have been created. Close the dialog box by clicking Ok.
Rules applied when searching for available times
Available times are retrieved for appointments according to the following order of priority:
- Patient setting Only the last time of the day is selected
- Patient's preferred appointment times: The more detailed the preferences, the higher the priority.
- Length of appointment: The longer the appointment, the higher the priority.
The available time is retrieved for the month specified in the recall.
It is not possible to seek an available time for recalls created in past months when using the batch creation tool. If more than one suitable time is available for the recall, one of these is chosen at random. The patient’s preferred time is nevertheless given priority.
Limiting the number of times to be booked
On the employee card, you can find the setting for Maximum number of recall appointments during the same day. Use this setting to specify the maximum number of recall appointments that can be booked for a single working day, even if additional suitable working hours would be available for that day. This setting is employee-specific.