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Cancelling and Moving Appointments
Cancelling and Moving Appointments

How to cancel and Move appointments using the Calendar and the Appointments tab, including using the clipboard

Shelley Withington avatar
Written by Shelley Withington
Updated over a week ago

From time to time, appointments in the calendar need to be changed. There are a number of ways to do this, depending on what is required.

The appointment needs to be moved to another time or book on the same day using the calendar

  •  Click on the appointment and drag it to the correct time or book. 

  • A ‘shadow’ view of the appointment will be shown until it has been dropped into the required space. 

  • Once dropped, you will be asked to confirm the changes you have made.

    confirm move of appointment

  •  If you simply need to change the duration of the appointment, click on the bottom edge of the appointment in the book and drag the size either longer or shorter.

The appointment has been placed on the wrong date entirely in the calendar

  •  Right click the appointment and select ‘Move to Clipboard’ from the drop down menu. 

  • The appointment will be added to the Clipboard in the top right hand corner of the screen. 

  • Navigate to the required date and time and click and drag the appointment from the clipboard into the required space. 

  • This will cleanly move the appointment to its new position and create a note in the Patient’s Audit that the appointment was moved.

The patient cancelled the appointment and wishes to rebook for another date

  •  If the patient cancels an appointment and wishes to rebook, it is good practice to leave a record of the cancelled appointment in the patient’s records for future reference. 

  • However, to speed up the process of booking the replacement appointment, the details can be copied. 

  • You can do this either using the Calendar, or from the patient's Appointments tab.

1    Using the Calendar

  •  In the Calendar, right click on the appointment the patient wishes to cancel and select 'Copy to Clipboard". This will copy the patient's details, the appointment duration and the practitioner to the clipboard.

  •  Right click to change the Status of the original appointment to ‘Cancelled’.

  •  Navigate to the new date and drag the appointment from the clipboard into the required slot.

The patient's audit will show a cancelled and rebooked appointment.

2    Using the Patient's Appointments Tab

  •  From the Appointment tab, change the appointment status to Cancelled.

  •  This brings up a Copy to Clipboard image. Copy it to the clipboard.

  • Now navigate to the new date in the Calendar and drag the appointment from the clipboard into the required slot.

The patient's audit will show a cancelled and rebooked appointment.

cancellation notes

  •  A quick shortcut to this is to double click on the appointment you wish to cancel and change its status to cancelled. 

  • When you change the status to cancelled, a Cancellation Reason field becomes available for you to select the reason for cancellation.

  •  You can still add a note to the appointment at this point to say why it was cancelled. What you type into the notes field can be seen on the appointment.

I want to delete the appointment entirely

We only recommend using this option if the appointment has been made in error, as the appointment will NOT show in the history for that patient. A record of it will always be kept in the patient audit for future reference.

  • Right click on the appointment in the calendar and choose ‘Delete’ from the drop down menu.

  •  Alternatively, anywhere you can view the appointment, you can go to the Edit screen and choose the 'Delete' option.

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