It happens every day that your team has to juggle the schedules of stakeholders by moving or canceling appointments. These two actions can be performed individually on each appointment from the appointment window.
Cancel an appointment
Keep canceled appointment (in pilot phase)
Move an appointment
Canceling appointments
- Click on the appointment to access its details windows.
- Click on the Cancel this event button.
- Confirm the cancellation in order to validate the operation.
Please note, currently, the appointment completely disappears from the system
By clicking the Cancel button, it is now possible to document the reason for the cancellation, the time of the cancellation and whether the cancellation came from the patient.
- Click on the Cancel Appointment button.
- Record the cancellation:
- Record the date and time of the cancellation. This allows, for example, to document the actual date and time of the cancellation if the patient leaves a voicemail message outside of business hours.
- Indicate whether the cancellation comes from the patient or the clinic. The box is checked by default to indicate that the appointment has been canceled by the patient. At the moment, the patient can only cancel by contacting the clinic. Cancellation by the patient from the appointment reminder is expected shortly.
- Document the reason for cancellation.
- If you don't want to keep a record of the appointment, you can slide the switch to the right.
- Release availability: If the appointment was originally booked from a time slot, the availability behind the appointment will be kept by default and can be reserved for another patient. If you do not wish to maintain availability, please slide the switch to the right.
The canceled appointment is then saved and appears in the Appointments section of the Patient Administrative Center. By hovering your cursor over the Canceled label, the number of hours between appointment and cancellation will appear, along with the reason for cancellation.
Two small indicators display how many appointments have been canceled by the patient and how many appointments the patient has been absent from. The calculation is based on all appointments displayed in the administrative center (a maximum of 50 in the future and 50 in the past) and not on the patient's entire appointment history.
Next phases of development:
- Being able to see canceled appointments in the calendar using a filter
- Allow the patient to cancel their appointment from the appointment reminder
- Allow the patient to cancel their appointment from a patient portal
⚠️Cancellations made via external sources (Hub, Bonjour Santé, RVSQ, etc.) do not leave a trace in Omnimed at the moment.
Moving an appointment
- Click on the appointment to access its details windows.
- Click on the Move this appointment button to be redirected towards the view displaying the calendar’s availabilities.
- A summary of the appointment details is displayed in a box that also gives you the choice of viewing all of the appointment details or to cancel the move.
To move the appointment from one calendar to another: On the left, below the calendar, select the new person by selecting the box next to the person's name.
- To move the appointment, click on the desired time slot. Please note that by moving the latter, you'll also have the option of deleting the original availability.
- Click on the button Move.
ℹ️ Appointment that overlaps several availabilities
If you modify the length of an appointment or move it, all the available time slots affected by the new date and time of the appointment will be booked by default. If you only wish to book the selected availability, instead of all the affected availabilities, make sure to check the box to this effect in the appointment's move window or the modification window.
