Guide to Setting up and Booking Appointments

Guide to Setting up and Booking Appointments

 

Once you have agreed your next appointment with your patient in their therapy room, you will then need to book the appointment into your iaptus diary. To book a follow up appointment in your iaptus diary, you must have first set your availability in your iaptus calendar. Please see (link guide to setting up availability here) for further information.

 

Please note: Appointments cannot be booked where there is no availability, where there is a personal event, or where there is an existing appointment or completed clinical contact.  

Once availability has been set up, you will then need to select the patient you wish to book in by clicking on their name on the 'my episodes' menu on iaptus - this will open their case record, then select the diary icon at the top of the iaptus homepage. Click on the boxes below for next steps.

 

1. To add an appointment, simply click on the day on which you wish to add the appointment (days with availability will appear in light blue). This will bring up a pop-up. Select the ‘Book appointment’ option. 

2. Your availability for the selected day will then be displayed. If more than one availability slot exists on that day, simply select the slot you wish to book the patient into.

3. A dialogue box will appear, and the following appointment details can now be entered: 

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• The start and end times of the appointment 

• If the appointment is due to repeat or not: ‘No repeat’, ‘Daily’, ‘Weekly’, or ‘Monthly’ 

• The appointment purpose: ‘Treatment only’, or ‘Assessment and treatment’ 

• The consultation mechanism: ‘Video consultation’, ‘Instant messaging synchronous’, or ‘Other’  

• The location: ‘Patient’s home’ or ‘Other location’ 

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Please note, all mandatory fields need to be completed before the appointment can be saved. These will be highlighted in yellow. There is also a free text box where you can add notes. Any notes added will appear in the clinical contact field for the appointment. 

 

1. For each 'treatment' appointment booking, Therapists will need to select the relevant webforms (questionnaires) to attach. These will then automatically be sent via SMS to the patient, approximately 48hours before the appointment goes ahead. Patients will also receive 2 separate SMS reminders prior to their appointment. If the patient has opted out of SMS reminders, they will receive an email in replacement.

 

How to edit appointments 

 

If an appointment has been booked as an individual session (not a series)  

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Step 1: Click the orange bar at the top of the appointment you wish to change. A ‘Diary-edit appointment’ page will appear.  

Step 2: Edit the appointment details and click ‘Save’

Booked appointments should not be deleted from your diary. You will need to complete the clinical contact and log the appointment as 'Cancelled by patient before 48 hours, Cancelled by 

patient within 48 hours, DNA, Cancelled by Clinician'.

 

How to edit appointments If appointments are repeated (booked in a series) 

 

1. When you click on the orange appointment bar, a box will appear with the option to ‘Edit this appointment only’ or ‘Edit all in the series’.  

2. Select the relevant option. 

3. If you select ‘Edit this appointment only’, a diary-edit appointment page will appear. You can then edit the appointment details and click ‘Save’ or you can click ‘Back to diary’ if you wish the appointment to remain as it was.  

4. If you select ‘Edit all in the series’ a diary-edit appointment page will appear with a summary of the repeated appointments. You can then select the appointments you wish to edit or delete. 

5. Once highlighted, a new page will appear where you can then edit the appointment details and click ‘Apply’, or if you wish the appointment to remain as it was, click ‘Cancel’. 

6. You will then be taken back to the updated repeated appointment summary, where you can save the changes and return to the diary without making confirming the changes.