Articles on: Diary and Scheduling

How do you book a recurring Appointment?

Recurring appointments, that is, a series of appointments booked on the same day and time at set intervals for a period of weeks/months, can be set up when booking appointments into your diary. These can be either patient or non-patient related and are set up only when booking new appointments. If you are editing an existing appointment, you won't see the option to set a recurrence.

Top Tip - if you intend on booking recurring appointments and you would like your patients to receive confirmation of these, you should also set up a recurring appointment confirmation via SMS or email.

To book a recurring Appointment:

Go to the Diary by clicking on the Diary icon:

Go to the day in the diary you want the appointments to start from. Do this using the forward and backward buttons or the mini-calendar

Click on the slot in the Diary where you would like the first appointment to appear. The appointment modal will open:

If it is a Patient Appointment, which is the default, the details of your Active Patient will be used

If it is a Non-patient Appointment, click the 'non-patient' link at the top of the appointment modal (this will be the default if you have no selected patient), and enter a label for the appointment (i.e. "Meeting")

Select an Appointment Type from the drop-down list (i.e. "Follow-up")

Select a Time and a Date (The start time will be determined initially by where you have clicked in the diary, and the end one will be determined by the default duration of the appointment type)

Click on the Recurrence? drop-down:

Select a Recurrence frequency:

Select when you want this Appointment Recurrence to end by picking a date from the Until field

Add any Comments, as required

Click Save and the Appointments will appear in the Diary. They will appear at the interval you have specified until the selected end date

Modifying one of these Appointments will not update any of the other appointments in the same recurring series. Any changes must be made to each appointment individually

Worried about conflicts if you are booking a recurring appointment series far into the future? Fear not, if any of the appointments in the series clash with an appointment that already exists or occur during non-working hours, then we will warn you of this! You will see the following warning modal before the booking is made:

This modal will list all of the appointments in the series that conflict with other appointments or occur in non-available time. Leave the checkbox ticked next to any appointments you still wish to book and then press 'Continue' to confirm the booking. This will book all available appointments and any conflicting appointments that you selected to book anyway. If you untick the box next to a listed appointment, then it will NOT get booked into the diary when you press 'Continue'.

Or, press 'Cancel' to close out of the booking. No appointments will be booked, giving you chance to check your diary before making the booking again.

Updated on: 13/12/2023

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