Introduction

This article guides you through managing existing reservation details within the system. Opening a booking card allows for various administrative actions in one place, including modifying dates, canceling appointments, managing statuses, selecting examination rooms, communicating with patients, and editing patient data. This interface ensures receptionists and doctors can keep bookings up to date.

Booking Card Functions

The following actions can be performed within the reservation details window:

Canceling a Booking

Cancellation can be initiated using the Cancel button at the bottom of the card.

Select a reason for the cancellation in the pop-up window.
Choose whether to send an email notification to the patient regarding the cancellation.
Click the confirmation button to finalize.

Modifying an Appointment

The Modify button allows you to reschedule the examination.

Select the new date and time in the calendar view.
The system will ask if you wish to notify the patient about the change.
After the "Successful modification" message, the booking moves to the new slot.

Managing Statuses

The current status of the booking can be set manually from the dropdown menu:

Arrived: Indicates the patient is present at the clinic.
No-show: Used if the patient did not appear. Selecting this prompts a confirmation; clicking "Yes" cancels the booking, marking it as a missed appointment.

Setting the Examination Room

The room assigned to the booking can be changed in the "Room" field.

You can select a different room if multiple are available.
The selection can also be cleared ("No room selected").
Click the Save button at the bottom right to apply changes.

Resending Confirmation

The system records when the last email was sent ("Last confirmation email").

The Resend button immediately sends the confirmation email to the patient again.

Note: This action does not generate a new email. It resends the already generated and previously sent email.
Following this action, the timestamp updates to the current time.

Managing Comments

Two types of comment fields are available:

Comment: This field contains the message written by the patient or receptionist at the time of booking. It can be edited.

Note: When editing the Patient note field, a separate Save button appears specifically for this field. Do not use the Save button at the bottom of the window.
Internal Comment: A separate field for internal use (e.g., "Test comment"), which is not visible to the patient.

Using Tags

Color-coded tags can be assigned to bookings for easier identification.

Select the appropriate category from the tag list.
After saving, a small colored rectangle representing the tag will appear on the booking in the calendar view.

Editing Patient Data

The Edit button (pencil icon) in the top right corner of the booking card allows modification of the patient's master data.

Editable fields include: Name, Address, Zip Code, City, Country, Street, House Number.
Changes are saved to the patient's profile via the Save button, updating the data globally, not just for the specific booking.

Tips

Tip: Use the internal comment field for information intended only for staff, as this content does not appear in notifications sent to the patient.

Tip: If a patient fails to show up, use the dedicated "No-show" status instead of a simple cancellation so the system can statistically track missed appointments.

Summary

Dates, rooms, and statuses can be modified in one place on the booking card.
Public and internal comments are managed separately.
Confirmation emails can be resent with a single click.
Patient data can be corrected directly from the booking card.

FAQ

What happens if I modify the time but choose not to notify the patient?

In this case, the booking moves to the new time slot in the calendar, but the patient will not receive an email about the change.

Can the status update automatically?

Yes, when completing the patient arrival process, the system can automatically set the booking to "Arrived," but this can also be overridden manually on this interface.