Appointment Statuses, Icons and Triggers

Each appointment has a Status box in the top left corner, with status indicators of the patient's current stage in the appointment workflow:

If a patient does not arrive there is also a Failed to Arrive (FTA) icon:

Each time the status is clicked, it cycles through the following status items:

• A telephone handset icon indicates that the patient’s appointment has been confirmed; this option can be switched off in the configuration of the appointment book if not required.
• A hollow square icon indicates that the patient has not yet arrived.
• A stick figure icon indicates that the patient has arrived for their appointment.
• The patient in the chair icon indicates that the patient’s records are open in the surgery.
• A tick icon indicates the appointment has been completed and the patient is checked out. (Appointments are automatically updated as completed when the provider charges or TC’s the patient from the surgery).

These icons are especially significant for practices that use the appointment workflow to track and process patients through the practice.

Status Triggers

These statuses are triggered as follows:

Although the appointment workflow is a partly automated process, from EXACT v12.2 it is possible to manually set appointment statuses.

Resetting the appointment Status

Requires EXACT v12.2 or later.

It is possible to manually reset or change a patient's appointment workflow status to either

• Booked (not yet in the workflow)
• Arrived (has been processed through reception and is now awaiting clinical treatment)
• In the Chair (being treated in the Clinic - only the assigned Provider can change the patient to this status)
• Complete (has been treated and is now in reception being processed through departure)
• Checked Out (completed the workflow)

To reset the patient appointment status

Right-click the appointment and select the reset status from the context menu:

(the options may vary depending on stages in the workflow and permissions)

IMPORTANT: When you reset the appointment status EXACT resets its expectation of where that patient is in the practice and what actions are applicable to that patient's current stage of the workflow.

Select Reset Appointment Status to set the patient to Booked.

You'll see the status icon in the appointment change: Booked

EXACT expects that this patient has not yet arrived in reception.

Select Mark as Booked to set the patient to Booked.

You'll see the status icon in the appointment change: Booked

EXACT expects that this patient has not yet arrived in reception.

Select Mark as Arrived to set the patient to awaiting treatment in the clinic.

You'll see the status icon in the appointment change: Arrived

EXACT expects that this patient has been through the Arrivals process and is queued, awaiting treatment by the Provider.

The Provider sees this patient as a queued icon, waiting for treatment.

(valid Provider only) Select Move Patient to Chair to accept the patient into the clinic:

A patient can only be moved to the chair by the Provider to whom that patient has been assigned in the appointment book, so only that Provider will see this option to Move to Chair.

You'll see the status icon in the appointment change: In the chair

EXACT expects that this patient is in the chair being treated by the Provider.

Select Mark as Complete to mark the clinical treatment phase as complete for this patient.

You'll see the status icon in the appointment change: Complete

EXACT expects that this patient has been treated and moved to Reception, and pops up the patients Departure Task List, where applicable.

Select Mark as Checked Out to mark the reception departure phase as complete for this patient.

You'll see the status icon in the appointment change: Checked out

EXACT expects that this patient has been processed through departure and left the practice.

Online booking icons:

Online Booking icons display in the top right corner of the appointment: