How do I set up a Family Appointment?

IMPORTANT: Prior to using this function ensure you have entered information into the Family Members section of the Patient Details tab.

TIP: When booking family appointments you can select the members of the family that you would like to book into the appointment.

See the topics below:

To book a Family Appointment

1. To open the Edit Family Appointment window either

   Select an appointment time and double-click to bring up the Edit Appointment window, from where you can click the Create Family Appointment button:

   

   - or -

   Click the +1 button at the bottom right corner of the Hold List and then click the Create Family Appointment button in the Edit Appointment window that displays:

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2. In the Edit Family Appointment window, locate the first member for the appointment by entering their name into the Sort By field:

   

   All family members will be automatically selected to attend the family appointment:

   

3. Use the >> button to remove family members that are not to be booked into this appointment.
4. Enter information regarding the Service, Category, Room, Provider, Time, Total Length, and optionally type Notes about the appointment.
5. Click the Save button.

   This then places the appointment into the selected appointment time (if you started from the appointment book) or back onto the hold list / clipboard (if you started from the Hold List).

6. If saving back to the Hold List, drag into an available appointment slot.
7. When the family comes in for the appointment,

   The family members will appear individually in the Arrivals tab allowing you to indicate which of the family members have arrived for the appointment by checking the checkbox against each patient (this will then activate the correct number of stick people to appear at the door in the surgery).

   

8. (If using Appointment Workflow) When you click the Family appointment as Arrived, the appointment workflow Arrivals Task List will show family members individually, allowing you to deal with outstanding issues (such as Medical History Update) per patient.
9. (If using Appointment Workflow) When the family appointment is completed, the Departure Task List will show each family member, again allowing you to deal with outstanding issues (such as Collect Mobile number) per patient:

   

As family appointments are completed (once they have been seen in the surgery), you will need to check which - if any - members of the family require any additional appointments. Follow the steps below to do this:

To book further appointments for family members

1. Double-click on the appointment in the appointment book. The following screen then appears:

   

2. If there is more treatment required, that is listed to the right of the patient’s name. Highlight the required patient and click on the ‘Book Single Appointment’ button. This will place them onto the clipboard and Hold List.
3. Double-click each entry on the clipboard or within the hold list; this will produce the ‘Edit Appointment’ screen for that patient.
4. Double-click the next required appointment and then select ‘Save’. You are now ready to book an appointment for this patient by dragging it into a convenient appointment time or using the search function.