Product
Appointments

Views

13min

The Appointment module includes multiple views and functionalities to help users manage and monitor appointments efficiently. Each view is designed for specific operational needs, providing various levels of detail and interaction.

Icons and Their Functions

Primary Views

1. Person Icon

  • Purpose: A list of all appointments per day under each specialist assigned to.
  • Functionality:
    • Dropdown list of all specialists.
    • Select one or multiple specialists to view their schedules by using filters.
    • Automatically refreshes the view based on selected specialists.
    • Ability to see appointments based on different locations.
    • Ability to see appointments that are on the waiting list for all the specialists in a specific location.
  • Best Practices:
    • Use for individual performance tracking or specialist-specific schedule adjustments.
  • Practical Use Case:
    • Viewing Dr. Sajida Chandnani’s schedule for a particular day to balance her workload.

2. Calendar Icon

  • Purpose: Filters appointments by day/week/month for each specialist chosen.
  • Functionality:
    • Opens a date picker for quick selection. (You may choose between day view, week view, and month view)
    • Syncs with all other filters (e.g., specialist and location).
  • Best Practices:
    • Use to locate historical appointments or schedule ahead for specific dates.
  • Practical Use Case:
    • Scheduling appointments for a future clinic opening date.

3. Appointment Icon

  • Purpose: Provides a detailed table view of all appointments for a specific period of time.
  • Functionality:
    • Columns:
      • Location, Specialist, Service, Contact, Status, Time, and Notes.
    • Actions:
      • Send notifications (e.g., WhatsApp).
      • Export appointments as a CSV file.
    • Filters:
      • Location: Narrow down appointments to a specific clinic.
      • Status: View all Cancelled, Confirmed, or Completed appointments.
      • Waitlist: Toggle view for pending appointments.
  • Best Practices:
    • Use for administrative oversight or preparing data for reports.
  • Practical Use Case:
    • Exporting all appointments for your clinic (e.g. Jumeirah Clinic in November 2024 for reporting).

Secondary Views for Calender Icon

1. Day View

  • Purpose: Provides a granular, hour-by-hour breakdown of appointments for a specific day.
  • Features:
    • Specialist Columns: Displays each specialist in a separate column with their respective appointments.
    • Appointment Cards:
      • Color-coded statuses:
        • Blue: Confirmed
        • Red: Cancelled
        • Green: Completed
      • Clickable for detailed actions like rescheduling or editing.
    • Navigation:
      • Navigate between days using arrow icons.
      • Jump to the current day using the "Today" button.
  • Use Case: Ideal for real-time tracking and same-day appointment management.

2. Week View

  • Purpose: Offers a broader overview of appointments across a week.
  • Features:
    • Horizontal Layout: Days of the week displayed at the top, with time slots aligned vertically.
    • Appointment Distribution: Visual distribution of appointments across the week for each specialist.
    • Bulk Scheduling:
      • Quickly add multiple appointments across days.
  • Use Case: Best suited for resource planning and ensuring balanced weekly workloads.

3. Month View

  • Purpose: Provides a high-level calendar overview for the entire month.
  • Features:
    • Daily Summaries:
      • Aggregated appointment counts with color-coded status indicators.
      • Click on a specific day to access detailed daily schedules.
    • Quick Navigation:
      • Easily move between months using arrow icons.
  • Use Case: Ideal for long-term planning, identifying trends, and monitoring workload distribution.

Practical Use Cases

  1. Day-to-Day Operations:
    • Use the Day View to monitor real-time appointment updates and resolve conflicts.
    • Example: Rescheduling appointments due to a specialist’s sudden unavailability.
  2. Weekly Resource Planning:
    • Leverage the Week View to ensure balanced workload distribution across specialists.
    • Example: Adding appointments to fill gaps in a specialist’s schedule.
  3. Monthly Reporting:
    • Utilize the Month View for generating reports and spotting appointment trends.
    • Example: Identifying peak booking days to optimize clinic resources.
  4. Client Communication:
    • Use the messaging functionality to notify clients of appointment changes instantly.
    • Example: Sending automated reminders for next-day appointments.

Best Practices

  1. Leverage Filters:
    • Use the specialist, location, and date filters to pinpoint schedules and avoid information overload.
  2. Maintain Updated Notes:
    • Add clear notes to each appointment to provide context for future follow-ups.
  3. Automate Communication:
    • Use predefined message templates to reduce manual effort and improve client engagement.
  4. Regularly Review Cancelled Appointments:
    • Monitor cancellations to identify patterns or improve scheduling efficiency.

FAQs

1. How do I notify a client about a rescheduled appointment manually?

  • Use the Appointment Icon to locate the specific appointment.
  • Click the "Send" icon and select the communication channel (WhatsApp).
  • Choose a predefined message template or compose a custom message.

2. Can I view appointments for multiple specialists at once?

  • Yes, use the Person Icon. The view will update to reflect their combined schedules.

3. How do I export appointment data?

  • Click the Export button under the Appointment Icon.
  • Choose to export all appointments or filter the data first (e.g., by date, location, or status).

4. Can I switch between views easily?

  • Yes, toggle between the icons Person Icon, Calendar Icon, and Appointment Icon views using the buttons in the top-left corner.

5. How do I reschedule an appointment?

  • Open the Appointment Card in any view, click the "Edit" icon, adjust the date/time, and save changes. Notify the client using the communication options.



Updated 07 Jan 2025
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