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The diagnostic centre runs three types of appointments. Each type links to a different part of the clinical workflow. Booking the correct appointment type ensures the right room is assigned, the right practitioner is notified, and billing picks up the right fee. Who does this: Receptionist, Healthcare Administrator

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The Three Appointment Types

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Booking an Appointment

Go to Consultation in the workspace sidebar and click Patient Appointment, then click New.
New appointment booking form showing patient, appointment type, date, time, practitioner, and service unit fields

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Step 1: Select the Patient

In the Patient field, type the patient’s name. If they have visited before, select them from the search results. If they are new, register them first from Masters > Patient.

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Step 2: Select the Appointment Type

In the Appointment Type field, select one of:
  • Consultation
  • Scanning
  • Lab Test
This determines which service unit options appear next.

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Step 3: Set Date and Time

Select the appointment date and start time. The system calculates the end time based on the appointment type duration.

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Step 4: Select Department and Service Unit

For Consultation: Select the doctor and their consultation room (Consultation Room -001, -002, or -003). For Scanning: Select the scan department (Radiology) and the specific scan room:
  • MRI scan: MRI -001, MRI-002, or MRI-1-0001 to MRI-1-0004
  • CT scan: CT room -001 or CT room-002
  • Ultrasound or X-Ray: select the appropriate unit
For Lab Test: Select the Lab Test unit.

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Step 5: Add Notes (Optional)

In the Notes field, record any relevant details: what investigation is ordered, the referring doctor’s name, any patient-specific preparation instructions.

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Step 6: Save

Click Save. The system automatically sends an SMS confirmation to the patient’s registered mobile number.
Saved appointment record showing the appointment ID, type, date, time, and patient details

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Appointment Statuses

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Managing the Day’s Appointments

From the workspace, click Patient Appointment to open the appointment list. Filter by:
  • Date: See today’s appointments only
  • Status: See all “Scheduled” or “Checked In” appointments
  • Appointment Type: See only Scanning or only Lab Test appointments
Use this list as a queue for the day. As each patient arrives, open their appointment and change the status to Checked In.
Appointment list view filtered to today's date showing all three appointment types with their statuses

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Cancelling an Appointment

Open the appointment and click Cancel Appointment from the action bar. Record the reason (patient request, no-show, equipment unavailable). A cancelled appointment remains in the system for records.

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SMS Notifications

SMS messages use the patient’s registered mobile number. If the number is missing, the SMS will not send.

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Appointment Field Reference

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Best Practices

  • Confirm the appointment type before saving. A patient booked as “Lab Test” instead of “Scanning” will not have a scan room assigned.
  • Always assign a specific service unit. Without a room assignment, the technician cannot see the appointment in the scan room queue.
  • For MRI appointments, note in the appointment whether contrast is required so the nursing team can prepare the contrast kit and check for contraindications.
  • If a patient is having both a scan and a lab test on the same day, book two separate appointments so each service is tracked and billed independently.