> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Appointments
> How to book, manage, and track the three appointment types at the Diagnostic and Scan Centre - Consultation, Scanning, and Lab Test.
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
***
## The Three Appointment Types
| Type | When to Use | Assigned To |
| ------------ | --------------------------------------------------------------------------------------- | -------------------------------------------------- |
| Consultation | Patient is seeing the centre's own doctor for an examination or to order investigations | Healthcare Practitioner (Physician or Radiologist) |
| Scanning | Patient is coming for a CT, MRI, Ultrasound, or X-Ray | Scan room (service unit) + Radiology Technician |
| Lab Test | Patient is coming for a blood test or other laboratory investigation | Lab Test unit |
***
## Booking an Appointment
Go to **Consultation** in the workspace sidebar and click **Patient Appointment**, then click **New**.
### 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**.
### 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.
### 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.
### 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.
### 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.
### Step 6: Save
Click **Save**. The system automatically sends an SMS confirmation to the patient's registered mobile number.
***
## Appointment Statuses
| Status | What It Means |
| ---------- | ---------------------------------------------------- |
| Scheduled | Appointment is booked, patient has not yet arrived |
| Open | Appointment date has passed (scheduler auto-updates) |
| Checked In | Patient has arrived and is in the waiting area |
| Completed | Service has been performed |
| Cancelled | Appointment was cancelled |
***
## 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**.
***
## 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.
***
## SMS Notifications
| When | SMS Sent |
| ---------------------------- | --------------------------------------------------- |
| Appointment saved (any type) | Booking confirmation with date, time, and location |
| Before the appointment time | Reminder SMS (time gap is configurable in settings) |
SMS messages use the patient's registered mobile number. If the number is missing, the SMS will not send.
***
## Appointment Field Reference
| Field | Purpose |
| ----------------------- | --------------------------------------- |
| Patient | The person being seen |
| Appointment Type | Consultation / Scanning / Lab Test |
| Appointment Date | The date of the visit |
| Start Time | The time slot |
| Department | Radiology / Pathology / Consultation |
| Healthcare Practitioner | Doctor assigned (for Consultation type) |
| Service Unit | Room assigned (scan room or lab unit) |
| Notes | Free-text notes for the appointment |
| Status | Current appointment status |
| Ref Practitioner | External referring doctor (optional) |
***
## 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.