Adding a New Appointment
To add a new appointment, you must first be looking at the PPS appointments Diary. From here you can quickly see an empty appointment slot into which to book your new appointment, or you can use the search option to search for a free appointment slot. You can bring up the diary as follows:
Appointments –> Appointments Diary or <Ctrl A> or Task Bar -> Appointments
To Create or Add a New Appointment
Highlight the appointment. Either right click to display a list of options and select New Appointment, press <F2> or click <New> on the Appointment Diary Tool Bar to open the New Appointment Details screen.
You will notice that many of the details about the appointment are already entered. For example: the date, time, practitioner, duration of the appointment and optionally the appointment type, the location and/or treatment room. You can change these details if for example you wish to allocate more time to a particular client.
Select the client by either entering all or part of their surname, entering their client number or clicking <Search>.
Entering all or part of the client’s surname shows a list of clients that match that surname. You can further refine the surname search by adding <space> and their initial after surname.
If the client does not appear on the list then click <New> to create a new client record. (See Client Details -> Creating a new client -> From the Appointment Diary.)
If you know the reason why the client is having the appointment you can optionally select an appointment type.
Enter any other relevant information about the appointment in the notes field and click <OK> to create the appointment. PPS will prompt you if there are any outstanding activities or future appointments already booked for this client.
If a client wishes to book several appointments for example: every Monday at 10:00 am then click <Repeat> to open the Repeat Appointments screen before clicking <OK> to save.
The box to the lower right indicates your current selection and is updated each time you change the selection in one of the other fields.
You can repeat an appointment on either a daily, weekly, monthly or yearly basis. You can also specify that the appointment be repeated on the same day each month.
Specify the frequency. For example: every third week, or every six months etc.
Specify the nominated day. This changes depending upon the selection in the first field. For example: selecting weekly then the options are the days of the week. Selecting monthly then the options are the days in the month.
This field is not used with Daily and Yearly intervals.
If the repeat appointment falls at the weekend, you can then select to: Leave Alone (make the appointment anyway), Move to Friday, Move to Monday, Move to Nearest Day (Friday if it falls on Saturday and Monday if it falls on Sunday), or Don’t make the appointment.
Finally select the duration, number of appointments to repeat either using a date range or number of elapsed days, weeks, months or years.
Click <OK> to save your selection.
The repeat appointments are only made when you save the original appointment. If you cancel and do not save the appointment details, then the repeat appointments are not made.
Click <OK> to save the original appointment. A message is displayed confirming the repeat bookings. It will also show how many appointments could not be booked due to conflicts.
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