If your practice accepts Walk-In Appointments then the Walk-In and Pre-Booked Appointments list is an easy way to record and monitor these.
a. Access the Walk In/ Pre-booked list via the Appointments menu at the top of your screen.
b. In this screen you'll see any existing pre-booked appointments based on the room and diary user filters you select at the top of the screen. This gives you an at-a-glance view of any appointments already in the diary making it easier to view when there is availability for any walk-in bookings.
c. Use the additional filters to the left of the screen to view appointments based on status, whether they are pre-booked or walk in, or department. You can also choose the date to view at the bottom of the screen as well as your average walk-in wait time.
Use the Modify option to make changes to the selected walk-in or pre-booked appointment.
Important: Deleting an instance from this list will also delete the appointment in your diary. This applies to both pre-booked and walk-in bookings.
d. Add a new Walk-In appointment by clicking New at the bottom of this screen.
e. You'll now see a screen not dissimilar to the booking form for standard appointments. Populate all relevant information as required including the client name, the diary user, and any appointment type you'll be assigning to this session.
Search for an existing client record via the Search button or simply enter part of the client name in the Name field if you do not want to add them as a client on your system. You can create a new client record by clicking Search > New.
Tip: It's not necessary to determine at this time the diary user, room, or department as these may depend on availability, but at least one of these must be chosen to successfully create the Walk-In record.
Click OK to add your Walk In Appointment record. This will also add a standard appointment record to your Appointments Diary.
f. At this point the record will sit in your Walk-In list marked as Arrived/Waiting to be Seen. See the time they were added to the list as waiting in the Time column.
Tip: Resize these columns by hovering over the end of each column title and dragging. Click the column heading to order results based on that information or click and drag to reorder the columns themselves.
g. When a Diary User becomes available and the client it taken in for their appointment select their entry in the Walk-In list and choose Call this person at the top of the screen to change the appointment status to Being Seen. If you need to revert the client back to Arrived/Waiting at any point then select the booking and choose Re-Assign.
h. When the appointment is complete select it in the list and choose Appointment Complete at the top of the screen. This will open the walk-in booking screen allowing you to make any additional alterations to the record.
If you need to raise charges or access the normal Appointment Complete screen regarding this booking then do so from the booking in the diary in the normal way. See our billing process guide for more information on billing clients.
Extra Information: Walk-In Appointments by default do not have a duration set. You'll need to modify the appointment from the Appointments Diary or Client Log should you need to set one.