Scheduling & booking

A functional overview of how scheduling works for staff. For definitions of the terms used here, see Core concepts.

How availability is defined

Roster rules define when a provider or other bookable resource is available. Staff (or clinic administrators) set these up so the system knows who or what can be booked, and when.

Finding open slots

Given the roster rules in place, staff can query availability to see open slots — for a specific provider or resource, and for a given appointment type (the kind of appointment being booked, such as a particular visit type).

Creating and cancelling bookings

Once you've found a slot, you create a booking: a reservation of that slot for an appointment type, against a resource. Bookings can also be cancelled, freeing the slot back up.

Booking a prospect promotes them to a patient

When you book an appointment for a prospect, that action is what promotes them to an active patient — it's the single point where the outreach side of the funnel connects to the clinical record. See Referrals workflow for how a referral becomes a prospect in the first place, and how staff drive it through outreach up to the point of booking.