{"id":110,"date":"2025-12-18T09:06:44","date_gmt":"2025-12-18T09:06:44","guid":{"rendered":"http:\/\/192.168.1.159\/wp_plugins\/dev\/kivicare-revamp\/2025\/12\/18\/appointment-booking-scheduling\/"},"modified":"2026-02-05T05:28:11","modified_gmt":"2026-02-05T05:28:11","slug":"appointment-booking-scheduling","status":"publish","type":"post","link":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/kivicare-lite\/documentation\/features\/appointment-booking-scheduling\/","title":{"rendered":"Appointment Booking & Scheduling"},"content":{"rendered":"
\n

Overview<\/h2>\n\n\n\n

The Appointment Booking module<\/strong> is a core component of clinic operations in KiviCare EHR<\/strong>. It enables clinics to schedule, track, and manage patient visits efficiently while supporting role-based access for Administrators, Clinic Admins, Doctors, Receptionists, and Patients<\/strong>.<\/p>\n\n\n\n

This module ensures smooth appointment workflows and accurate visit tracking across the system.<\/p>\n\n\n\n

\n\n\n\n

1. Accessing Appointments<\/strong><\/h2>\n\n\n\n

To view the appointment schedule:<\/p>\n\n\n\n

    \n
  • Navigate to Appointments<\/strong> from the main menu<\/li>\n\n\n\n
  • This opens the complete list of all scheduled appointments<\/li>\n<\/ul>\n\n\n\n
    \n\n\n\n

    2. Appointment List Interface<\/strong><\/h2>\n\n\n\n

    The All Appointments<\/strong> page provides a centralized view of all scheduling activities within the clinic.<\/p>\n\n\n\n

    [Screenshot Placeholder 1: Appointment List View]<\/strong>
    Description:<\/em> Screenshot of the Appointment List page highlighting the Filters<\/strong> button, Add Appointment<\/strong> button, and the main data table with status badges such as Booked<\/em> and Check In<\/em>.<\/p>\n\n\n\n

    \n\n\n\n

    Key Features<\/strong><\/h3>\n\n\n\n
    Filter Panel<\/strong><\/h5>\n\n\n\n

    Click the Filters<\/strong> button to open the side panel and refine appointment results by:<\/p>\n\n\n\n

      \n
    • Date Range:<\/strong> View appointments for specific days or weeks<\/li>\n\n\n\n
    • Doctor \/ Clinic:<\/strong> Filter appointments by doctor or clinic<\/li>\n\n\n\n
    • Status:<\/strong> View Pending<\/em>, Booked<\/em>, or Cancelled<\/em> appointments<\/li>\n\n\n\n
    • Patient:<\/strong> Search appointments for a specific patient<\/li>\n<\/ul>\n\n\n\n
      Search Bar<\/strong><\/h5>\n\n\n\n
        \n
      • Quickly locate appointments by entering a patient\u2019s name<\/li>\n<\/ul>\n\n\n\n
        Export Options<\/strong><\/h5>\n\n\n\n
          \n
        • Export appointment data in CSV<\/strong>, Excel<\/strong>, or PDF<\/strong> format for offline review and reporting<\/li>\n<\/ul>\n\n\n\n
          \"\"<\/figure>\n\n\n\n
          \n\n\n\n

          Appointment Statuses<\/strong><\/h3>\n\n\n\n

          Each appointment displays a status for quick identification:<\/p>\n\n\n\n

            \n
          • Booked:<\/strong> Confirmed upcoming visit<\/li>\n\n\n\n
          • Check In:<\/strong> Patient has arrived at the clinic<\/li>\n\n\n\n
          • Check Out:<\/strong> Visit completed, and patient has left<\/li>\n\n\n\n
          • Cancelled:<\/strong> Appointment removed from the schedule<\/li>\n\n\n\n
          • Pending:<\/strong> Appointment awaiting confirmation<\/li>\n<\/ul>\n\n\n\n
            \n\n\n\n

            Appointments can be booked manually by Administrators, Doctors, Receptionists, and Patients<\/strong>.
            Patients can also initiate bookings directly from their dashboard.<\/p>\n\n\n\n

            \"\"<\/figure>\n\n\n\n
            \n\n\n\n

            Steps to Book an Appointment<\/strong><\/h3>\n\n\n
            \n \n
            \n
            1<\/div>\n
            \n

            Start Booking<\/strong><\/h3>\n
            Click the Add Appointment<\/strong> button in the top-right corner<\/div>\n <\/div>\n <\/div>\n \n\n
            \n
            2<\/div>\n
            \n

            Enter Basic Information<\/strong><\/h3>\n
            – Clinic:<\/strong> Select the clinic (if applicable)
            – Doctor:<\/strong> Choose the assigned doctor
            – Patient:<\/strong> Select the patient<\/div>\n <\/div>\n <\/div>\n \n\n
            \n
            3<\/div>\n
            \n

            Select Service and Time<\/strong><\/h3>\n
            – Service:<\/strong> Choose the medical service (charges are auto-fetched)
            – Date:<\/strong> Select the appointment date
            – Slot:<\/strong> Pick an available time slot from the doctor\u2019s schedule<\/div>\n <\/div>\n <\/div>\n \n\n
            \n
            4<\/div>\n
            \n

            Add Additional Details<\/strong><\/h3>\n
            Click Save<\/strong> to confirm the appointment<\/div>\n <\/div>\n <\/div>\n <\/div>\n <\/div>\n \n\n\n

            Description:<\/strong> Add notes or special instructions for the visit<\/p>\n\n\n\n

            Status:<\/strong> Defaults to Booked<\/em> (can be set to Pending<\/em> if approval is required)<\/p>\n\n\n\n

            \n\n\n\n

            4. Managing Appointments<\/strong><\/h2>\n\n\n\n

            Once booked, appointments can be managed directly from the appointment list.<\/p>\n\n\n\n

            Check-In and Check-Out<\/strong><\/h5>\n\n\n\n
              \n
            • Check-Out:<\/strong> After the consultation, click the Check-Out<\/strong> icon to complete the visit.<\/li>\n\n\n\n
            • Check-In:<\/strong> On the appointment day, click the Check-In<\/strong> icon to mark the patient as arrived. This activates the Encounter Dashboard<\/strong> link.<\/li>\n<\/ul>\n\n\n\n
              Editing & Cancelling<\/strong><\/h5>\n\n\n\n
                \n
              • Edit<\/strong>: Click the Pencil icon<\/strong> to change the date, time, or service details.<\/li>\n\n\n\n
              • Cancel<\/strong>: Click the Delete\/Cancel icon<\/strong> to remove the appointment from the active schedule.<\/li>\n<\/ul>\n\n\n\n
                Video Conferencing<\/strong><\/h5>\n\n\n\n

                For telemedicine appointments:<\/p>\n\n\n\n

                  \n
                • A Video Conference<\/strong> icon appears once the appointment is Checked In<\/strong><\/li>\n\n\n\n
                • Doctors can launch the video call directly from the appointment interface<\/li>\n<\/ul>\n\n\n\n
                  \n\n\n\n

                  5. Permissions<\/strong><\/h2>\n\n\n\n

                  Access to appointment scheduling features is role-based and can be configured from:<\/p>\n\n\n\n

                  Settings \u2192 Permission Settings<\/strong><\/p>\n\n\n\n

                  Role-Based Access<\/strong><\/h3>\n\n\n\n
                    \n
                  • Clinic Admins & Doctors:<\/strong>\n
                      \n
                    • Full access to book, edit, and cancel appointments within their clinic<\/li>\n<\/ul>\n<\/li>\n\n\n\n
                    • Receptionists:<\/strong>\n
                        \n
                      • Full access to manage front-desk operations, including booking, check-in, and cancellations<\/li>\n<\/ul>\n<\/li>\n\n\n\n
                      • Patients:<\/strong>\n
                          \n
                        • Book:<\/strong> Can schedule their own appointments via the patient dashboard<\/li>\n\n\n\n
                        • Cancel:<\/strong> Can cancel their own appointments (subject to a cancellation buffer set by the admin)<\/li>\n\n\n\n
                        • View:<\/strong> Can view only their own appointment history<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n
                          \"\"<\/figure>\n\n\n\n

                          6.Viewing Payment Information<\/strong><\/h2>\n\n\n\n

                          The payment method (Payment Mode<\/strong>) for an appointment is visible in several locations within the system:<\/p>\n\n\n\n

                          In the Appointment List<\/strong><\/h4>\n\n\n\n

                          The Payment Mode<\/strong> column displays the payment type (e.g., Manual, Pay Later, etc.) for each appointment.<\/p>\n\n\n\n

                          \"\"<\/figure>\n\n\n\n

                          In Appointment Details<\/strong><\/h4>\n\n\n\n

                          Open any appointment to view the Appointment Detail<\/strong> panel. The Payment Mode<\/strong> is listed under the appointment header.<\/p>\n\n\n\n

                          \"\"<\/figure>\n\n\n\n

                          In Payment History<\/strong><\/h4>\n\n\n\n

                          Navigate to Dashboard \u2192 Payment History<\/strong> from the main menu to see a dedicated log of all transactions, including Payment Mode<\/strong>, status, and charges.<\/p>\n\n\n\n

                          \"\"<\/figure>\n\n\n\n

                          <\/p>\n<\/div>","protected":false},"excerpt":{"rendered":"

                          Complete guide to Appointment Booking & Scheduling in KiviCare Lite. Learn how to effectively use this feature with step-by-step instructions and best practices.<\/p>\n","protected":false},"author":12,"featured_media":0,"parent":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[17],"tags":[],"class_list":["post-110","post","type-post","status-publish","format-standard","hentry","category-features"],"featured_image_src":null,"author_info":{"display_name":"wordpressadminiq","author_link":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/author\/wordpressadminiq\/"},"_links":{"self":[{"href":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/wp-json\/wp\/v2\/posts\/110","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/wp-json\/wp\/v2\/users\/12"}],"replies":[{"embeddable":true,"href":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/wp-json\/wp\/v2\/comments?post=110"}],"version-history":[{"count":12,"href":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/wp-json\/wp\/v2\/posts\/110\/revisions"}],"predecessor-version":[{"id":2762,"href":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/wp-json\/wp\/v2\/posts\/110\/revisions\/2762"}],"wp:attachment":[{"href":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/wp-json\/wp\/v2\/media?parent=110"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/wp-json\/wp\/v2\/categories?post=110"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/wp-json\/wp\/v2\/tags?post=110"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}