Objective
This SOP explains how to set up treatment rooms and equipment in the Study Docs stock management module so bookings are managed correctly and double bookings are prevented. It also covers how to assign equipment to services and rooms so staff and patients only see available appointment times.
Key Steps
1. Identify which rooms and equipment need to be managed 0:12
Review your clinic setup and identify resources that should not be double booked.
Include:
Shared portable devices used by multiple practitioners.
Fixed equipment that stays in a specific treatment room.
Use this setup to ensure appointments are only offered when the required room or equipment is available.
2. Add a treatment room in Stock Management 1:15
Go to the Stock Management module and open Rooms.
Click Add New Room in the top-right corner.
Enter a clear room name, such as Treatment Room 3.
Select the correct location if your clinic has multiple sites.
Save the room if no equipment needs to be assigned yet.
3. Assign equipment to a room when needed 2:12
When creating or editing a room, associate any equipment that belongs in that room.
This is especially important for fixed devices that cannot be moved between rooms.
Assigning equipment to a room helps prevent bookings when either the room or the equipment is already in use.
4. Deactivate or delete a room if it is no longer needed 2:33
Use the room toggle option to manage room status.
Choose Deactivate if the room is temporarily unavailable.
Choose Delete only if the room should be removed completely.
Confirm the action before proceeding to avoid accidental removal.
5. Add a new piece of equipment 2:53
Go to the equipment section in the stock management module.
Click to add a new item of equipment.
Enter the equipment name clearly, for example IPL Laser.
Decide whether the equipment is:
Portable: can move between rooms.
Fixed: stays in one room and should be linked to that room.
6. Link equipment to the correct service or category 3:41
Open the relevant treatment service.
Assign the equipment to the specific service it supports.
If the equipment applies to multiple services, assign it at the category level so it is applied automatically.
Save the service assignment once complete.
7. Assign fixed equipment to the correct room 4:14
After saving the equipment, return to Rooms.
Open the room where the equipment is located.
Edit the room and assign the equipment to it.
Ensure all fixed devices in that room are linked so the system can block conflicting bookings.
8. Verify booking restrictions in the calendar 4:49
Open the calendar and locate an appointment that uses the equipment.
Click the appointment and review the Rooms and Equipment section.
Confirm the system shows the equipment as in use during that time.
Attempt to book another appointment that requires the same resource to confirm the system blocks it and suggests alternate times.
9. Understand how the system handles double bookings 5:57
If a room or equipment is already in use, the system will prevent another conflicting booking.
Patients booking online will not be able to double book unavailable resources.
Internal staff may still override bookings manually if clinic policy allows it.
Cautionary Notes
Do not delete a room or equipment item unless you are sure it is no longer needed.
Fixed equipment should always be assigned to the correct room to avoid booking conflicts.
Portable equipment should still be tracked carefully so it cannot be double booked.
Internal users may be able to override conflicts, but online patients should not be able to bypass availability rules.
Always verify the room, location, and service assignment before saving.
Tips for Efficiency
Use consistent naming conventions for rooms and equipment, such as Treatment Room 1 or IPL Laser.
Assign equipment at the category level when it applies to multiple services to save time.
Set up rooms and equipment before opening online bookings to avoid scheduling issues.
Test one booking scenario after setup to confirm the availability rules are working correctly.
Keep fixed equipment and room assignments updated whenever clinic layouts change.