SOP: Add, Edit, and Reschedule Appointments in AesthetiDocs
Objective
This SOP explains how to create a new appointment in AesthetiDocs and how to amend an existing appointment. It ensures team members can book, update, and notify patients of appointment changes accurately and consistently.
Key Steps
1. Open the Calendar or Home Screen 0:01
Log in to your AesthetiDocs account.
Navigate to either the Home screen or Calendar.
Use the calendar view to locate the correct patient date and time slot before creating or editing an appointment.
2. Create a New Appointment 0:14
Select the date and time where the appointment should be added.
Click the relevant time slot on the calendar.
Choose Create New Booking to begin the appointment setup.
3. Select the Appointment Type 0:22
Choose the booking type that best matches the visit:
Treatment
Top Up Review
Consultation
In most cases, select Treatment to access the treatment menu.
4. Assign the Patient to the Booking 0:35
Search for the patient using one of the available methods:
Name
Phone number
Email address
If the patient is not already in the system, add a new client from this screen.
Select the correct patient before continuing.
5. Add the Service and Confirm the Booking 1:03
Select the service the patient is booking for from the treatment menu.
Search by:
Category
Key phrase
Specific treatment name
Choose the correct service, then click Confirm.
Click Book to save the appointment to the calendar.
Verify the appointment appears on the calendar and that patient notifications follow your system settings.
6. Reschedule an Appointment by Dragging and Dropping 1:39
To change only the appointment time, locate the booking on the calendar.
Drag and drop the appointment to the new time slot.
When prompted, choose whether to notify the patient of the updated time.
Select Yes if the patient should receive a notification.
7. Edit Appointment Details 1:57
Click directly into the appointment to open the edit screen.
Make any needed changes, such as:
Adding another treatment
Changing the date
Changing the time
Review all updates carefully before saving.
8. Save Changes and Notify the Patient 2:38
Once all edits are complete, click Update.
Choose whether to notify the patient about the changes.
Select Yes to send the updated appointment details.
Confirm the appointment has moved to the correct new date and/or time.
Cautionary Notes
Always verify the patient and service selection before clicking Book or Update. Incorrect bookings can cause scheduling errors and patient confusion.
Check notification settings before confirming changes. If notifications are enabled, the patient may automatically receive updates.
Be careful when dragging appointments on the calendar. Ensure the booking is moved to the exact intended time slot.
Confirm date changes when editing. It is easy to accidentally change both the date and time when only one adjustment is needed.
Tips for Efficiency
Use the search function to quickly find patients by name, phone number, or email.
Search services by keyword if you do not want to browse the full treatment menu.
If you need to add a new patient, do it directly from the booking screen to save time.
After any booking or edit, quickly review the calendar to confirm the appointment appears correctly.
Use drag-and-drop for simple time changes and the edit screen for more detailed updates.