How to Use the New Scheduler

Setting Up Your Schedule

Video walkthrough

• Navigate to the new scheduler page and go to the Schedule tab
• Select the clinician whose schedule you want to set up
• Choose the appointment type that you want to create slots for
• Click on a time slot on the calendar to open the setup popup
• Choose your frequency from the available options:
• • One-time 
  • Every week
  • Every two weeks
  • Every three weeks
  • Every four weeks 
• Press “Confirm availability” to create the appointment slot. 

Making a Booking on Behalf of a Patient

Video walkthrough

• Navigate to the new scheduler page and go to the Availability tab
• Use the drop-down menus to select:
• • The clinician you want to make the booking for
  • The appointment type for the booking
• Review all available appointment slots displayed on the page
• Click on the time slot where you want to make the booking
• In the popup that appears, choose one of the following patient options:
• • Create a new patient - For patients registering for the first time
  • Select an existing patient - Use the search function to find the patient
• Click Confirm booking to complete the process
• The system will automatically:
• • Make the booking
  • Send an email confirmation to the patient
  • Remove the slot from available bookings

Managing Appointments

Video walkthrough

• Navigate to the new scheduler page and go to the Appointments tab
• Select the clinician whose appointments you want to manage
• Choose the appointment type you want to view, or select "All appointment types" to see all of a clinician's bookings
• Click on an appointment to view available actions
• Choose from the following options:
• • View medical records - Opens the patient's medical records in a new tab
  • Cancel the appointment - Removes the appointment and makes the slot available again
• When cancelling an appointment, the system will automatically:
• • Remove the appointment from the calendar
  • Send an email notification to the patient
  • Make the time slot available for new bookings

Setting an Out of Office

Video walkthrough

• Navigate to the new scheduler page and go to the Out of Office tab
• Select the clinician you want to set the out of office for
• Drag on the calendar to select the time period you want to block
• Add an optional reason for the out of office in the provided field
• Click Block to create the out of office period
• Any appointment slots that would normally be available during this time will be automatically hidden from patients and cannot be booked

Updated on: 29/08/2025