TELUS CHR uses a variety of appointment statuses - some manual and some automatic - to track a patient's journey through the appointment process. Assigning a status to an appointment allows you to monitor the flow of patient traffic, as well as no-shows and cancellations. 

All of the statuses except Confirmed and None display on the schedule - the full text displays if you are in day view, and only the icon displays if you are in week view. In the cases where only the icon appears, hover your cursor over the icon to see a tooltip with the status.

Steps

  1. To change the status of an appointment, click the appointment to open it and select the appropriate Status.

  2. Click Save to save your changes

The following table describes the available statuses:

Status

Description

Requested

A patient has requested an appointment online (typically through the e-booking portal), and this appointment has not yet been accepted or rejected by staff.

Confirmation Required

Use this to indicate patients are required to confirm their appointments as part of the booking process.

Provided the patient has a cell phone or email address listed, as soon as you book the appointment, the patient will receive a message asking them to click a link to confirm their appointment.

Until the patient has confirmed their appointment, they will not receive any appointment reminders.

📌 Note: after confirming the appointment, the patient will not receive the regular "confirmed appointment" email (since they just manually confirmed it themselves). However, they will see a screen displaying information about their appointment along with a phrase stating the appointment has been confirmed.

Confirmed

This is the default status within the CHR and means that the patient's appointment is confirmed and requires no further action.

If an appointment was booked as Confirmation Required and the patient clicked the link to confirm, the appointment is updated to this status automatically.

📌 Note: Confirmed appointments with incomplete pre-visit Qnaires display the Action Required status.

Action Required

The patient has not yet completed all pre-visit Qnaires associated with the appointment. The status cannot be changed until the Qnaire is completed or unassigned.

Once the patient has completed the Qnaire, the status automatically changes to Confirmed.

No Show

The patient did not arrive for their scheduled visit. Appointments marked as no show appear in the list of the patient's appointments.

Arrived

Use this to track who has arrived for their appointment and is currently in the waiting room.

In Room

Use this to track which exam room the patient is in. This allows the provider to see which room to go to next.

After selecting this status, you are prompted to choose a room from the list. See Room Management Settings for information on configuring the rooms.

Being Seen

Changing the status to Being Seen prompts you to start an encounter. If you agree, the encounter will be linked with that appointment.

Similarly, if the provider starts an encounter from the chart and links it to the appointment, the appointment status automatically updates to Being Seen.

Visit Completed

Select this to manually track when the appointment is complete.

Note Signed

Updates automatically if the encounter was linked to the appointment and the provider signs the encounter, indicating that all documentation for the visit is complete.

The appointment becomes grey in the schedule, as a visual indication it is finished.

Cancelled

Indicates if the appointment was cancelled. The appointment becomes grey in the schedule and the text has a strike-through.

Appointments marked as cancelled appear in the list of the patient's appointments.

📌 Note: marking an appointment as cancelled is not the same as deleting an appointment. See Cancelling appointments for more information.

Rejected

The appointment that the patient requested via e-booking was not accepted.

The appointment becomes grey in the schedule and the text has a strike-through.

You are prompted to send a notification to the patient.

Booked

Use this if you call patients to confirm their appointments, and want to see an indication of the confirmation in the schedule.

You can also use this status for tentative bookings that are not yet confirmed, such as surgical appointments that need to be confirmed by the hospital. 💡 Tip: if you use this status for tentative bookings and do not want patients to see these appointments, you can hide them. See Hiding appointment statuses in the patient portal for more information.

Rescheduled

If you book a new appointment for a patient that was rescheduled from another time, you can use this status as a visual indicator that the appointment probably should not be rescheduled again.

This also allows you to see if a patient frequently reschedules, as this status displays in the list of the patient's appointments.

📌 Note: If you book the new appointment and mark the original appointment as Rescheduled (instead of the new appointment), any appointment reminders for the original appointment will still be active and must be deleted.

None

Use to clear any existing appointment status.

📌 Note: appointments that do not have a status set may not be visible if you have filtered the schedule by status. See Filtering the schedule for more information.

Updated July 14, 2021

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