Calendar

The Calendar is the central operational hub of the clinic. It provides a real-time view of all appointments, professional availability, and patient flow. This section covers everything from basic navigation to advanced scheduling techniques.

Overview and Navigation

View modes

In the top-right corner of the calendar, switch between three view modes depending on your task:

View	Best for
Day	Minute-by-minute triage, marking arrivals, and tracking No Shows
Week	Drag-and-drop rescheduling and visualizing staffing balance across multiple days
Month	High-level capacity planning and spotting availability patterns

Filtering and display controls

• Filter by Professional or Specialty: Use the top dropdown menus to narrow the calendar to a specific provider or specialty area. This prevents information overload when the clinic has many providers.
• Hide Cancelled Appointments: Click the "Ocultando Cancelados" button to toggle cancelled slots on or off, keeping the interface focused on active patients.
• Refresh: Click "Actualizar" to sync the calendar with recent online bookings or changes made by other staff members. This is especially useful during peak hours when multiple people are working simultaneously.

tip

During busy mornings, use the Day view with a single-provider filter to get a focused, real-time picture of arrivals and gaps.

Standard Booking Process (Nuevo Turno)

To create a standard appointment, click any available time slot in the calendar grid. The booking modal will open with the following steps:

Step 1: Patient identification

Enter the Patient Name and Phone Number.

warning

Always include the country code (e.g., +54 for Argentina, +595 for Paraguay) when entering phone numbers. Without the correct country code, automated WhatsApp notifications will not be delivered.

Step 2: Service and professional selection

Choose the Service (e.g., Control, Consultation, Surgery) and assign the Professional who will attend the patient.

Step 3: Pre-confirmation

Check the "Pre-confirmar turno" box if the appointment should be marked as "Confirmed" immediately, bypassing the default "Pending" state. This is useful for returning patients or phone-confirmed bookings.

Step 4: Notes

Use the Notas field to add any relevant administrative or clinical reminders, such as "Bringing lab results" or "Requires wheelchair access."

Insurance and Financial Compliance (Copago)

The system is designed to prevent billing errors by providing real-time insurance alerts during the booking process.

How it works

1. Select the Insurance Provider and Plan: Choose the patient's Obra Social (insurance provider) and their specific plan from the dropdown menus.
2. Copago Plus Alert: If the selected plan carries an additional out-of-pocket fee, an orange warning box will appear: "Copago Plus - Este plan de seguro tiene copago adicional."
3. Mandatory verbal confirmation: The administrative staff must verbally inform the patient of this additional cost before confirming the appointment.

warning

Never skip the verbal copago notification. Failing to inform patients about additional costs creates disputes at the front desk and damages clinic trust.

Handling Squeeze-ins (Sobreturnos)

Sobreturnos are a powerful administrative override that allows booking outside a provider's scheduled hours. This feature is restricted to clinic staff only; patients cannot book sobreturnos themselves.

When to use them

If you try to book a standard appointment outside of a professional's working hours, the system will display a warning and block the creation. Sobreturnos bypass this restriction.

How to create a sobreturno

1. Open the booking modal by clicking a time slot.
2. Check the "Sobreturno" box to override the schedule block.
3. Complete the rest of the booking as normal.

Where sobreturnos appear

Unlike standard appointments that sit within the hourly grid, sobreturnos are placed in a dedicated "Sobreturno" row at the very top of the calendar. This gives the professional a clear visual signal that they have an extra patient to squeeze in whenever a gap occurs in the regular schedule.

info

Use sobreturnos sparingly. They are intended for emergencies, VIP patients, or special exceptions that the clinic manages internally.

Dynamic Management: Drag, Drop, and Waitlist

The system is designed to keep the clinic at maximum capacity with minimal manual effort.

Drag-and-drop rescheduling

To move an appointment:

1. Click and hold the appointment card.
2. Drag it to the new time slot or day.
3. A "Mover Turno?" confirmation window will appear showing the origin and destination times.
4. Verify that the "Notificar por WhatsApp" checkbox is selected (it is checked by default).

tip

Always keep the WhatsApp notification checkbox enabled when moving appointments. This automatically informs the patient about the change, significantly reducing the need for manual phone calls.

The automated waitlist

The waitlist system works without staff intervention:

1. Patient entry: When a patient tries to book a day that is completely full, they are offered the option to join the Waitlist (Lista de Espera).
2. Automatic notification: If a slot opens up (due to a cancellation or an appointment being moved via drag-and-drop), the system automatically notifies the waitlisted patient via WhatsApp.
3. Patient self-service: The patient can then choose to reschedule themselves into the open spot, filling the gap without any staff member needing to call them.

Check the Waitlist icon in the top header daily to see patient demand for fully booked days.

Attendance and Status Tracking

Accurate status tracking is essential for clinic analytics and automation triggers. Update patient statuses in the Day view as they progress through their visit.

Status indicators

Icons (circles and checkmarks) and colors indicate the current state of each appointment:

Status	Meaning
Pending	Appointment booked but not yet confirmed
Confirmed	Patient has confirmed attendance
Arrived	Patient has checked in at reception
In Progress	Patient is with the provider
Completed	Visit finished
Cancelled	Appointment was cancelled
No Show	Patient did not attend and did not notify

Marking No Shows

If a patient misses their appointment without notice, click the "NO SHOW" button on the appointment card. This data is critical because it:

• Helps identify unreliable patients for future manual confirmation
• Feeds the no-show risk analytics on patient profiles
• Can trigger automated follow-up messages inviting the patient to reschedule

Admin Best Practices

1. Always inform the patient when the "Copago Plus" warning appears during booking.
2. Use sobreturnos sparingly and only for emergencies or special exceptions.
3. Keep WhatsApp notifications enabled during drag-and-drop moves to automate patient communication.
4. Check the Waitlist icon daily to monitor patient demand for fully booked days.
5. Update attendance statuses promptly so analytics and automations work with accurate data.