Calendar & Appointments
The Calendar module is more than a visual agenda -- it is an operational tool. From here, you can manage patient flow in real-time and coordinate administrative tasks without leaving your office or sending separate messages.
Navigation and views
The system offers total flexibility for viewing your workload:
| View | Best for |
|---|---|
| Day | Detailed per-patient flow during active consultations |
| Week | Planning ahead and spotting open windows |
| Month | High-level capacity overview and vacation planning |
Refreshing the agenda
Use the "Actualizar" (Update) button to refresh the calendar instantly. This ensures you see any last-minute appointments added by staff while you had the screen open.
Filtering cancelled appointments
Toggle "Mostrando Cancelados" (Showing Cancelled) on or off to clean up your visual space or review who cancelled during the week. Hiding cancelled appointments keeps the display focused on active patients.
Managing squeeze-ins (Sobreturnos)
Daily practice is dynamic. The system allows providers to manage their own squeeze-ins directly, without waiting for staff intervention.
How it works
At the top of each day's view, you will see a dedicated "Sobreturno" row. If you have an urgent patient or someone who needs to be seen outside of your regular slots, you can book them yourself from this row. The front desk is immediately alerted that the patient is being squeezed into the schedule.
Use the Sobreturno row exclusively for emergency or urgent additions. This prevents cluttering your confirmed regular slots and keeps the main agenda clean while still accounting for extra patients.
Appointment status workflow
Clicking on an appointment opens the management modal. It is essential to update the status so the entire team stays aligned. The consultation workflow follows this progression:
Status definitions
| Status | When to use | Why it matters |
|---|---|---|
| Arrived (Llego) | Patient is in the waiting room or currently with you | Alerts staff that the patient is present and the consultation is underway |
| No-Show (No Asistio) | Patient did not attend the appointment | Builds attendance history; enables end-of-month reporting on absenteeism |
| Completed (Completado) | Consultation is finished | Closes the appointment cycle and feeds analytics |
Properly marking no-shows ensures that end-of-month statistics are accurate. This data allows staff to take action with habitually absent patients, such as sending reminders or adjusting booking policies.
Request Action: direct staff communication
This is the most powerful tool for saving time. Instead of calling the front desk or stepping into the hallway, use the "Solicitar Accion" (Request Action) button inside any appointment modal.
Purpose
To ask the administrative staff to perform a specific task regarding that appointment -- without leaving your workspace or interrupting your patient flow.
Request types
- Cancel Appointment -- Use when the patient notified you directly or an unforeseen event occurred.
- Reschedule Appointment -- Use when you need to move the patient to another day or time slot.
- Update Notes -- Use to request changes in the administrative file or add information that staff should process.
Providing a reason
The system will ask for a brief explanation with every request. Examples:
- "Patient needs a longer slot next time"
- "Had to leave for a personal emergency"
- "Reschedule to afternoon -- patient requested morning change"
Once you send the request, staff receives a notification to execute the task.
By requesting changes through the system rather than verbally, there is a clear record of who requested the change and why. This prevents misunderstandings between providers and administration and provides audit traceability.
Pro tips for the calendar
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Use squeeze-ins for emergencies only. Reserve the Sobreturno row for patients who genuinely cannot wait. This keeps your regular schedule reliable for both you and your patients.
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Always mark No-Show. Even if it feels like a small thing, accurate no-show tracking drives better reporting, helps staff identify patterns, and enables automated follow-up messaging.
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Use Request Action for every schedule change. Verbal requests get lost. System requests create accountability, context, and faster resolution. Make it your default communication channel with the front desk.