Appointment Book Settings

In this article you can find information about configuring the Gentu appointment book to your liking.

Appointment book columns

If a user needs a column to be set up in the Appointment Book, you can set this up by: 

• Navigating to Settings
• Selecting User Columns, located under the Appointment Book heading.
• Ticking the check-box in the Appointments column for the user you wish to add to the Appointment Book. 

Once complete, the user's name should now appear under the Filter Providers header in the Appointment Book, under the calendar. 

This setting would generally be used by providers/doctors.

Filter provider columns

The Filter Providers legend in the Appointment Book lets you toggle which user columns are displayed in the appointment book. The legend will show the names of any users that have the Appointments check-box ticked in the User Columns page, as mentioned above. 

Show all provider columns

If you wish to select all providers listed in the Filter Providers legend, simply tick the white box located to the right of the Filter Providers header. This will display all available columns in the appointment book.

Show specific provider columns

The providers that you wish to see in the Appointment Book should have the grey box next to their name in the Filter Providers legend. 

You can toggle individual providers' columns on and off by ticking the box just to the right of their name under the Filter Providers legend.

Show no provider columns

When no providers are selected to be viewed in the Appointment Book, the legend will have white boxes to the right of the provider names and the Appointment book will show a summary of all appointments booked for all provides on the selected day. 

Practice hours

If the practice hours have recently changed and you wish to reflect this in the Appointment Book: 

• Navigate to Settings
• Select Practice Hours, located under the Appointment Book header.
• Amend the Day Start Time and/or the Day End Time to match the new practice hours. 

• Select Save to save the changes.

The new practice hours should now be shown in the Appointment Book. 

Note: When the practice hours have been changed, the changes will be reflected in the appointment book for all previous dates in the appointment book as well as future appointment book times. 

Note: Changing the appointment book practice hours will also affect the start and end times when printing the Theatre List.

Appointment intervals

By default, Gentu's appointment book is automatically set to 15 minute appointment intervals. If this does not suit your workflow, you can change the default appointment interval as follows:

• Navigate to Settings
• Select Practice Hours, located under the Appointment Book header.
• Click on the Interval drop down menu 
• Select the preferred interval 

• Select Save.

Once you have changed the default appointment interval, any appointments booked in future will default to this length of time.

Note: If you book an appointment over a Schedule, or set the appointment to a specific Appointment Type, the Schedule or Type's set interval will override the default interval.

Note: Changing Appointment Intervals will change the intervals for all providers listed in the Appointment Book. 

Appointment types

Appointment types can be used to differentiate patient appointments, to set events in the appointment book, or to configure an Appointment Schedule.

You will find Appointment Types listed down the left hand side of the Appointment Book.

Add a new Appointment Type

• Navigate to Settings
• Select Appointment Types, located under the Appointment Book header
• Click on the small + icon, located to the far right of the Appointment Types Header (please refer to the image below)

• Enter the name you wish to appear for this Appointment Type (e.g. Antenatal) 
• Select the duration you wish for this appointment type to cover (e.g. 20 minutes) 
• Select the colour you wish this Appointment Type to be
• Select Save.

The newly added Appointment Type should now appear in the list of Appointment Types. 

Please note: 

• If no duration time is entered when saving a new Appointment Type, the default Appointment Interval that is set in Practice Hours (Settings> Practice Hours) will be used automatically.
• If the appointment interval has been changed in the Practice Hours window, the change will not be transferred to the Appointment Type duration - This will need to be changed manually. 

Edit Existing Appointment Types

• Navigate to Settings
• Select Appointment Types, located under the Appointment Book header
• Click on the name of the Appointment Type you wish to edit 
• Make the desired changes 
• Select Save.

The newly edited information should now be reflected in the list of Appointment Types. 

Please note that:

• There is currently no way to delete Appointment Types.
• Default Appointment types cannot be edited.

Assign Appt Type to an Appointment 

You can assign an appointment Type to a already booked appointment, or as you create the appointment. 

Assigning to an already existing appointment

• Click on the patient appointment (in the Appointment Book) that you wish to assign an Appointment Type to
• Click on the arrow to the right of the Appointment Type field
• Select the Appointment Type you wish to allocate to the appointment 
• Select Save

This should have now assigned the Appointment Type to the patient appointment. 

Note: The appointment duration will not change when you set an Appointment Type against an already booked appointment. If you wish for this to change as well, you will need to change it manually by changing the duration of the appointment (field located above the Appointment Type field). 

Assign an Appt Type as you create an appointment

• Click into the Appointment Book cell you wish to create the appointment for
• Type in the patient's name and select them from the drop-down menu that appears
• Click on the arrow to the right of the Appointment Type field
• Select the Appointment Type you wish to assign for this appointment 
• Enter in any other information you need to enter
• Select Save

This should have now added in the appointment into the Appointment Book, with the selected Appointment Type assigned. 

Note: When adding a new appointment and assigning the Appointment Type, the appointment duration will automatically be set to the duration set against the Appointment Type. If you do not wish for the appointment to be the default duration time, you will need to change the duration time manually.