Appointments

Appointments are subdivided into 2 sections:

  1. “Appointment schedules” under the “Study” section: here you can create an apointment schedule for a study. This should be decided at at the beginning of the study and before starting to book appointments.

  2. “Apointments” under the “Study patients” section to create appointments for specific patients.

Let’s look at these points in more detail.

Plan an appointment schedule - for a study

Warning

Please set the appointment schedule at the beginning of the study, before starting to book the appointments for the different patients.

Note

Do not forget to select your study beforehand.

To create an appointment schedule navigate to: Appointment schedules > Create Appointment Schedule.

Here you can specify different things:

  • Types of appointments: screening, randomization, enrolment, follow-up and unplanned

  • Days from day 1: when patient joins the study

  • Duration: duration of the appointment - this is only relevant when booking the actual/definitive appointment, but it can be edited after. The default option is 00:30:00 (30 minutes)

  • Day range: this is the tolerance range to book the actual/definitive appointment. It will be calculated around the days from day 1. The default option is 4 days and the maximum amount of days is 10.

See below the appointment schedule for the study Wine and Cheese.

_images/AppScheduled.png

The appointment schedule can then be visualized by navigating to: Appointment schedules > Appointment Schedule list.

By double clicking on the Appointment settings or using the dropdown menu (see orange arrows in the figure), the Appointment Schedule will be expanded.

_images/AppList.png

Plan an appointment series - for a patient

Warning

Make sure your Appointment Schedule is correct before booking any patient appointments.

Warning

An update to the Appointment Schedule will not update appointments already booked with a previous Appointment schedule.

Note

Here we will be planning appointments, i.e. scheduling the appointments timings (not booking the actual/definitive/confirmed appointments).

Navigate to Appointments > Create Appointment Series to create an appointment series, make sure you select your study (in this case, Wine and Cheese) in the Study filter. Then, select the patient (for example here Cristiano Ronaldo)and the day 1 for this patient (preferred starting date and time) and save.

_images/AppSeries.png

You can then visualize these appointments in the Appointments > Appointment List. As shown below:

_images/AppSeries2.png

Note

The new dates are calculated based on what was added as Day 1 and the Appointment schedule.

..note:: Currently, it is only possible to book appointments for an individual patient at the time.

Plan a single appointment - for a patient

It is also possible to book a single appointment for a patient (for example, an unplanned appointment).

Note

Here we will be planning a single appointment, i.e. scheduling one appointment timing (not booking the actual/definitive/confirmed appointment).

For this, navigate to: Appointments > Create Single Appointment and select the study (in Study filter). Select the patient, the type of visit and the scheduled date (appointment range and/or duration), and save. Fo example, David Beckham will have an unplanned appointment on the 27 of March 2024:

_images/AppSingle.png

How to visualize the planned appointments for the study patients

Please navigate to Appointments > Appointments Lists. Here you will have the list of all the appointments booked. You can see the appointments series for the patient Cristiano Ronaldo is shown.

This table can be sorted by Study ID, Last name, First name, Study, Type, Scheduled date and Confirmed date. For that, just click on the -, as shown below.

_images/AppLists.png

How to book an actual/definitive appointment for a patient

So far, we have just made the planning of the appointments. However, IDEAL also allows to register the actual/definitive appointment.

There are 2 ways of doing this:

Book an actual appointment via the Appointments list

For this, navigate to Appointments > Appointments List > Edit Appointment, as shown below (pink arrow):

_images/AppEdit.png

This will open a new window where the details of this appointment can be seen. Here you can then select the Actual date (or definitive), as shown below:

_images/AppUpdate.png

Book an actual appointment via the Calendar

You can also book the actual/definitive appointment directly from the Calendar (for more informations about the calendar, please check this section: Calendar to view patient appointments).

First, make sure you are on the planned view of the calendar. Then you just need to double click on the appointment and the window to update the appointment will appear as above.