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Veribook is an online appointment booking system that integrates with OSCAR EMR and enables medical clinics, physicians, and medical offices to easily schedule patient appointments and bookings.

Editing Appointments

Editing an Appointment

Introduction

Once a patient schedules an appointment online, clinics sometimes need to make adjustments:

  • e.g. if the patient calls in to cancel or reschedule.

  • e.g. if the clinician's schedule changes.

  • e.g. if internal prep / messages need to be set.

In most situations, there are two ways to make the change, from within Veribook, and from within OSCAR, with slight differences in outcomes.

This tutorial covers the following topics.

  1. Viewing appointments booked online

  2. Cancelling appointments

  3. Changing the length, date, or time

  4. Changing / setting the patient

  5. Reassigning between clinicians

  6. Adding internal comments


1. Viewing an Appointment (OSCAR)

If you're reading this tutorial, you really should know how to do this already!

The general idea is that appointments booked online should appear in OSCAR exactly the same as if the appointment was booked manually. 

1. Viewing an Appointment (Veribook)

It is easiest to access a specific appointment within Veribook by using the link added into the Notes field of an appointment within OSCAR. Just copy and paste the link into another browser window.

Once you login, you'll see that particular appointment within Veribook.

oscar.png
veribook2.png

Veribook also has a dashboard separate from OSCAR that can be used. Sign into https://veribook.com and follow our standard tutorials. This is not the recommended approach though.


2. Cancel an Appointment (OSCAR)

Advantages? Cancelling an appointment within OSCAR is the fastest way (for staff).

How? Cancel the appointment within OSCAR like you normally would:

  • e.g. changing the status to cancelled

  • e.g. using the Cancel Appt button

  • e.g. deleting the appointment

Notes? Patients will not be notified by Veribook of the change.

It will require up to 10 minutes before the change is reflected within Veribook (although rest assured, patients cannot double book during this period regardless).

2. Cancel an Appointment (Veribook)

Advantages? The patient will receive a notification, you can include a message, and the time-slot will be immediately made available to other patients without any delay.

How?

  1. Follow the Viewing an Appointment (Veribook) tutorial

  2. Optionally, add a message into the messages section

  3. Click the Cancel Booking button

veribook2.png

Notes? While the patient will be sent a notification that the appointment has been cancelled, we strongly recommend that patients be contacted by phone as well.


3. Changing the Length, Date, or Time (OSCAR)

Advantages? Adjusting the length, date, or time within OSCAR is the fastest way (for staff).

How? Our recommendation is to edit the appointment within OSCAR by modifying the Date, Start Time, or Duration fields as needed, then using the Update Appt button.

oscar.png

Notes? Patients will not be notified by Veribook of the change.

It will require up to 10 minutes before the change is reflected within Veribook (although rest assured, patients cannot double book during this period regardless).

Using OSCAR's Cut and Paste feature is not recommended in this situation. The reason is because this feature deletes the original appointment within OSCAR, which cancels the matching Veribook appointment. This means:

  1. Reminders for the new appointment time will not be sent.

  2. Patients will see the original appointment as cancelled within Veribook, and will not be able to cancel or reschedule it.

3. Changing the Length, Date, or Time (Veribook)

Advantages? A notification can be optionally sent, you can include a message, and the old time-slot, if applicable, will be immediately made available to other patients without any delay.

How?

  1. Follow the Viewing an Appointment (Veribook) tutorial

  2. Either:

    • Select a different standard appointment slot using the options towards the left.

    • Set the From Time and To Time manually by typing into the boxes towards the right.

  3. Optionally, add a message into the messages section

  4. Click the Update button

  5. Select whether or not to send the patient a notification

veribook2.png

Notes? Even if using Veribook to send a notification that the appointment has been modified, we strongly recommend that patients be contacted by phone as well.

 


4. Changing / Setting the Patient (OSCAR)

Advantages? This is the only way to change the patient associated with a particular appointment, or to set the patient if there’s not currently one (e.g. in a walk-in scenario)

How? Edit the appointment within OSCAR like you normally would:

  1. Open the appointment within OSCAR

  2. Change or set the patient within OSCAR

  3. Select the Update Appt button

Notes? Patients will not be notified by Veribook of the change, nor will this change be reflected within Veribook.

4. Changing the Patient (Veribook)

Changing the patient associated with a particular appointment is not possible within Veribook.

Notes? It is possible to manually edit the patient name supplied by the patient within Veribook, but this does not have the effect of updating the patient associated with this appointment within OSCAR.

We recommend that any changes to the patient associated with a particular appointment be made within OSCAR.


5. Reassigning Between Clinicians (OSCAR)

Advantages? Reassigning within OSCAR permits reassigning appointments to clinicians not synchronized with Veribook (e.g. short-term residents and locums).

How? Use OSCAR's Cut and Paste feature to move an appointment from one clinician to another.

Notes? Patients will not be notified by Veribook of the change.

Additionally, as use of OSCAR's Cut and Paste feature deletes the original appointment within OSCAR, the matching Veribook appointment actually gets cancelled. This means:

  1. Reminders will no longer be sent for this appointment.

  2. Patients will see the original appointment as cancelled within Veribook, and will not be able to cancel or reschedule it.

If the above limitations are relevant, reassign the appointment within Veribook instead.

In any event, it will require up to 10 minutes before the change is reflected within Veribook (although rest assured, patients cannot double book during this period regardless).

5. Reassigning Between Clinicians (Veribook)

Advantages? 

  • Reminders will continue to be sent.

  • The appointment will not appear cancelled within Veribook.

  • Patients can still cancel or reschedule the appointment.

  • A notification can be optionally sent to the patient.

  • A custom message can be optionally included.

  • The old time-slot will be immediately made available to other patients without any delay,

How?

  1. Follow the Viewing an Appointment (Veribook) tutorial

  2. Select a different clinician from the drop down menu

  3. Either:

    1. Select a standard appointment slot using the options towards the left.

    2. Set the From Time and To Time manually by typing into the boxes towards the right.

  4. Optionally, add a message into the messages section

  5. Click the Update button

    1. If this particular clinician is not configured in Veribook to be available for this particular appointment type at this particular time, you may need to click through some warning messages - don't be alarmed!

  6. Select whether or not to send the patient a notification

options.png

Notes? Even if using Veribook to send a notification that the appointment has been modified, we strongly recommend that patients be contacted by phone as well.


6. Adding Internal Comments (OSCAR)

Advantage? Adding an internal comment within OSCAR is the fastest way.

How? Edit the appointment within OSCAR like you normally would:

  1. Open the appointment within OSCAR

  2. Edit the text within the Reasons field

  3. Select the Update Appt button

Notes? The modified Reason, while synchronized to Veribook, will not be visible to patients. 

Also, adding internal comments into the Notes field is not recommended as Veribook make use of this field to supply a link to easily access a particular appointment within Veribook.

6. Adding Internal Comments (Veribook)

Advantage? None.

How?

  1. Follow the Viewing an Appointment (Veribook) tutorial

  2. Select the Notes field

  3. Edit the text within this Notes field

  4. Click Save

notes.png

Notes? It is not necessary to use the Update button.

It is possible to manually edit the reason for visit supplied by the patient within Veribook, but this does not have the effect of updating the reason or visit associated with this appointment within OSCAR.