All Appointments and appointment statuses
A guide to the All Appointments screen and the 11 appointment statuses, with what moves an appointment from one status to the next.
All Appointments is the front desk's daily screen. It lists the selected centre's appointments, shows each one's status and payment, and offers the next action: register the patient, collect payment, check in, or mark a no-show. This page explains the screen and every status an appointment can have.
Opening All Appointments
Click All Appointments in the sidebar. The screen is shown to admins, receptionists, counsellors and other non-clinical staff (see Roles, navigation and switchers). Doctors, nurses, pharmacists and lab staff who are not admins do not see it; they use their own worklists instead (see Consultations and Care Station and the Units board).
The list shows appointments for the centre chosen in the clinic switcher in the top bar. Switch centre there to see another clinic.
What is on the screen
Summary cards
Card | What it counts |
|---|---|
Total | Rows loaded into the list for the date range |
Confirmed | Appointments in the date range that are confirmed now |
Checked-In | Appointments that are checked in now |
Completed | Completed appointments |
No Show | Appointments marked as no-show |
The four status cards count the whole date range. Total counts the rows in the list, so on a busy day it can be lower than the other cards added together.
Columns
Column | Shows |
|---|---|
Name | Patient name |
Appointment Type | The service booked, with the booking reference (for example |
Doctor | The doctor |
Date & Time | Slot date and start time |
Status | The appointment status (see the table below) |
Payment Status | The bill status: Free (nothing to pay), Draft, Pending (issued but not paid), Partially Paid, Paid, Cancelled or Refunded. A dash means there is no bill. |
Action | The next thing to do, if anything |
Menu (three dots) | View details, Reschedule appointment, Cancel appointment |
On screens narrower than a laptop, the table turns into cards with the primary action and a View Details button.
Date range and search
The list starts on Today. Use the date range dropdown to pick another period, such as Tomorrow, Next 7 days or Last 30 days. Search by patient name, doctor or booking reference with the search box next to the export button.
Long date ranges
On a busy centre, a long date range may not list every appointment, and search only looks through the appointments listed. If you cannot find an appointment, narrow the date range. There are no status or doctor filters and no bulk actions yet.
Exporting
Click the export icon (Export CSV) to download a CSV of the list. It has these columns: Patient Name, Patient Number, Appointment ID (the booking reference), Doctor Name, Appointment Type, Date & Time, Appointment Status and Payment Status. The icon is greyed out when the list is empty.
The Action button
Each row shows at most one action button. LeapHealthOS picks the first one that applies, in this order.
Order | Button | Shown when |
|---|---|---|
1 | Register Patient | The patient's profile is missing required details, and the appointment is today, overdue, or waiting for counter payment. Not shown for cancelled or no-show appointments. |
2 | Collect Payment | The booking was pay-at-hospital and its payment status is Pending. Not shown for cancelled, no-show or overdue appointments. |
3 | Check In | The appointment is confirmed, for today or later, and nothing is waiting to be paid. The button is greyed out with Check-In is not available outside the check-in window. |
4 | No Show | The appointment is still confirmed and its date has passed. |
So for a typical pay-at-hospital patient, the front desk works through Register Patient, then Collect Payment, then Check In.
- Register Patient opens your hospital's registration form for that patient. The required fields are set in Required Patient Fields under Patient Profile Requirements on the Appointments tab of System Settings. The default is name, phone, date of birth and gender. See Finding and registering patients.
- Collect Payment opens the payment dialog. See Creating a payment and collecting money.
- Check In and No Show are explained in Check-in, late arrival and no-show.
Reschedule appointment and Cancel appointment in the menu are greyed out when the appointment cannot be changed. See Rescheduling, cancellation and refunds.
Appointment details
View details opens a read-only summary: the patient's name, mobile and email, and the doctor, department, date and time and consultation type. From here you can also click Cancel Appointment or Reschedule Appointment when those actions are allowed. The dialog does not show payment history or a status timeline.
Appointment statuses
Every appointment has exactly one of these 11 statuses.
Status | Meaning |
|---|---|
Draft | Booked with online payment and waiting for the patient to pay. The slot is held. |
Pending Approval | Waiting for a staff decision because approval is required. |
Confirmed | Booked and final. Clinical worklists and the patient's Case Records show future confirmed appointments as Upcoming. |
Checked-In | The patient has arrived and been checked in. |
In Progress | The doctor has started the consultation. |
Completed | The consultation or service is finished. |
Cancelled | Cancelled by staff, the patient, or by LeapHealthOS (for example after doctor emergency leave). |
Expired (shown as Cancelled) | An online-payment booking that was not paid in time. All Appointments shows it as Cancelled. |
Rejected | A booking that was rejected, or whose approval timed out. |
No Show | The patient did not arrive. |
Rescheduled | Replaced by a new appointment at another time. The new appointment has its own booking reference. |
Cancelled, Expired, Rejected, Completed, No Show and Rescheduled are final. An appointment with one of these statuses cannot be changed again.
Appointment statuses
| From → To | Trigger | Actor | Condition | Side effects |
|---|---|---|---|---|
| DraftConfirmed | Online payment received, or booked with nothing to pay or pay at hospital | LeapHealthOS | Approval not required | Reminders can be sent |
| DraftPending Approval | Same as above when approval is required | LeapHealthOS | Approval Required is on | Slot stays held while waiting |
| DraftCancelled (hold expired) | Hold runs out | LeapHealthOS | Unpaid, or On Expiry (Paid) is Expire | Slot released |
| DraftCancelled | Cancel appointment | Front desk or patient | Unpaid bill cancelled | |
| Pending ApprovalConfirmed | Approved, or Timeout Action is Auto Approve | Approver or LeapHealthOS | ||
| Pending ApprovalRejected | Rejected, or approval timed out | Approver or LeapHealthOS | Rejection refund worked out if paid | |
| Pending ApprovalCancelled | Cancel appointment | Front desk or patient | ||
| ConfirmedChecked-In | Check In | Front desk | Inside the check-in window | Visit opened |
| ConfirmedCancelled | Cancel appointment, emergency leave or centre blackout | Front desk, patient or LeapHealthOS | Refund worked out if paid; unpaid bill cancelled; package session returned | |
| ConfirmedRescheduled | Reschedule confirmed | Front desk or patient | Reschedule rules allow it | New appointment created; bill moves to it |
| ConfirmedNo Show | No Show, or automatic no-show | Front desk or LeapHealthOS | Grace period has passed | Bill kept by default; package session used |
| Checked-InCancelled | Doctor emergency leave | LeapHealthOS | Refund worked out if paid | |
| Checked-InIn Progress | Begin Consultation | Doctor | ||
| Checked-InCompleted | Consultation form ended, prescription issued or report delivered | Doctor or system | Visit closed; package session used | |
| In ProgressCompleted | Consultation form ended | Doctor | Visit closed; package session used |
- Draftinitial
- Online-payment booking waiting to be paid; slot held
- Pending Approval
- Waiting for an approval decision
- Confirmed
- Booked and final
- Checked-In
- Patient has arrived
- In Progress
- Doctor has started the consultation
- Completedterminal
- Consultation or service finished
- Cancelledterminal
- Cancelled by staff, patient or system
- Cancelled (hold expired)terminal
- Shown as Cancelled on screen: an online-payment booking that was not paid in time
- Rejectedterminal
- Approval refused or timed out
- No Showterminal
- Patient did not arrive
- Rescheduledterminal
- Replaced by a new appointment
A few things the diagram does not show:
- Checked-in appointments cannot be cancelled from All Appointments. Only doctor emergency leave cancels them; a centre-service blackout leaves them as they are. See Emergency leave and centre blackouts.
- Checked-in patients cannot be marked as no-show. The No Show button only appears for confirmed appointments.
- Prescription and report auto-complete only work while the appointment is Checked-In. Once the doctor has clicked Begin Consultation, the appointment is completed from the consultation form.
Which statuses count for what
Rule | Statuses counted |
|---|---|
Takes up a place in the slot | Draft, Confirmed, Checked-In, and Pending Approval while its hold lasts |
Counts as an active booking for booking limits and overlap checks | Draft, Pending Approval, Confirmed, Checked-In |
Can be cancelled | Draft, Pending Approval, Confirmed |
Can be rescheduled | Confirmed |
Can be checked in | Confirmed |
In-progress appointments do not take up a slot or count as active. See How slot search works.
Notifications for each status change
You can send patients or staff a message when an appointment changes status. Set this up in Notification rules, in the Appointments group: for example Appointment Paid Confirmed, Appointment Checked In, Appointment Completed, Appointment Cancelled, Appointment Rescheduled and Appointment No Show. Confirmed and checked-in appointments also get the scheduled appointment reminder; see Appointment reminders. The Appointment Follow Up message after completion is not sent yet; see Notification events and recipient strategies.
Last updated on
Holds, payment at booking and approvals
When a booking is confirmed straight away, how a slot is held while the patient pays online, what happens when the hold runs out, and how approval works.
Check-in, late arrival and no-show
How to check a patient in, what the check-in window and late-arrival options really do, how consultations are completed, and the manual and automatic no-show rules.