Check-in & Completion
Check-in windows, late arrivals, no-show detection with blacklist, and automatic completion.
Check-in & Completion
This page covers what happens on the day of the appointment — from patient arrival through to completion, including check-in rules, no-show detection, and automatic completion.
Check-in
When a patient arrives at the centre, the front desk marks them as Checked In. This transitions the appointment from Confirmed to Checked In and creates or links a patient visit record.
Check-in Window
Setting | What It Controls | Example |
|---|---|---|
Early Window | How many minutes before the appointment a patient can check in | 15 minutes — patient can check in starting 15 min before slot time |
Late Threshold | After this many minutes past the appointment time, arrival is marked as Late | 10 minutes — arriving 10+ min after slot time is flagged as late |
Late Arrival
When a patient arrives after the late threshold, the system flags the arrival as late. Depending on configuration, this can:
- Allow the appointment to proceed normally (just flagged for reporting)
- Require staff confirmation before proceeding
- Automatically move the patient to the end of the queue
Visit Creation
Checking in automatically creates a patient visit — a record that tracks everything that happens during this hospital encounter. The visit links to:
- The appointment that triggered it
- Any vitals recorded during the visit
- Consultation notes, prescriptions, and test orders
- Bills generated from the visit
No-Show Detection
If a patient doesn't show up for their appointment, the system can automatically mark them as a No-Show.
How No-Show Works
Setting | What It Controls | Example |
|---|---|---|
Grace Period | Minutes after appointment time before no-show can be marked | 30 minutes — patient has 30 min after slot time to check in |
Auto-Mark Enabled | Whether the system automatically marks no-shows | Yes — system marks no-show after grace period without manual intervention |
Auto-Mark After | Minutes after appointment time for automatic no-show marking | 45 minutes — auto-marked if not checked in by 45 min past slot time |
No-Show Blacklist
Repeated no-shows can trigger a patient blacklist, preventing future bookings:
Setting | What It Controls | Example |
|---|---|---|
Blacklist Threshold | Number of no-shows that triggers the blacklist | 3 no-shows |
Blacklist Window | Time period for counting no-shows | 90 days — 3 no-shows within 90 days triggers blacklist |
Blacklist Impact
Appointment Completion
After the consultation or service is finished, the appointment is marked as Completed.
How Completion Works
Setting | What It Controls | Example |
|---|---|---|
Require Doctor Confirmation | If enabled, the doctor must explicitly mark the appointment as completed | Yes — doctor clicks 'Complete' after consultation |
Auto-Complete After | Hours after the slot end time before automatic completion | 4 hours — if not manually completed, system auto-completes 4 hours after slot |
What Completion Triggers
When an appointment is completed, it can trigger downstream actions:
- Bill generation (if auto-billing is configured)
- Follow-up appointment suggestion (if follow-up required was set in notes)
- Patient notification with summary
- Visit record finalisation
Day-of-Appointment Timeline
Here's the typical timeline for an appointment day:
Time | What Happens |
|---|---|
15 min before slot | Early check-in window opens |
Slot time | Appointment starts. Patient should be checked in by now. |
10 min after slot | Late arrival threshold — arrivals flagged as late |
30 min after slot | No-show grace period ends — manual no-show marking allowed |
45 min after slot | Auto no-show marking (if enabled) |
Slot end + consultation | Doctor completes consultation, marks as Completed |
4 hours after slot end | Auto-completion (if enabled and not already completed) |
Configurable Timings
What's Next?
Learn about recording clinical information during the visit in Recording Vitals & Notes.
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