How to change the Booking Status

Each booking in HealthTrack has a status that tracks the patient's progress through their appointment. Updating the status as a patient moves through their visit enables accurate reporting and keeps the diary clear for all staff.

Booking statuses

When a booking is created, its status is set to Booked. The status moves forward as the patient progresses through the appointment.

Status	Icon	Meaning
Booked	—	Default status when a booking is created. The appointment is scheduled but not yet confirmed.
Confirmed		The patient has confirmed they will attend the appointment. A green dot appears next to the patient name in the diary.
Arrived		The patient has arrived at the practice. Their name appears in the Diary Waiting List, visible to all users with the diary open.
In Session		The patient is with the doctor or having a test.
Out Session		The patient has finished the consultation or test and is waiting to be billed.
Closed		The billing process has been completed for this appointment. The invoice screen appears automatically when this status is set.
No Show		The patient did not attend and was not contactable beforehand. Treat as a cancelled booking - the patient must be contacted to reschedule.

When a patient's status is set to Arrived, their name appears in the Diary Waiting List on the left-hand side of the diary screen, visible to all staff with the diary open.

When a booking is set to Closed, the invoice screen opens automatically to prompt billing.

A No Show booking should be treated as a cancellation. The patient must be contacted to reschedule. If the patient cannot be reached, document the attempt in the Booking Form notes and consider sending a letter to the referring doctor.

Changing a booking status

Booking statuses can be changed directly from the diary.

Right-click the booking in the Diary. Make sure the Edit Template checkbox is not ticked.
Click the status you want to apply in the menu that displays.

The booking status updates immediately.

You can also change the status from within the Booking Form.

Open the booking by double-clicking it in the diary, or selecting it in the Bookings tab and click Edit.
Click the status button that matches the new status. The available status buttons appear at the top of the Booking Form.
The booking status updates immediately.