Plans change — patients call to move an appointment, run late, or do not turn up. CAPS28 handles all of these cleanly, and keeps the patient informed automatically where messaging is enabled. Open any appointment by clicking its block on the calendar to reach these actions.
Reschedule (move) an appointment
To move a Scheduled, Confirmed or Unconfirmed appointment to a new time or chair:
- Click the appointment to open it, then choose Reschedule.
- Click the new slot on the calendar (any day, any chair). The appointment moves there.
- CAPS28 sends the patient an “Appointment Rescheduled” message and re-arms the reminders for the new time, cancelling the old ones. No duplicate reminders are left behind.
Change the doctor
Need a different provider on the same slot? Open the appointment and use the edit / change provider control next to the doctor’s name, then pick the new doctor. The block re-colours to the new provider so the calendar stays easy to read.
Edit the note
Open the appointment, edit the text under Notes, and choose Update Notes. This is handy for adding pre-visit instructions or a reason for the change.
Cancel an appointment
- Open the appointment and set its status to Cancelled (X), optionally adding a reason.
- The slot is freed on the calendar, the patient is sent an “Appointment Cancelled” message (where enabled), and any pending reminders for that appointment are removed so they do not go out by mistake.
Mark a no-show
If a patient does not arrive, set the status to No-show (N). CAPS28 records it against the appointment and (where WhatsApp is enabled) can send a polite follow-up inviting them to rebook. Tracking no-shows helps you spot patients who repeatedly miss visits.
Copy a past appointment
For a completed appointment you can create a fresh booking based on it — useful when a patient books their next visit for the same treatment. Open the appointment and use the copy option, then drop it on the new slot.
