In many clinics, certain appointments or treatments need to be performed in specific consultation or treatment rooms. When this is not managed in your calendar, double bookings could occur with ugly consequences.

The same accounts for equipment. Some treatments require specific equipment, for example, a laser treatment.  When this is not taken into account during scheduling, double bookings could occur with annoying consequences.

The Clinicminds calendar supports assigning rooms and equipment to scheduled appointments.

Note: rooms and equipment are shown in the day view and not in the week view.

To schedule with a full overview of the rooms and equipment please select the day view. While using the week view simply click on the day/date combination (e.g. “Thu 21”).

Note: Before setting up rooms and equipment, it’s important to think carefully if rooms, equipment or both are necessary for your clinic daily routine. Only use both if your equipment is portable and thus movable and you need to schedule rooms as well.

Important: If there are currently rooms with fixed devices, don’t use both rooms and equipment but choose one of those items. Otherwise, this could lead to a situation that an appointment is scheduled in room A with non-available equipment (available at the time of the appointments but fixed to room B).

Set up rooms

To start setting up rooms, click the menu > clinic settings > calendar > rooms

Choose the applicable location when using multiple clinic locations. Now, add a new room to that location by clicking the ‘plus’ button at the right upper corner.

Choose the applicable treatment category, enter a name for the room and add an abbreviation which will show in the calendar. Remember to set up as many rooms as needed.

Note: Only add rooms if this is required for your clinic’s daily routine. If not, we do not recommend to add rooms.

Using rooms with schedule

Now you will see the rooms you’ve setup while using the calendar. When using the day view and while scheduling appointments. It’s immediately visible while scheduling if a specific room is available at that time or not. You’re able to schedule an appointment in the physician’s column as usual.

While scheduling, select the applicable room. After selecting all the appointment details and saving the appointment, it will show in the physician’s column as well as in the ‘room’ column.

Set up equipment

To start setting up equipment op menu > clinic settings > calendar > equipment. When using multiple clinic locations, it’s important to choose the applicable location.  Add new equipment to the location by clicking the ‘plus’ button at the right upper corner.

Choose the applicable category, enter a name for the equipment and additionally an abbreviation which will show in the calendar. Remember to set up as many pieces of equipment as needed.

Using equipment

Now you’ll see the equipment you’ve set up when using the day view calendar. It’s immediately visible while scheduling if a certain piece of equipment is available at the selected time. You’re able to schedule an appointment in the physician’s column as usual.

While scheduling, select the applicable piece of equipment. After selecting all the appointment details and saving the appointment, it will show in the physician’s column as well as in the equipment column.

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