# Documentation (/docs)
Welcome to the NammaDoctor documentation. Please select a guide below to get started.
## Guides
* [Patient Guide](/docs/patient/getting-started) - Learn how to book appointments and track your queue status.
* [Provider Guide](/docs/provider/queue-management) - Manage your clinic, schedule, and patient queue efficiently.
# Getting Started (/docs/patient/getting-started)
Welcome to NammaDoctor! This guide will help you set up your account so you can start booking appointments and tracking your live queue status.
## Creating Your Account
Signing up takes just a few minutes. You'll need your mobile number to get started.
### Why Create an Account?
* **Book appointments** with your favorite doctors
* **Track your position** in the queue in real-time
* **View your appointment history** anytime
* **Get SMS reminders** before your appointments
### Step 1: Enter Your Mobile Number
1. Click **"Sign Up"** in the top navigation.
2. Type your **10-digit mobile number** (example: 9876543210).
3. Click **"Continue"**.
> **Tip:** We recommend using your mobile number to receive appointment reminders via SMS. You can also use your email address.
### Step 2: Verify with OTP
You'll receive a 6-digit code via SMS (or email).
1. Enter the code you received.
2. Click **"Verify"**.
**Didn't receive the code?**
* Wait 1-2 minutes.
* Check your spam folder (if using email).
* Click **"Resend Code"** to get a new one.
### Step 3: Complete Your Profile
Fill in a few details to finish setting up:
1. **Full Name**: Your first and last name.
2. **Create a Password**: Choose something secure.
3. **Gender & Birth Year** (Optional): Helps doctors provide better care.
4. Agree to the Terms of Service and click **"Create Account"**.
## Logging In
Once registered, you can log in to access your dashboard.
1. Click **"Login"** at the top right of the homepage.
2. Enter your registered **Mobile Number** or **Email**.
3. Enter your **Password**.
4. Click **Sign In**.
> **Note:** If you forget your password, use the "Forgot Password" link to reset it via email or SMS.
## Managing Your Profile
Keep your profile up to date to ensure doctors have the correct information.
1. Click on your **Avatar** or **Name** in the top navigation bar.
2. Select **Profile** or **Account Settings**.
3. Here you can:
* Update your **Name** and **Contact Information**.
* Change your **Password**.
* Manage notification preferences.
## Troubleshooting
If you're having trouble signing up or logging in:
* **Check your number**: Make sure you entered the correct mobile number.
* **Network issues**: Ensure you have SMS reception.
* **Clear cache**: Try clearing your browser cache or using a different browser.
Still stuck? Contact our support team for help.
## Next Steps
Now that you are set up, check out our [Patient Guide](./patient-guide) to learn how to find doctors, book appointments, and use the live queue.
# Patient Guide (/docs/patient/patient-guide)
Welcome to the NammaDoctor Patient Guide. This document explains how to find care, book appointments, and use our unique live queue system.
For first-time users, we recommend starting with our [Getting Started](./getting-started) guide to create your account.
## Finding Doctors and Hospitals
NammaDoctor makes it easy to find the right care provider near you.
1. **Search**: On the homepage, use the search bar to enter a **Specialty** (e.g., Cardiologist, Dentist) or a **Hospital Name**.
2. **Filter**: You can filter results by location, availability, and consultation fees.
3. **View Profile**: Click on a doctor or hospital card to view detailed information, including qualifications, services, and patient reviews.
## Booking an Appointment
Once you have found a doctor, booking a slot is simple.
1. **Select a Slot**: On the doctor's profile, you will see a list of available time slots. Click on a time that works for you.
2. **Confirm Details**: Review the appointment details. You may be asked to provide a reason for the visit.
3. **Payment**: If a consultation fee applies, proceed to payment. We support UPI and other standard payment methods.
4. **Confirmation**: You will receive a booking confirmation via SMS and Email with your **Token Number**.
## Managing Your Appointments
Keep track of all your bookings - past, present, and upcoming - all in one place.
### Your Dashboard
1. **Log in** to your account.
2. Click on your **profile picture** and select **"My Appointments"**.
Here you will see:
* **Today's Appointments**: Active bookings for the current day.
* **Upcoming**: Future scheduled visits.
* **History**: Past completed or cancelled appointments.
### Understanding Appointment Statuses
* **Payment Pending** 🟡: You have 10 minutes to complete payment.
* **Confirmed** 🟢: Payment done, booking confirmed.
* **Checked In** 🔵: You have arrived at the clinic.
* **Waiting** 🟣: The doctor has called you.
* **In Progress** đźź : Consultation is ongoing.
* **Completed** âś…: Consultation finished.
* **Cancelled** ❌: Appointment cancelled.
* **Missed** ⚠️: You did not show up.
## Using the Live Queue
NammaDoctor features a **Live Queue** system that saves you from waiting for hours at the clinic.
### How to Check Your Queue Position
1. Go to **My Appointments**.
2. Click on **"View Queue"** for today's appointment.
3. The queue screen will open, showing your current position.
### Understanding the Queue Screen
* **Your Position**: The big number shows your place in line. Position #1 means you are next!
* **Estimated Wait**: A real-time estimate of when you will be seen.
* **Queue Info**: Total patients waiting and how many have been seen.
### Automatic Updates
The screen updates automatically every 30 seconds. You don't need to refresh manually.
### When You're Next
As soon as you reach Position #1, a **"You're Next!"** banner appears. This is your signal to head to the consultation room.
> **Tip:** You don't need to reach the clinic hours in advance. Check the live status and arrive just before your turn!
# Booking Details Panel (/docs/provider/booking-details-panel)
## What is the Booking Details Panel?
The Booking Details Panel is a sliding information window that appears from the right side of your screen when you click on any patient in the Queue Management list. Think of it as a detailed file that shows everything about that specific patient's appointment.
### Why Use This Feature?
When managing a busy queue, you often need quick answers to questions like:
* "What time was this patient supposed to arrive?"
* "How long have they been waiting?"
* "What's their phone number so I can call them?"
* "What does the patient see on their phone about their position?"
* "When was this appointment created?"
Instead of searching through different screens or asking the patient repeatedly, this panel brings all the information to you in one place without leaving the queue screen.
**The key advantage:** You get complete patient and appointment details in 2-3 seconds with just one click.
## How to Open the Panel
There are two ways to open the Booking Details Panel:
### Method 1: Click Anywhere on the Patient Row
Simply click anywhere on the patient's row in the queue table (except on the action buttons).
### Method 2: Click the Arrow Button
Every patient row has a small arrow (>) button on the far right. Click it to open the panel.
**What happens:** A panel slides in from the right side, showing detailed information. The queue list stays visible on the left, slightly dimmed.
## How to Close the Panel
To close the panel and return to the full queue view:
* Click the **X button** (top right corner of the panel)
* Click anywhere on the dimmed queue list in the background
* Press the **Escape key** on your keyboard
The panel closes instantly and you're back to the queue view.
## Understanding the Panel Layout
The panel has two main sections:
### Header Section (Top Blue Bar)
Shows at a glance:
* **Booking Number** (e.g., "#60414442")
* **Current Status** (e.g., "CHECKED IN")
* **Patient Name** (e.g., "Deepak Kumar")
* **Phone Number** (clickable to copy)
This header stays visible even when you scroll down through the tabs.
### Tab Section (Main Content)
Contains four tabs with different types of information:
1. **Overview** - Booking and patient basic details
2. **Queue Position** - Live queue status
3. **Timeline** - Appointment history
4. **Notes** - Additional remarks
Click any tab to switch between different views.
## Overview Tab
This is the default tab that opens first. It contains the most frequently needed information divided into two sections.
### Booking Details Section
This section shows everything about the appointment itself:
**1. Booking ID**
* Example: "#60414442"
* Unique number for this appointment
* *Use it for:* Reference in reports, tracking issues, or when calling patient back
**2. Status**
* Example: "CHECKED IN", "CALLED", "CONFIRMED"
* Current state of the appointment
* *What it tells you:* Where this patient is in their journey
**3. Category**
* Usually shows: "PATIENT"
* Type of appointment
* *What it means:* Regular patient consultation (as opposed to admin tasks or other categories)
**4. Priority**
* Shows: Normal priority, High priority, or "—" (no priority)
* Whether this patient needs to be seen urgently
* *When set:* Emergency cases, VIP patients, or medical urgency
* *Appears as:* "—" for most regular appointments
**5. Scheduled Start**
* Example: "9:38 am"
* Original appointment time when patient booked
* *Use it for:* Knowing when patient was supposed to arrive
**6. Scheduled End**
* Example: "9:40 am"
* When appointment was expected to finish
* *Usually:* 2 minutes after start (standard consultation slot)
**7. Expected Start**
* Example: "9:38 am" or "10:15 am"
* **Current** expected start time (adjusted for delays)
* *How it works:* If doctor is running late, this time shifts forward
* *Compare with Scheduled Start:* If different, you're running behind schedule
**8. Expected End**
* Example: "9:40 am" or "10:17 am"
* Current expected finish time (adjusted for delays)
* *Use it for:* Estimating when you'll be free for the next patient
**9. Resource**
* Example: "doctor-0001-01-Consultation"
* Which doctor and service type
* *What it shows:* The doctor's ID and consultation type
* *Helpful when:* Multiple doctors or services in same clinic
**10. Created**
* Example: "6:25 am"
* When this booking was originally made
* *Use it for:* Understanding if it's a last-minute booking or planned ahead
### Patient Information Section
This section shows details about the patient:
**1. Name**
* Full patient name
* Example: "Deepak Kumar"
**2. Contact**
* Patient's phone number
* Example: "+919999999999"
* **Special feature:** Click the small copy icon next to the number to copy it
* *Use it for:* Calling patient if they're delayed or to inform about wait times
### When to Use the Overview Tab
**Before calling a patient:**
* Check their name pronunciation
* Verify they're at the right time slot
* See if they have priority status
**When a patient is delayed:**
* Compare Scheduled Start vs Expected Start to see how much delay
* Get their phone number to call them
**For record-keeping:**
* Note the Booking ID for reports
* Check when booking was created
**When managing resources:**
* Verify which doctor/resource this patient is assigned to
* Confirm consultation type
## Queue Position Tab
This tab shows **exactly what the patient sees on their phone** when they check their queue position. It's like looking over the patient's shoulder at their mobile screen.
### Why This Matters
When patients call asking "How much longer?", you can:
1. Click their name to open this panel
2. Switch to Queue Position tab
3. See the same information they're seeing
4. Give them accurate answers
This prevents misunderstandings and shows patients you're using the same system they are.
### What's Shown in Queue Position Tab
#### Visual Queue Line
A graphical representation showing:
**Patient's Position (YOU marker):**
* Shows where the patient is in the queue
* Example: "Position #1", "Position #2", etc.
* *Lower number = closer to seeing doctor*
**Arrow Indicators:**
* Right-pointing arrows showing flow direction
* Represents movement toward the doctor
**Status Icons:**
* 📢 Called - Patient has been called
* 👨‍⚕️ Doctor - Doctor's position in the visual
* Various symbols showing current state
**How to read it:**
* Patient starts on the left
* Moves right as queue progresses
* Reaches doctor icon on the right when it's their turn
#### Summary Statistics
Three key numbers displayed prominently:
**1. Ahead of You**
* Example: "0 Ahead of You", "3 Ahead of You"
* Number of patients who will be seen before this one
* *0 means:* They're next in line
* *Higher numbers mean:* More waiting time
**2. Expected Wait Time**
* Shows a clock icon with status
* Examples:
* "⏰ On time" (green) - No delay
* "⏰ 5m delay" (yellow) - Small delay
* "⏰ 20m delay" (red) - Significant delay
* *Calculated based on:* Current queue speed and number ahead
**3. Scheduled Time**
* Example: "9:38 am"
* Original appointment time
* *Reminder of:* When patient was supposed to be seen
#### Live Queue Status
Bottom section showing:
**Auto-refresh Timer:**
* Example: "Auto-refresh 300s"
* Shows how often data updates automatically
* *Means:* Information refreshes every 5 minutes (300 seconds)
**Refresh Button:**
* Manual refresh option
* Patient can click it to get latest queue position immediately
* *In the panel:* You see the same button
**Last Updated Time:**
* Example: "Last updated at 07:04:14 am"
* Shows when data was last fetched
* *Helps verify:* Information is current
#### Queue Overview Section
Additional statistics shown:
**Total Patients Today:**
* Example: "7 Patients"
* How many patients are scheduled for the doctor today
* *Helps patient understand:* How busy the clinic is
**Queue Progress:**
* Visual breakdown showing:
* **Waiting Room:** "2" - Patients checked in and waiting
* **Being Called:** "5" - Patients currently being called
* **With Doctor:** "0" - Patients in consultation
* **Arrows between stages** show flow direction
* *Explanation text:* "Patients move through these stages from left to right"
#### Queue Context (Technical Details)
For administrative reference:
* **Resource ID:** Internal system ID (e.g., "60414338")
* **Service Date:** Date of appointment (e.g., "2025-11-20")
* **Last Updated:** Timestamp of last data refresh
* **Patient ID:** Internal patient ID (e.g., "60413949")
**When you need this:**
* Troubleshooting technical issues
* Coordinating with IT support
* Verifying system data accuracy
### When to Use Queue Position Tab
**When patient asks "How much longer?":**
1. Open their booking panel
2. Switch to Queue Position tab
3. Look at "Ahead of You" number
4. Check "Expected Wait Time"
5. Give them accurate estimate
**When patient says "The app shows I'm next":**
1. Verify by checking this tab
2. Confirm if they're really Position #1
3. Explain any discrepancy if the app is outdated
**When explaining delays to patients:**
1. Show them the wait time status (on time vs delayed)
2. Point to "Queue Progress" to explain how many ahead
3. Helps manage expectations transparently
**For training new staff:**
* Show them what patients see on their phones
* Helps them answer patient questions better
* Builds empathy for patient experience
## Timeline Tab
*(This tab shows appointment history and status changes - details to be confirmed from actual implementation)*
The Timeline tab displays a chronological history of all events related to this appointment:
**Typical events shown:**
* When booking was created
* When patient checked in
* When patient was called
* Status changes
* Any modifications to the appointment
* Cancellations or rescheduling
**When to use:**
* Investigating issues with an appointment
* Understanding why a patient's status changed
* Audit trail for quality assurance
* Resolving disputes about timing
## Notes Tab
*(This tab allows adding/viewing additional notes - details to be confirmed from actual implementation)*
The Notes tab provides space for adding or viewing additional information about the patient or appointment.
**Typical uses:**
* Special medical requirements
* Communication notes (e.g., "Prefers morning slots")
* Behavioral notes (e.g., "Always arrives 15 min early")
* Follow-up reminders
* Administrative notes
**When to use:**
* Recording important patient preferences
* Noting special circumstances
* Communication between staff members
* Future reference for repeat visits
## Tips for Using the Booking Details Panel Effectively
### For Quick Information Gathering
1. **Use keyboard shortcuts** - Press Escape to close quickly
2. **Keep it open while making calls** - Panel stays open, so you can reference info while talking to patient
3. **Copy phone numbers** - Click the copy icon rather than writing it down
### For Better Patient Communication
1. **Show patients the Queue Position tab** - If they're at the desk, you can show them what they'll see on their phone
2. **Use it to explain delays** - Visual queue line helps explain why they're waiting
3. **Reference specific times** - Use "Scheduled Start" vs "Expected Start" to show exact delay
### For Efficient Queue Management
1. **Don't close the panel immediately** - Keep it open if you're about to call the patient
2. **Check priority before calling** - Ensure no high-priority patients are waiting
3. **Verify resource assignment** - Make sure patient is in the right doctor's queue
### Common Workflows
**When a patient arrives late:**
1. Click their name to open panel
2. Check "Scheduled Start" to see how late they are
3. Check "Expected Start" to see if you can still fit them in
4. Make decision to accommodate or reschedule
**When a patient calls asking about wait time:**
1. Search for their name in queue
2. Open panel and go to Queue Position tab
3. Tell them "You have X people ahead, expected wait is Y minutes"
4. Use "Expected Start" to give them specific time
**When checking end-of-day completion:**
1. Filter to show "Completed" status
2. Open each completed booking
3. Verify "Created" vs completion time for statistics
4. Check if any notes need follow-up
## Important Points to Remember
### About Information Accuracy
* **Real-time updates:** Most information updates automatically
* **Manual refresh available:** Use the refresh button if something seems wrong
* **Status reflects queue list:** If you update status in queue, it updates in panel too
### About Privacy
* **Visible to staff only:** Patients cannot see the full panel (only their Queue Position view)
* **Phone numbers are sensitive:** Don't share them unnecessarily
* **Notes are internal:** Only clinic staff can see notes
### About System Behavior
* **Panel doesn't lock the queue:** You can still use action buttons in the main queue while panel is open
* **Changes update both views:** If someone else updates the patient status, both queue and panel update
* **Multi-patient viewing:** You can open different patient panels by clicking on different rows
## Related Features
* **[Queue Management](./queue-management)** - Main queue screen where you access this panel
* **Patient Management** - Creating and managing patient profiles
* **Schedule Management** - Setting up doctor schedules and time slots
* **Dashboard** - Overview of clinic operations
## Troubleshooting
### "Panel won't open when I click patient row"
**Check:**
* Are you clicking on an action button instead of the row itself?
* Try clicking the arrow (>) button on the far right
* Refresh the page if the issue persists
### "Information looks outdated"
**Solutions:**
* Click the refresh button in Queue Position tab
* Close and reopen the panel
* Refresh the main queue screen
### "Can't find a patient in the panel"
**Remember:**
* Panel shows details for ONE patient at a time
* Click different patient rows to switch between patients
* Close current panel before opening a new one for clarity
### "Phone number won't copy"
**Try:**
* Click directly on the copy icon (small button next to number)
* If it still doesn't work, you can type it manually from what's displayed
* Report to IT if copy function consistently fails
***
**Remember:** The Booking Details Panel is your quick reference tool. Use it whenever you need more information about a patient than what's shown in the queue table. It saves time and reduces errors by putting all information in one organized view.
# Patient Management (/docs/provider/patient-management)
The **Patients** section allows you to view and manage your patient database. It serves as a digital registry of everyone who has visited your clinic.
## Patient List
Navigate to **Patients** in the sidebar to see the full list.
* **Search**: Quickly find a patient by Name, Mobile Number, or ID.
* **Filter**: Sort by "Last Visit", "Newest", etc.
## Patient Profile
Click on any patient to view their detailed profile.
### 1. Personal Details
* Name, Age, Gender.
* Contact Information (Phone, Email).
* Address.
### 2. Visit History
A timeline of all past appointments and consultations with your clinic.
* **Date**: When they visited.
* **Doctor**: Who they saw.
* **Diagnosis/Notes**: Summary of the visit (if recorded).
### 3. Upcoming Appointments
See if the patient has any future bookings scheduled.
## Adding a New Patient
While most patients are added automatically when they book or walk in, you can manually add a record.
1. Click **+ Add Patient**.
2. Enter the required details.
3. Save.
This is useful for migrating legacy records or adding family members.
# Queue Management (/docs/provider/queue-management)
## What is Queue Management?
### Why Use This Feature?
In traditional clinics, managing patients often means:
* Calling out names loudly in crowded waiting rooms
* Patients constantly asking "How much longer?"
* Confusion about who's next
* Lost track of no-shows and cancellations
* Paper registers that get messy
The Queue Management screen solves all these problems by:
1. **Showing Everyone at Once** - See all patients for the day in one organized list
2. **Automatic Queue Positions** - System assigns position numbers so patients know their turn
3. **Clear Status for Each Patient** - Know instantly who's waiting, who's called, who completed
4. **One-Click Actions** - Check in, call, start service, or complete with single button clicks
5. **Real-Time Updates** - Numbers change automatically as you work
6. **No Shouting Needed** - Patients can see their position on their phones
This means less confusion, shorter wait times, and happier patients.
## How to Access
1. Log into the Control Panel
2. Click **Queue** in the left sidebar
3. The Queue Management screen opens
## Understanding the Dashboard
### The Numbers at the Top
When you open Queue Management, you'll see 5 boxes with numbers. These give you a quick snapshot of the day:
### The Numbers at the Top
When you open Queue Management, you'll see 5 boxes with numbers. These give you a quick snapshot of the day:
1. **Active Patients** - How many patients are currently in the system (waiting, called, or with doctor)
* *Why it matters:* Tells you how busy you are right now
2. **Avg Wait Time** - Average waiting time in minutes
* *Why it matters:* If this number is high (above 20-30 minutes), patients are waiting too long
3. **Delayed** - Number of patients waiting longer than they should
* *Why it matters:* These patients need attention - they've been waiting past their appointment time
4. **Completed Today** - How many patients finished appointments today
* *Why it matters:* Shows your productivity for the day
5. **On-Time Rate** - What percentage of patients are being seen on time
* *Why it matters:* 100% means perfect timing, below 80% means you're falling behind
**Tip:** Keep an eye on "Delayed" and "On-Time Rate". If delays increase, you may need to speed up or adjust the schedule.
## Finding and Filtering Patients
With many patients throughout the day, you need ways to find them quickly. The system provides several tools:
### Status Filter Buttons (The Colored Buttons)
Right below the numbers, you'll see colored pill-shaped buttons. These let you show or hide different groups of patients:
* **Hold** (yellow badge) - Patients whose booking expired but weren't checked in
* *Common situation:* They booked yesterday for today but haven't arrived
* **Confirmed** (green badge) - Patients with future bookings who haven't checked in yet
* *Common situation:* They booked online, appointment time hasn't arrived
* **Called** (blue badge) - Patients called to the consultation room
* *Common situation:* You called their name, they're on the way to the doctor
* **In Service** (dark blue badge) - Patients currently with the doctor
* *Common situation:* Consultation happening right now
* **Completed** (gray badge) - Patients who finished their appointments
* *When to check:* End of day to see how many you served
* **Cancelled** (red badge) - Cancelled appointments
* *When to check:* Track cancellations for the day
* **No Show** (pink badge) - Patients who didn't show up
* *When to check:* Mark patients who never arrived despite booking
**How to use:** Click any button to show/hide that group. A checkmark (âś“) means you're seeing that group.
**Common combinations:**
* Click only "Confirmed", "Called", "In Service" to see active patients
* Click "Completed" alone to review finished appointments
* Click "Hold" and "Confirmed" to see who might still arrive
### The Search Box
The search box (with magnifying glass icon) helps find a specific patient fast.
**You can search by:**
* Patient name: Type "Kumar" to find all Kumars
* Phone number: Type "99999" to find by phone
* Booking ID: Type "60414" to find by booking number
**Best for:** When a patient calls asking about their appointment, or when they arrive and you need to find them quickly.
### Filter by Waiting Time (Delay Dropdown)
The dropdown menu next to search lets you filter by how long patients are waiting:
* **All Delays** - Show everyone (no filter)
* **5+ minutes** - Patients waiting more than 5 minutes
* **10+ minutes** - Patients waiting more than 10 minutes
* **20+ minutes** - Patients waiting more than 20 minutes
* **30+ minutes** - Patients waiting more than 30 minutes
**When to use:** If you want to prioritize patients who've been waiting too long, select "20+ minutes" to see them first.
### Quick Filter Shortcuts
At the bottom of the filter area, you'll see quick shortcut buttons:
* **Active** - One click to show only active patients (waiting + called + in service)
* *Use this most of the time for daily work*
* **Active with Called** - Same as above
* **Delayed** - Show only delayed patients
* *Use when you need to catch up with backlog*
* **Today's Completed** - Show completed appointments
* *Use at end of day to count finished consultations*
## The Patient List Table
The main area shows all patients in a table format. Let's understand each column:
### What Each Column Shows
1. **Pos (Position)**
* Shows queue position: 1, 2, 3, 4...
* Only appears for checked-in patients who are actively waiting
* Shows "-" for patients not yet checked in
* *How it helps:* Patients with lower numbers go first
2. **Booking ID**
* Unique number for each appointment (e.g., "60414442")
* *How it helps:* Reference number for tracking and reports
3. **Patient**
* Shows three things together:
* Patient's name (e.g., "Deepak Kumar")
* Appointment time (e.g., "9:38 am")
* Phone number (you can click to copy it)
* *How it helps:* All patient info in one place
4. **Status**
* Current state in colored badges
* Examples: CONFIRMED, CHECKED IN WAITING, CALLED, IN SERVICE, COMPLETED
* Colors match the filter buttons
* *How it helps:* Know instantly where each patient is in their journey
5. **Delay**
* How many minutes late (e.g., "0m", "15m", "30m")
* Shows "0m" if on time or ahead of schedule
* *How it helps:* Spot patients waiting too long
6. **Actions**
* Buttons to move patient to next stage
* Changes based on current status
* *How it helps:* One-click to update patient status
7. **Arrow (>)**
* Click to see full patient details in side panel
* *How it helps:* Get detailed information without leaving the page
## Working with Patients - Step by Step
Now let's learn how to actually manage patients through their journey. Each patient goes through stages, and you help them move forward.
### Stage 1: Patient Books Appointment
When a patient books (online or phone), they appear in your list with **CONFIRMED** status and no position number (shows "-").
**What you see:**
* Status: Green badge "CONFIRMED"
* Position: "-" (not in queue yet)
* Actions: "Check In" and "Cancel" buttons
**What it means:** Patient has an appointment but hasn't arrived at the clinic yet.
### Stage 2: Patient Arrives - Checking Them In
When a patient walks into your clinic:
1. **Find their name** in the table
* Use search if needed
* Look for green "CONFIRMED" badge
2. **Click the "Check In" button** next to their name
3. **What happens:**
* Status changes to "CHECKED IN WAITING" (yellow badge)
* They get a position number (Pos column now shows 8, 9, 10, etc.)
* They're now officially in the waiting queue
**What this means for the patient:** They can now see their position on their phone and know how many people are ahead.
**Common question:** "What if they arrived early?"
* Still check them in. They'll get a position and wait their turn based on appointment time.
**Common question:** "What if they're late?"
* Check them in. System tracks the delay automatically.
### Stage 3: Calling the Next Patient
When the doctor is ready for the next patient, you have two options:
#### Option A: Use "Call Next" Button (Recommended)
1. **Click the blue "Call Next" button** at the top right of the screen
2. **System automatically:**
* Finds the next patient in queue
* Changes their status to "CALLED" (blue badge)
* Can trigger notifications to patient's phone
3. **Why use this:** It's automatic and prevents mistakes in queue order
#### Option B: Manual Call (for specific situations)
If you need to call a specific patient (not necessarily next in line):
1. Find the patient with "CHECKED IN WAITING" status
2. Their Actions will show available buttons
3. Click appropriate action button
**Note:** "Call Next" is simpler and reduces errors.
### Stage 4: Patient Enters Consultation Room
When the called patient comes to the doctor's room:
1. **Find the patient** with "CALLED" status (blue badge)
2. **Click "Start Service" button**
3. **What happens:**
* Status changes to "IN SERVICE" (darker blue badge)
* Other patients see this person is with doctor
* Timer starts tracking consultation time
**Why this matters:** Patients in waiting room know the doctor is busy, helps manage expectations.
### Stage 5: Consultation Finishes
When the doctor finishes with a patient:
1. **Find the patient** with "IN SERVICE" status
2. **Click "Complete" button**
3. **What happens:**
* Status changes to "COMPLETED" (gray badge)
* Patient leaves the active queue
* Position numbers readjust for remaining patients
* "Completed Today" counter increases
**Tip:** Complete patients promptly so the count stays accurate throughout the day.
### Handling Cancellations
Sometimes patients cancel or need to be removed from the queue.
**Who can be cancelled:**
* CONFIRMED patients (before check-in)
* CHECKED IN WAITING patients
* CALLED patients
* Even IN SERVICE patients (rare, but possible)
**How to cancel:**
1. **Find the patient** you need to cancel
2. **Click the "Cancel" button** in their Actions column
3. **A popup appears** asking for confirmation
4. **Confirm or select a reason** (if required)
5. **What happens:**
* Status changes to "CANCELLED" (red badge)
* They're removed from active queue
* Position numbers readjust for others
**Common reasons to cancel:**
* Patient called to say they can't come
* Patient waited too long and left
* Emergency change in schedule
### Handling No-Shows
If a patient was called but never came to the consultation room:
**Option 1:** Mark as No Show (if your system provides this action)
**Option 2:** Cancel them with reason "No Show"
**Why track this:** Helps understand patient behavior and can affect future bookings.
## Viewing Detailed Patient Information
When you need more information about a patient than what's shown in the queue table, click on any patient row. This opens the **Booking Details Panel** - a detailed view that slides in from the right.
### What You Can See
The panel contains four tabs with different information:
1. **Overview** - Booking ID, status, times, patient name, phone number
2. **Queue Position** - Exactly what the patient sees on their phone (useful when they ask "how much longer?")
3. **Timeline** - Appointment history and status changes
4. **Notes** - Additional remarks about the patient
### Quick Actions
* **Copy phone number** - Click the copy icon next to patient's phone
* **Close panel** - Click X button or click outside the panel
* **Switch patients** - Click different patient rows to view different patients
For complete details about using this panel, see **[Booking Details Panel](./booking-details-panel)**.
**When to use:** Before calling a patient, when patient asks about wait time, or when you need complete appointment details.
## The Refresh Button
The circular arrow button (↻) next to the filters manually refreshes the patient list.
**When to use:**
* If the screen seems stuck
* If you know a patient just booked but don't see them
* If numbers don't match what you expect
**Usually not needed:** The screen updates automatically most of the time.
## Tips for Smooth Queue Management
### For Receptionists
1. **Check in patients as soon as they arrive**
* Don't make them wait to be added to the queue
* Faster check-in = patients can see their position sooner
2. **Use "Call Next" instead of manual selection**
* Prevents accidentally skipping someone
* Maintains fair queue order
3. **Keep the "Active" filter on during busy hours**
* Shows only patients who matter right now
* Less clutter, less confusion
4. **Complete patients promptly**
* Keeps the queue accurate
* Helps track daily productivity
5. **Check "Delayed" filter if wait times are growing**
* See who's been waiting longest
* Can call family to inform about delays
### For Doctors
1. **Glance at "Active Patients" number**
* Tells you how many more to go
* Helps plan your energy and breaks
2. **Check "Avg Wait Time"**
* If over 30 minutes, consider speeding up
* Or inform waiting patients about delay
3. **Use patient details panel**
* Quickly review patient info before they enter
* Check appointment times and notes
### Understanding Colors
The system uses colors consistently:
* **Green** = Confirmed/future appointments
* **Yellow** = Waiting (checked in or on hold)
* **Blue** = Active movement (called, in service)
* **Gray** = Completed (done)
* **Red** = Problem status (cancelled)
* **Pink** = No show
These colors appear in both the filter buttons and status badges, making it easy to scan visually.
## Common Scenarios
### "Patient says they're here but I don't see them"
1. Check if search box has old text - clear it
2. Check status filters - make sure "Confirmed" is selected
3. Click refresh button
4. Search by phone number
5. They might have booked for different day/doctor
### "Two patients arrived at same time"
1. Check in both patients
2. System assigns positions based on appointment time
3. Earlier appointment gets lower position number
4. Use "Call Next" - it handles this automatically
### "Patient needs to leave early"
1. Find the patient in the list
2. Check their position
3. If urgent, you can manually call them ahead
4. Or cancel and reschedule
### "Doctor is running very late"
1. Check "Delayed" filter to see how many affected
2. Note the "Avg Wait Time" number
3. Consider informing waiting patients
4. Use patient details to get phone numbers for calling
### "End of day - checking completion"
1. Click "Today's Completed" quick filter
2. Check the count in "Completed Today" metric
3. Review "No Show" and "Cancelled" to understand gaps
4. Clear all filters to see if anyone was missed
## Remember
* **The system helps, but you control it** - Always verify before taking action
* **One patient at a time** - Don't rush, accuracy matters
* **Colors guide you** - Green = future, Yellow = waiting, Blue = active, Gray = done
* **Position numbers are automatic** - Trust the system's queue order
* **Check in promptly, complete promptly** - Keeps everything accurate
With practice, managing the queue becomes natural and much easier than paper registers or verbal tracking!
## Related Features
To learn more about connected features:
* **[Booking Details Panel](./booking-details-panel)** - Detailed guide on viewing patient and appointment information
* **Dashboard** - Overview of your clinic's daily operations
* **Schedule Management** - Setting up doctor availability and time slots
* **Patient Management** - Creating and managing patient records
* **Settings** - Configuring queue and appointment preferences
# Schedule Interruptions (/docs/provider/schedule-interruptions)
## What are Interruptions?
Schedule Interruptions are for **immediate, unplanned needs happening TODAY**.
**Critical Rule: Interruptions are ONLY for today's schedule**
* If you need to block time for a **future date**, use [Schedule Management](./schedule-management) instead
* Interruptions are designed for emergencies and last-minute changes happening RIGHT NOW
* They help you handle unexpected situations that come up during the day
### Real-Life Examples
**Use Interruptions (TODAY ONLY):**
* "I need to leave NOW—family emergency"
* "Just got delayed by 30 minutes, still on my way"
* "Feeling sick right now, canceling rest of today"
* "Urgent meeting just called for this afternoon"
* "Need an unplanned break—exhausted from morning rush"
**DON'T use Interruptions for future dates:**
* "I have a conference next week" → Use [Schedule Management](./schedule-management)
* "Going on vacation next month" → Use [Schedule Management](./schedule-management)
* "Meeting scheduled for tomorrow" → Use [Schedule Management](./schedule-management)
### Quick Decision Guide
**Use Interruptions when:**
* It's happening TODAY
* It's unplanned or just came up
* It's an emergency or last-minute change
* You need to act immediately
**Use [Schedule Management](./schedule-management) when:**
* It's for a future date (tomorrow or later)
* You're planning ahead
* You want to block time in advance
* Example: Vacation, scheduled meetings, planned time off
## Types of Interruptions
All interruption types are for TODAY ONLY. The type helps you categorize why you're interrupting:
**Emergency** (Most common for interruptions)
* Happens suddenly RIGHT NOW
* Examples:
* "Sudden illness—need to leave immediately"
* "Family emergency—canceling rest of today"
* "Doctor called to hospital urgently"
* "Accident on the way to clinic—running 1 hour late"
* When to use: Unexpected situations forcing immediate action
**Break** (Unplanned break today)
* Short pause you didn't anticipate
* Examples:
* "Need urgent 15-minute call with specialist NOW"
* "Feeling exhausted—taking unplanned 30-min break"
* "Equipment issue—30 min to fix"
* When to use: Quick unplanned pauses in TODAY's schedule
**Delay Announcement** (Running late today)
* You're on your way but delayed
* Examples:
* "Traffic jam—30 minutes late"
* "Previous patient emergency ran over—running behind"
* "Meeting went longer—delayed by 45 minutes"
* When to use: To inform patients you're late but still coming TODAY
**Delay Announcement** (Running late today)
* You're on your way but delayed
* Examples:
* "Traffic jam—30 minutes late"
* "Previous patient emergency ran over—running behind"
* "Meeting went longer—delayed by 45 minutes"
* When to use: To inform patients you're late but still coming TODAY
**Note:** The type helps you track why interruptions happen. All types only work for TODAY's schedule.
{/* SCREENSHOT: interruptions-types.png | Interruption type dropdown showing Break, Time Off, Closure, Emergency options */}
## When to Use Interruptions
### DO use Interruptions for:
**TODAY's emergencies:**
* "Need to leave NOW—family emergency"
* "Feeling sick—canceling rest of today"
* "Just got delayed—running 30 min late"
**Immediate unplanned events:**
* "Urgent meeting just came up for this afternoon"
* "Equipment broke—need 1 hour to fix"
* "Called away for emergency consultation"
**Last-minute TODAY changes:**
* "Taking unplanned break right now"
* "Need to leave early today unexpectedly"
* "Can't continue—personal emergency"
### DON'T use Interruptions for:
**Future dates (use Schedule Management instead):**
* "I have a conference next week" → Use [Schedule Management](./schedule-management)
* "Going on vacation next month" → Use [Schedule Management](./schedule-management)
* "Meeting tomorrow at 2 PM" → Use [Schedule Management](./schedule-management)
**Planned time off:**
* "Taking next Friday off" → Use [Schedule Management](./schedule-management)
* "No appointments this Saturday" → Use [Schedule Management](./schedule-management)
**Rule of thumb:** If it's **not happening TODAY**, don't use interruptions. Use [Schedule Management](./schedule-management) to block future dates.
## Creating an Interruption
### Step-by-Step Process
1. **Navigate to Interruptions**
* Click "Interruptions" in the sidebar
* Or use quick-access button if available
2. **Choose Interruption Type**
* Emergency (most common)
* Break (unplanned pause)
* Delay Announcement (running late)
3. **Set Start Time**
* **Date**: Automatically set to TODAY (cannot be changed)
* **Time**: Select when the interruption starts (e.g., "RIGHT NOW" or "2:00 PM TODAY")
* Use time picker provided
4. **Set Duration**
* Enter how long in minutes
* Or select from quick options (15 min, 30 min, 1 hour, "Rest of Day")
* System calculates end time automatically
* **"Rest of Day"** option: Blocks from start time until end of your schedule TODAY
5. **Set Duration**
* Enter how long in minutes
* Or select from quick options (15 min, 30 min, 1 hour, "Rest of Day")
* System calculates end time automatically
* **"Rest of Day"** option: Blocks from start time until end of your schedule TODAY
{/* SCREENSHOT: interruptions-create-form.png | Create Interruption form showing Type, Start Time, Duration fields */}
5. **Choose Effect on Existing Bookings**
The system asks what to do with appointments already booked for TODAY during this time:
**Cancel:**
* Cancels all conflicting bookings for TODAY
* Patients are notified
* *Use when:* You absolutely cannot see those patients TODAY
**Running Late:**
* Pushes TODAY's conflicting bookings to later time slots
* Delays the queue for rest of TODAY
* *Use when:* You're late but still working TODAY
6. **Preview Impact**
* System shows how many bookings TODAY are affected
* Lists patients who will be cancelled or delayed
* Shows impact on TODAY's queue timing
{/* SCREENSHOT: interruptions-impact-preview.png | Impact preview showing affected bookings with patient names and what will happen to each */}
7. **Add Note (Optional)**
* Enter reason for your reference
* Example: "Traffic delay" or "Family emergency"
8. **Click "Create" or "Confirm"**
9. **What happens:**
* Time is blocked immediately for TODAY
* Affected bookings TODAY are cancelled or delayed
* Patients receive notifications (if configured)
* No new bookings allowed during interruption time TODAY
* Tomorrow's schedule is not affected—interruptions only impact TODAY
### Important: Impact on Patients TODAY
**Before creating an interruption, the system shows you:**
* **How many patients** have appointments during that time TODAY
* **Their names and booking IDs**
* **What will happen** to each booking (cancelled or delayed)
**Review this carefully:**
* Can you quickly call affected patients?
* Do you need to manually reschedule them for tomorrow?
* Is this emergency urgent enough to justify automatic cancellations?
**Remember:** Interruptions are for emergencies and unplanned situations TODAY. For planned changes, use [Schedule Management](./schedule-management) to give patients advance notice.
### Effect Options Explained
#### Cancel Effect ("I can't see these patients TODAY")
**What happens:**
* All appointments during this time TODAY are **cancelled**
* Patients are removed from TODAY's queue
* They need to book a different day
* Time slots become unavailable for TODAY
**When to choose Cancel:**
* You're sick and leaving NOW
* Family emergency—can't continue TODAY
* Equipment failure—can't see patients rest of TODAY
* You absolutely cannot accommodate those patients TODAY
**Patient experience:**
* They get immediate cancellation notice
* They have to find a new appointment (tomorrow or later)
* It's inconvenient but necessary for emergencies
**Example:**
* You feel sick at 2 PM and need to leave immediately
* Create interruption: 2 PM - Rest of Day, Cancel effect
* All appointments from 2 PM onwards TODAY are cancelled
* Patients have to rebook for tomorrow or later
***
#### Running Late Effect ("I'm late but still coming TODAY")
**What happens:**
* Appointments are **NOT cancelled**—they're still valid for TODAY
* Everyone's time gets pushed back by how late you are
* Patients still see you TODAY, just later than originally scheduled
* The whole queue for TODAY shifts later
**When to choose Running Late:**
* You're stuck in traffic but on your way
* A meeting is running over but you'll be back soon
* Temporary delay TODAY, not full absence
* You can still see all the patients TODAY, just later
**Patient experience:**
* Their appointment still happens TODAY
* They wait longer than expected
* They still see you the same day
**Example:**
* You're stuck in traffic at 10 AM, will arrive at 10:30
* Create interruption: 10:00-10:30 AM, Running Late
* Patient scheduled for 10:30 AM is now expected at 11:00 AM (30 min later)
* Patient scheduled for 11:00 AM is now expected at 11:30 AM (30 min later)
* Everyone after that is also delayed by 30 minutes for TODAY
* They all still see you TODAY, just later
**Important:** Use Running Late only when you're confident you'll arrive TODAY. If unsure, use Cancel instead.
{/* SCREENSHOT: interruptions-effect-comparison.png | Side-by-side comparison showing Cancel effect vs Running Late effect on patient bookings */}
## Viewing and Managing Interruptions
### Interruptions List
When you open the Interruptions screen, you see:
**TODAY's interruptions prominently displayed:**
* Current active interruption (if any)
* Interruptions created earlier today
* Shows real-time status
**Each entry shows:**
* **Type** icon and label (Emergency, Break, Delay)
* **Time range** (TODAY only)
* **Duration**
* **Impact summary** (e.g., "3 bookings affected")
* **Note/Reason**
* **Status** (Active, Completed)
{/* SCREENSHOT: interruptions-list.png | Interruptions list showing past and upcoming interruptions with type, date, duration, and status */}
### Interruption Statuses
**Active:**
* Happening RIGHT NOW
* Time block currently in effect
* Bookings already affected
* Can be extended or ended early if needed
**Completed:**
* Already passed TODAY
* Historical record for TODAY
* Shows what happened earlier
### Ending an Interruption Early
**For Active Interruptions:**
* You can end them before the scheduled time
* Example: "Traffic cleared up—arriving earlier than expected"
* Click "End Now" to restore normal schedule
* Queue automatically adjusts
**Why end early:**
* Delay resolved faster than expected
* Emergency situation cleared up
* You're ready to resume normal schedule NOW
**Note:** Interruptions are automatically cleared at midnight. Tomorrow starts fresh with your normal schedule.
## Common Workflows
### Handling an Emergency RIGHT NOW
1. Open Interruptions (quick access from anywhere)
2. Create Emergency interruption
3. Start time: "NOW" (current time)
4. Duration: "Rest of Day" or specific hours
5. Choose effect (Cancel if leaving, Cascade if just delayed)
6. Quickly review impact
7. Confirm
8. System immediately notifies affected patients
### Announcing You're Running Late
1. Open Interruptions
2. Create "Delay Announcement" interruption
3. Start time: "NOW"
4. Duration: How late you'll be (e.g., "30 minutes")
5. Choose "Running Late" effect
6. Patients automatically get updated wait times
7. Confirm
### Taking an Unplanned Break NOW
1. Open Interruptions
2. Create "Break" interruption
3. Start time: "NOW"
4. Duration: Break length (15-60 minutes)
5. Choose "Running Late" (queue waits) or "Cancel" (if break is long)
6. Confirm
### Leaving Early TODAY Due to Emergency
1. Open Interruptions
2. Create "Emergency" interruption
3. Start time: "NOW" or when you're leaving
4. Duration: "Rest of Day"
5. Choose "Cancel" effect
6. Review affected patients
7. Confirm
8. Have staff call affected patients to reschedule for tomorrow
## Common Questions
### "How is this different from blocking time in Schedule Management?"
**Schedule Interruptions (THIS FEATURE - TODAY ONLY):**
* For immediate, unplanned needs happening TODAY
* Examples: "Stuck in traffic NOW", "Emergency RIGHT NOW", "Need unplanned break TODAY"
* Date is locked to TODAY
**[Schedule Management](./schedule-management) (FOR FUTURE DATES):**
* For planning ahead—tomorrow and beyond
* For repeating patterns (every Monday, every day, etc.)
* For permanent changes to your schedule
* Examples: "Conference next week", "Vacation next month", "Every day lunch 1-2 PM"
### "What if I need to block time for tomorrow?"
**Don't use Interruptions.** Use [Schedule Management](./schedule-management):
* Go to Schedule Management
* Create a Day-Specific Hours rule for tomorrow
* Or create a Special Period for the specific time range
Interruptions are ONLY for TODAY's emergencies.
### "Can I create interruptions for future dates?"
**No.** The system prevents selecting future dates. Interruptions are designed for immediate needs happening TODAY. For any future date planning, use [Schedule Management](./schedule-management).
### "What happens at midnight?"
Interruptions are automatically cleared at midnight. Each day starts fresh. If you need to block the same time tomorrow, create a new schedule rule in [Schedule Management](./schedule-management).
### "What if I'm running late and it's affecting tomorrow too?"
Create interruption for TODAY's delay only. For tomorrow, use [Schedule Management](./schedule-management) to adjust your hours if you know you'll start late.
### "If I use Running Late, how much later are patients delayed?"
By exactly the duration of the interruption. If you create a 30-minute delay, everyone after it is delayed by 30 minutes for TODAY only.
### "Can I extend an active interruption?"
End the current one early and create a new one with longer duration. Or simply create another interruption for the additional time needed.
## Tips for Using Interruptions Effectively
### 1. Use for Emergencies and Immediate Needs Only
**TODAY ONLY rule:**
* Interruptions are designed for unplanned situations happening NOW
* If you can plan ahead (even by a day), use [Schedule Management](./schedule-management) instead
* Patients appreciate advance notice over last-minute changes
**Example:**
* ✅ RIGHT: "Stuck in traffic NOW—create 30-min delay"
* ❌ WRONG: "I have a conference next week—use Schedule Management instead"
### 2. Choose the Right Effect
**Cancel effect when:**
* You're leaving and won't be back TODAY
* Emergency requires you to stop seeing patients
* You're sick and going home
* Absolutely cannot continue TODAY
**Running Late when:**
* You're late but definitely coming TODAY
* Brief interruption that won't cancel your whole day
* Confident you can still see everyone TODAY, just later
### 3. Communicate with Patients
**The system notifies patients, but:**
* For emergencies affecting many patients, have staff call them
* Provide expected resume time if using Cascade Delay
* Apologize for inconvenience—emergencies happen
### 4. Review Before Confirming
**Always check the impact preview:**
* How many patients affected?
* Can you contact them quickly?
* Is canceling really necessary or can you delay?
### 5. End Interruptions Early If Possible
**If situation resolves faster:**
* Click "End Now" to restore normal schedule
* Patients appreciate getting back on track sooner
* Shows you respect their time
## Key Takeaways
âś… **DO:**
* Use interruptions for TODAY's emergencies only
* Create delay announcements when running late
* Review patient impact before confirming
* End interruptions early if situation resolves
* Use "Rest of Day" for emergencies requiring you to leave
❌ **DON'T:**
* Try to block future dates (use [Schedule Management](./schedule-management))
* Use for planned events (vacations, conferences)
* Use for recurring needs (daily lunch breaks)
* Forget to notify affected patients personally when possible
**Remember:** Interruptions = Immediate, Unplanned, TODAY. Everything else = [Schedule Management](./schedule-management).
**Before you click "Create":**
* Read the impact preview carefully
* Consider: Can I call these patients personally?
* Would it be better to reschedule them manually first?
* Is this emergency serious enough to auto-cancel?
### 3. Choose the Right Effect
**Ask yourself:**
* "Will I be here at all?" → Choose **Cancel**
* "Will I be late but still working?" → Choose **Running Late**
* "Am I 100% sure I'll be back?" → If no, choose **Cancel** to be safe
### 4. Use the Right Tool
**Decision tree:**
1. Does this happen every week on the same days? → Use [Schedule Management](./schedule-management)
2. Is this a permanent change to my hours? → Use [Schedule Management](./schedule-management)
3. Is this a one-time exception or emergency? → Use Interruptions (this page)
**Common mistakes:**
* Creating daily interruptions for lunch → Should be a Block rule in [Schedule Management](./schedule-management)
* Creating interruption for "every Monday" → Should be a Day-Specific rule in [Schedule Management](./schedule-management)
* Using interruption for permanent hour change → Should edit existing rule in [Schedule Management](./schedule-management)
### 5. Keep an Emergency Protocol Ready
**Know these steps by heart:**
1. Open Control Panel
2. Click "Interruptions" in sidebar
3. Click "Create Interruption" or "Add"
4. Choose type: Emergency
5. Set time: Now (or when leaving)
6. Set duration: Best estimate
7. Choose effect: Cancel (if unsure) or Running Late (if coming back)
8. Review impact
9. Confirm
10. Have reception call affected patients
**Practice once** so you're confident when a real emergency happens.
## Related Features
To learn more about connected features:
* **[Schedule Management](./schedule-management)** - Managing your regular weekly availability patterns
* **[Queue Management](./queue-management)** - Managing daily patient flow and appointments
* **[Booking Details Panel](./booking-details-panel)** - Viewing detailed appointment information
## Remember
* Interruptions are for **one-time exceptions**, not regular patterns
* Always **review impact** before confirming
* **Plan ahead** to minimize patient cancellations
* Use **[Schedule Rules](./schedule-management)** for recurring weekly patterns
* Choose effect carefully: **Cancel** vs **Running Late**
Back to [Schedule Management](./schedule-management) for managing your regular availability.
# Schedule & Availability Management (/docs/provider/schedule-management)
## What is Schedule Management?
### Why Use This Feature?
In traditional clinics, managing availability often means:
* Writing working hours on a board or telling reception staff verbally
* Patients booking when you're not actually available
* Manually blocking time for lunch breaks or emergencies
* Confusion when you take a day off or leave early
* Lost bookings because patients don't know your actual schedule
The Schedule Management system solves these problems by:
1. **Setting Clear Working Hours** - Define when you're available for each type of appointment
2. **Automatic Slot Generation** - System creates time slots based on your rules
3. **Preventing Wrong Bookings** - Patients can only book when you're actually available
4. **Easy Blocking for Breaks** - Mark lunch, meetings, or emergencies with one click
5. **Real-Time Updates** - Changes reflect immediately for online bookings
6. **Flexible Rules** - Different hours for different days, different rules for different services
This means fewer scheduling mistakes, better time management, and patients booking only when you can actually see them.
## How Schedule Management Works
Schedule Management has **three main sections** that work together:
### 1. General Availability Hours
**What it is:** Your default working hours that apply broadly (every day, weekdays, or weekends)
**Examples:**
* "Every day: 9 AM to 5 PM"
* "Weekdays only: 9 AM to 8 PM"
* "Weekends: 10 AM to 2 PM"
**Use this for:** Your basic, consistent schedule that covers multiple days at once.
### 2. Day-Specific Hours
**What it is:** Override the general hours for specific days of the week
**Examples:**
* "Mondays: 9 AM to 1 PM" (different from your general weekday hours)
* "Saturdays: 9 AM to 2 PM" (different from your general weekend hours)
* "Wednesdays: Closed" (block a specific day)
**Use this for:** Days that have different hours than your general pattern.
### 3. Special Periods & Availability Blocks
**What it is:** Date ranges, holidays, or future one-time events
**Examples:**
* "December 20-30: Vacation (closed)"
* "Next Friday: Conference (blocked)"
* "Every Tuesday 1-2 PM: Lunch break"
* "January 1: Holiday (closed)"
* "Tomorrow: Doctor appointment (unavailable 2-4 PM)"
**Use this for:** Specific future date ranges, planned time off, or recurring special blocks.
**Important:** For immediate needs happening TODAY (emergencies, running late), use [Schedule Interruptions](./schedule-interruptions) instead.
**How they work together:**
* Start with General Hours (covers most of your week)
* Add Day-Specific Hours for days that have different hours
* Add Special Periods for future planned time off, vacations, holidays
* For TODAY's emergencies only, use [Schedule Interruptions](./schedule-interruptions)
* More specific rules override general ones automatically
## How to Access Schedule Management
1. Log into the Control Panel
2. Click **Schedule** in the left sidebar
3. The Schedule Management screen opens
**What you'll see:**
**At the top:**
* Three numbers showing: Available rules, Blocked rules, Total rules
**Main area - Weekly Schedule Overview:**
* Calendar grid showing Monday through Sunday
* Your availability displayed visually with colored blocks
* Current week is shown by default
**Below the calendar - Three colored sections:**
1. **Green section**: General Availability Hours
2. **Blue section**: Day-Specific Hours
3. **Purple section**: Special Periods & Availability Blocks
Each section has an "Add Rule" button and shows how many rules you've created.
{/* SCREENSHOT: schedule-main-overview.png | Schedule Management main page showing three colored sections (green, blue, purple) with weekly calendar grid at top */}
## Understanding Schedule Rules
### What You'll See
Rules are organized into **three colored sections**:
**1. General Availability Hours (Green section)**
* Rules that apply to multiple days at once
* Shows count: "X rules", "X allow", "X block"
* Use this for your basic schedule pattern
**2. Day-Specific Hours (Blue section)**
* Rules for individual days of the week (Monday, Tuesday, etc.)
* Shows count: "X rules", "X allow", "X block"
* Use this when certain days are different
**3. Special Periods & Availability Blocks (Purple section)**
* Rules for date ranges or special occasions
* Shows count: "X rules", "X allow", "X block"
* Use this for vacations, holidays, recurring blocks
**Each saved rule displays:**
* **Action and time**: "ALLOW • 09:00-17:00" or "BLOCK • 13:00-14:00"
* **Scope**: "general", "weekdays", "monday", etc.
* **Audience**: Icon showing "ALL", "Patients Only", or "Medical Reps"
* **Date created**: When you added this rule
* **Toggle switch**: Turn the rule ON or OFF without deleting it
{/* SCREENSHOT: schedule-rule-cards.png | Example of saved schedule rules showing action, time, scope, audience and toggle switch */}
### Scope Options (Which Days)
When creating a rule, you choose which days it applies to:
**In General Availability Hours section:**
* **Every day** - All 7 days of the week
* Example: "9 AM to 5 PM every single day"
* **Weekdays** - Monday through Friday only
* Example: "9 AM to 8 PM on work days"
* **Weekends** - Saturday and Sunday only
* Example: "10 AM to 2 PM on Saturdays and Sundays"
**In Day-Specific Hours section:**
You can create rules for individual days:
* Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday
* Example: "Mondays 9-1, Thursdays 2-8"
**In Special Periods section:**
You can set date ranges or specific calendar periods (the exact options here may vary).
**How they interact:**
More specific rules override general ones:
* Day-Specific beats General
* Special Periods beat both
Example:
* General: "Weekdays 9-5"
* Day-Specific: "Monday 9-1"
* Result: Monday follows 9-1, other weekdays follow 9-5
{/* SCREENSHOT: schedule-scope-dropdown.png | Scope dropdown showing options: Every day, Weekdays, Weekends */}
### Rule Components
Each rule has several parts you can configure:
#### Action Type
**Allow** (most common):
* Opens time slots for booking
* Green indicator
* *Meaning:* "I'm available during this time"
**Block**:
* Prevents bookings
* Red indicator
* *Meaning:* "Do not allow bookings during this time"
* *Use when:* Regular lunch hours, admin time, etc.
{/* SCREENSHOT: schedule-action-dropdown.png | Action dropdown showing Allow and Block options with icons */}
#### Audience
Controls who can book during this time:
**All** (default):
* Anyone can book - patients and medical reps
* Most common choice for regular hours
**Patients only**:
* Only patients can book
* Medical reps cannot book during this time
* Use when you want to reserve time specifically for patient care
**Medical reps**:
* Only pharmaceutical/medical representatives can book
* Patients cannot book during this time
* Use when you allocate specific slots for medical rep meetings
{/* SCREENSHOT: schedule-audience-dropdown.png | Audience dropdown showing All, Patients only, and Medical reps options with icons */}
#### Time Range
* **Start Time** - When this availability begins (e.g., 09:00 AM)
* **End Time** - When this availability ends (e.g., 05:00 PM)
**Tips:**
* Use 24-hour format or AM/PM clearly
* End time must be after start time
* Can span across noon (e.g., 10 AM to 2 PM includes lunch unless blocked)
#### Active/Inactive Toggle
* **Active** (green) - Rule is currently in effect
* **Inactive** (gray) - Rule exists but is not applied
*Use inactive for:* Temporarily disabling a rule without deleting it
## Creating a New Schedule Rule
### Step-by-Step Process
1. **Choose which section** to add the rule to:
* Click "Add Rule" in **General Availability Hours** (green) for broad patterns
* Click "Add Rule" in **Day-Specific Hours** (blue) for individual days
* Click "Add Rule" in **Special Periods** (purple) for date ranges
2. **The form appears right there** (no popup window)
* You'll see a form labeled "Add New Rule"
* It appears inside the section where you clicked
{/* SCREENSHOT: schedule-add-rule-form.png | Inline "Add New Rule" form showing all fields: Action, Scope, Start Time, End Time, Audience with default values */}
3. **Fill out the form fields:**
**Action** (dropdown):
* Select "Allow" for times you're available
* Select "Block" for times you're unavailable
* Default is "Allow"
**Scope** (dropdown):
* Options depend on which section you're in
* General section: Every day, Weekdays, Weekends
* Day-Specific section: Monday, Tuesday, Wednesday, etc.
* Special Periods section: May include date range options
**Start Time** (time picker):
* Click the field and select time (e.g., 09:00)
* Default is 09:00 (9 AM)
**End Time** (time picker):
* Click the field and select time (e.g., 17:00)
* Default is 17:00 (5 PM)
* Must be after Start Time
**Audience** (dropdown):
* Select "All" for everyone
* Select "Patients only" to exclude medical reps
* Select "Medical reps" to exclude patients
* Default is "All"
4. **Click "Save Rule"**
* Or click "Cancel" to discard
5. **What happens immediately:**
* You see "Saved!" message briefly
* The rule appears as a card below the form
* The weekly calendar grid updates to show the new availability
* The rule counts at the top increase (e.g., "1 Available")
* The rule is automatically turned ON (toggle switch is green)
{/* SCREENSHOT: schedule-rule-saved.png | After saving a rule showing "Saved!" message and the new rule card appearing below */}
### Common Rule Examples
**Example 1: Basic Weekday Hours**
* Action: Allow
* Audience: All
* Scope: Weekdays
* Time: 09:00 AM - 05:00 PM
*Result:* Patients can book Monday to Friday, 9 AM to 5 PM.
**Example 2: Different Hours Each Day**
Create separate rules:
* Monday: 09:00 AM - 01:00 PM (Allow, All, Monday)
* Tuesday: 02:00 PM - 08:00 PM (Allow, All, Tuesday)
* Wednesday: Off (no rule or Block rule)
* Thursday: 09:00 AM - 01:00 PM (Allow, All, Thursday)
* Friday: 09:00 AM - 05:00 PM (Allow, All, Friday)
**Example 3: Split Shift with Lunch Block**
Two rules:
* Rule 1: Allow, All, Weekdays, 09:00 AM - 01:00 PM
* Rule 2: Allow, All, Weekdays, 05:00 PM - 08:00 PM
* (Gap from 1 PM to 5 PM is automatically unavailable)
Or with explicit block:
* Rule 1: Allow, All, Weekdays, 09:00 AM - 08:00 PM
* Rule 2: Block, All, Weekdays, 01:00 PM - 05:00 PM
**Example 4: Medical Rep Hours**
* Allow, Medical Rep, Monday, 10:00 AM - 11:00 AM
* Allow, Patient, Monday, 09:00 AM - 10:00 AM
* Allow, Patient, Monday, 11:00 AM - 01:00 PM
*Result:* 10-11 AM reserved for medical reps only, rest for patients.
**Example 5: Weekend Hours**
* Allow, All, Weekends, 10:00 AM - 02:00 PM
*Result:* Available Saturday and Sunday, 10 AM to 2 PM.
## Editing Schedule Rules
### How to Edit
1. **Find the rule** you want to change in the list
2. **Click the edit icon** (pencil) next to the rule
3. **The rule expands** into an editable form
4. **Make your changes**:
* Change days, times, audience, or action
* System validates as you type
5. **Click "Save"** to apply changes
6. **Or click "Cancel"** to discard changes
### What You Can Change
* **Scope** (which days)
* **Time range** (start and end times)
* **Audience** (who can book)
* **Action** (Allow or Block)
* **Active status** (turn on/off)
### What Happens When You Edit
* **Future bookings** are affected immediately
* **Existing bookings** that fall during the new rule are not automatically cancelled
* System may warn if your change conflicts with existing rules
* Week view updates to reflect new schedule
**Important:** If you shorten hours or block times, check if any confirmed bookings are affected.
## Deleting Schedule Rules
### When to Delete
* Rule no longer needed
* You made a mistake and want to start over
* Replacing with a different pattern
### How to Delete
1. **Find the rule** in the list
2. **Click the delete icon** (trash) next to the rule
3. **Confirm deletion** in the popup
4. **Rule is removed** immediately
### What Happens
* Time slots for that rule disappear
* Patients can no longer book during those times
* Existing confirmed bookings are NOT automatically cancelled
* Week view updates to remove the availability
**Tip:** If unsure, make the rule "Inactive" instead of deleting. You can reactivate it later.
## Toggling Rules On/Off
Instead of deleting, you can temporarily disable rules.
### How to Toggle
1. **Find the rule** in the list
2. **Click the toggle switch** (looks like a switch icon)
* **Green/On** = Active (rule is in effect)
* **Gray/Off** = Inactive (rule is ignored)
### When to Use
* **Temporary closures** without deleting the rule
* **Testing** different schedules
* **Seasonal changes** (turn off summer hours, turn on winter hours)
**Example:** You usually work Saturdays 10-2, but this month you're not. Turn off the Saturday rule for now, turn it back on next month.
## Duplicating Rules
To quickly create similar rules without re-entering everything:
1. **Find a rule** similar to what you need
2. **Click the duplicate icon** (copy icon)
3. **A copy is created** with same settings
4. **Edit the copy** to change days or times as needed
**Use case:** You have "Monday 9-5" and want "Tuesday 9-5" too. Duplicate Monday rule, change day to Tuesday.
## Weekly Schedule Overview (Calendar Grid)
At the top of the page, you'll see a visual weekly calendar showing all your availability.
### Understanding the Week Grid
**Header:**
* Shows current week range (e.g., "Nov 17-23, 2025")
* "Live Preview" indicator
* Previous/Next week navigation arrows
**Seven columns** = Days of the week (Monday through Sunday)
* Each day shows abbreviated name (Mon, Tue, etc.) and full name
* Today is marked with a "Today" badge
* Each day has a "+" button at the top
**Inside each day column:**
**When you have rules:**
* Colored blocks showing your availability
* Each block shows the time range (e.g., "9:00 AM → 5:00 PM")
* Shows audience icon (ALL, Patients Only, or Medical Reps)
* Clickable to see details
* Shows count at bottom (e.g., "1 available, 0 blocked")
**When you have no rules:**
* Empty state icon
* Message: "No rules set"
* "Click + to add"
{/* SCREENSHOT: schedule-empty-state.png | Empty weekly calendar showing "No rules set, Click + to add" message in each day column */}
### How to Use the Week Grid
**Quick visual check:**
* See your entire week at a glance
* Verify rules are working correctly
* Spot days with no coverage
**Navigation:**
* Click arrows to see previous or next week
* Check how your schedule looks in upcoming weeks
**Quick add:**
* Click the "+" button on any day to quickly add a rule for that day
{/* SCREENSHOT: schedule-weekly-grid-with-rules.png | Weekly calendar grid showing availability blocks across Monday-Sunday with time ranges and audience icons */}
## Emergency Changes vs. Regular Planning
**Important distinction:**
Schedule Management is for **all planning - both regular patterns AND future one-time events**. Schedule Interruptions are ONLY for immediate emergencies happening TODAY.
**Use Schedule Management (this page) for:**
* Your regular working hours that repeat weekly
* **Planned vacations or time off** (set for future dates)
* **Conferences, meetings, appointments** (tomorrow or later)
* **Any future date blocking** (even if it's one-time)
* Permanent schedule changes
* Predictable patterns
**Use [Schedule Interruptions](./schedule-interruptions) ONLY for:**
* **Emergencies happening TODAY** (doctor sick, running late)
* **Immediate unplanned needs** (family emergency, traffic delay)
* **Last-minute changes to TODAY's schedule only**
**Key Rule:** If it's for **tomorrow or any future date**, use Schedule Management (this page). Interruptions are locked to TODAY only.
**Examples:**
* ✅ "I have a conference next week" → Use Schedule Management (Day-Specific Hours or Special Period)
* ✅ "Going on vacation next month" → Use Schedule Management (Special Period with date range)
* ✅ "Taking tomorrow off" → Use Schedule Management (Day-Specific Hours for tomorrow)
* ✅ "Stuck in traffic RIGHT NOW" → Use [Schedule Interruptions](./schedule-interruptions)
* ✅ "Family emergency TODAY—leaving immediately" → Use [Schedule Interruptions](./schedule-interruptions)
{/* SCREENSHOT: schedule-three-sections.png | Three colored sections stacked vertically: General Availability Hours (green), Day-Specific Hours (blue), Special Periods (purple) */}
## Understanding Priority and Conflicts
### Rule Conflicts
When you have multiple rules affecting the same time:
**System behavior:**
* More specific rules override general rules
* Day-specific beats Weekdays/Weekends beats Everyday
* Date Range beats Day-specific for those dates
* Block rules override Allow rules (safety first)
**Examples:**
* Weekdays 9-5 (Allow) + Monday 12-1 (Block) = Monday 12-1 is blocked
* Everyday 9-5 (Allow) + Saturday 10-2 (Allow) = Saturday follows the 10-2 rule
* Weekdays 9-5 (Allow) + March 15 to March 20 Date Range 9-12 (Allow) = During those dates, only 9-12 is available
**The system usually warns you** if you create conflicting rules.
### Validation Messages
While creating or editing rules, you might see:
**Errors (Red):**
* "End time must be after start time"
* "Rule overlaps with existing rule"
* "Time range is invalid"
* Must fix before saving
**Warnings (Yellow):**
* "This will affect X existing bookings"
* "Similar rule already exists"
* "Large time gap detected"
* Can save but review recommended
## Tips for Effective Schedule Management
### For Setting Up Your Schedule
1. **Start with General Availability Hours (green section)**
* Create one simple rule first (e.g., "Weekdays 9-5")
* Check the weekly grid to see it appear
* Build from there
2. **Use the right section for each rule**
* **General** (green) = Broad patterns covering multiple days
* **Day-Specific** (blue) = Individual days that are different
* **Special Periods** (purple) = Vacations, holidays, date ranges
* Keeps your schedule organized and easy to understand
3. **Plan for regular breaks**
* Block lunch hours using a rule in General Availability
* Example: Block rule for Weekdays 1-2 PM
* Don't create a new rule every day—make it repeat
4. **Check the weekly grid after creating rules**
* Scroll up to see the calendar
* Verify your availability looks correct
* Look for gaps or mistakes
### For Managing Changes
1. **Plan Ahead for Future Dates**
* Use Schedule Management (this page) to block future dates - don't use Interruptions
* Create Special Periods or Day-Specific Hours for vacations, conferences, time off
* Set these well in advance so patients book around them naturally
* Reduces cancellations since slots won't be available
2. **Use Interruptions ONLY for TODAY**
* [Schedule Interruptions](./schedule-interruptions) are locked to TODAY only
* For emergencies happening RIGHT NOW
* Running late, sudden illness, immediate unplanned needs
* Never for tomorrow or future dates
3. **Review Impact When Blocking Future Dates**
* Check if patients have already booked those dates
* Contact affected patients before creating the block
* Consider rescheduling manually if needed
* The earlier you plan, the fewer conflicts
4. **Use Appropriate Tools**
* Regular weekly patterns → Schedule Rules (General or Day-Specific)
* Future one-time events → Schedule Management (Special Periods or Day-Specific Hours)
* TODAY's emergencies only → [Schedule Interruptions](./schedule-interruptions)
* Rule: If it's not happening TODAY, don't use Interruptions
### For Better Patient Experience
1. **Consistent Hours**
* Try to maintain predictable schedule
* Patients appreciate consistency
* Changes should be communicated
2. **Adequate Availability**
* Ensure enough slots for patient demand
* Monitor booking patterns
* Adjust if slots fill too quickly
3. **Buffer Time**
* Consider blocking 5-10 minutes between shifts
* Allows catch-up if running late
* Prevents back-to-back exhaustion
4. **Emergency Protocol**
* For emergencies happening TODAY: Use [Schedule Interruptions](./schedule-interruptions)
* For planned future blocking: Use Schedule Management (this page)
* Know the difference: TODAY = Interruptions, Future = Schedule Management
* Learn about Cascade Delay for delays in the [Interruptions guide](./schedule-interruptions.md#cascade-delay-effect)
### Common Workflows
**Setting up a new schedule from scratch:**
1. Go to General Availability Hours (green section)
2. Click "Add Rule"
3. Set Action: Allow, Scope: Weekdays, Time: 9 AM - 5 PM, Audience: All
4. Click "Save Rule"
5. Check the weekly grid—you should see availability Mon-Fri
6. If you work weekends, add another rule in General Availability
7. If specific days are different, add rules in Day-Specific Hours (blue)
8. Done!
**Adding a regular lunch break:**
1. Go to General Availability Hours (green section)
2. Click "Add Rule"
3. Set Action: Block, Scope: Weekdays, Time: 1 PM - 2 PM, Audience: All
4. Click "Save Rule"
5. The weekly grid now shows the lunch gap
6. Patients cannot book during this time
**Planning a vacation or future time off:**
1. Go to Special Periods & Availability Blocks (purple section)
2. Click "Add Rule"
3. Set Action: Block, select date range (e.g., Dec 20-30), Audience: All
4. If you need specific time blocking, set times; otherwise, block all day
5. Click "Save Rule"
6. Those dates are now blocked in the calendar
7. Patients cannot book during this period
**Note:** This is for FUTURE dates. For emergencies happening TODAY, use [Schedule Interruptions](./schedule-interruptions).
**Changing your regular hours:**
1. Find the rule you want to change in its section
2. Click the edit icon (pencil) on the rule card
3. Update the time, scope, or other fields
4. Click "Save"
5. The weekly grid updates immediately
6. Consider informing regular patients of the change
## Related Features
To learn more about connected features:
* **[Schedule Interruptions](./schedule-interruptions)** - For TODAY's emergencies ONLY (running late, sudden illness, immediate needs)
* **[Queue Management](./queue-management)** - Managing daily patient flow and appointments
* **[Booking Details Panel](./booking-details-panel)** - Viewing detailed appointment information
* **Dashboard** - Overview of your clinic's operations
* **Patient Management** - Managing patient records
* **Settings** - Configuring clinic preferences
## Common Questions
### "What if I create a rule by mistake?"
Delete it immediately using the delete icon on the rule card. The weekly grid updates right away to remove that availability.
### "Can I temporarily turn off a rule without deleting it?"
Yes! Use the toggle switch on the rule card. When turned OFF (gray), the rule exists but doesn't apply. Turn it back ON (green) whenever you want.
### "Which section should I use for my rules?"
* **General Availability Hours** (green) = Use for patterns covering multiple days (Everyday, Weekdays, Weekends)
* **Day-Specific Hours** (blue) = Use when individual days are different (Monday has different hours than Tuesday)
* **Special Periods** (purple) = Use for vacations, holidays, or date-specific blocks
### "What does 'Audience: All' mean?"
It means both patients and medical reps can book during that time. Choose "Patients only" or "Medical reps" if you want to restrict who can book.
### "Can I have different hours for different services?"
Currently, the Audience field lets you separate Patients from Medical Reps, but not different patient service types. For more complex scheduling, contact support.
### "What happens if my rules overlap?"
More specific rules override general ones. Day-Specific beats General, and Special Periods beat both. Block rules take priority over Allow rules for safety.
### "Why don't I see my rule in the weekly grid?"
Check these:
* Is the rule toggle turned ON (green)?
* Are you looking at the correct week? Use the navigation arrows.
* Did you set the time range correctly?
* Is there a conflicting Block rule?
## Remember
* **General Availability Hours** (green) = Broad patterns for multiple days
* **Day-Specific Hours** (blue) = Individual days that are different
* **Special Periods** (purple) = Vacations, holidays, date ranges
* **Weekly grid** = Visual check that rules are working correctly
* **Toggle switch** = Turn rules on/off without deleting them
* **More specific rules override general ones** = Day-Specific beats General
* **Plan ahead** = Set vacation blocks early so patients book around them
* **Use the right section** = Keeps your schedule organized and easy to manage
With proper schedule management, your appointments run smoothly, patients know when you're available, and you maintain control over your time!
# Settings & Administration (/docs/provider/settings)
## Doctor Profile
Your public profile is what patients see when they search for you. Keep it professional and up-to-date.
1. Go to **Settings > Profile**.
2. **Photo**: Upload a high-quality profile picture.
3. **Bio**: Write a brief introduction about your experience and expertise.
4. **Specialties**: Tag your areas of practice (e.g., Cardiology, Pediatrics).
5. **Qualifications**: List your degrees and certifications.
## Branding (Hospital Admins)
Customize the look and feel of your hospital's page.
1. Go to **Settings > Branding**.
2. **Logo**: Upload your hospital logo.
3. **Banner Image**: Set a cover image for your profile page.
4. **Theme Color**: Choose a primary color that matches your brand.
## Resource Settings
Manage the physical and digital resources of your clinic.
* **Rooms/Cabins**: Define the physical spaces available.
* **Equipment**: Track specialized equipment if needed.
## User Management
(For Hospital Admins)
* **Staff**: Add receptionists, nurses, or other staff members.
* **Roles**: Assign permissions (e.g., "View Only", "Queue Manager").
# Documentation (/docs/user-guide)
Welcome to the NammaDoctor documentation. Please select a guide below to get started.
## Guides
* [Patient Guide](/docs/patient/getting-started) - Learn how to book appointments and track your queue status.
* [Provider Guide](/docs/provider/queue-management) - Manage your clinic, schedule, and patient queue efficiently.
# Getting Started (/docs/user-guide/patient/getting-started)
# Getting Started
Welcome to NammaDoctor! This guide will help you set up your account so you can start booking appointments and tracking your live queue status.
## Creating Your Account
Signing up takes just a few minutes. You'll need your mobile number to get started.
### Why Create an Account?
* **Book appointments** with your favorite doctors
* **Track your position** in the queue in real-time
* **View your appointment history** anytime
* **Get SMS reminders** before your appointments
### Step 1: Enter Your Mobile Number
1. Click **"Sign Up"** in the top navigation.
2. Type your **10-digit mobile number** (example: 9876543210).
3. Click **"Continue"**.
> **Tip:** We recommend using your mobile number to receive appointment reminders via SMS. You can also use your email address.
### Step 2: Verify with OTP
You'll receive a 6-digit code via SMS (or email).
1. Enter the code you received.
2. Click **"Verify"**.
**Didn't receive the code?**
* Wait 1-2 minutes.
* Check your spam folder (if using email).
* Click **"Resend Code"** to get a new one.
### Step 3: Complete Your Profile
Fill in a few details to finish setting up:
1. **Full Name**: Your first and last name.
2. **Create a Password**: Choose something secure.
3. **Gender & Birth Year** (Optional): Helps doctors provide better care.
4. Agree to the Terms of Service and click **"Create Account"**.
## Logging In
Once registered, you can log in to access your dashboard.
1. Click **"Login"** at the top right of the homepage.
2. Enter your registered **Mobile Number** or **Email**.
3. Enter your **Password**.
4. Click **Sign In**.
> **Note:** If you forget your password, use the "Forgot Password" link to reset it via email or SMS.
## Managing Your Profile
Keep your profile up to date to ensure doctors have the correct information.
1. Click on your **Avatar** or **Name** in the top navigation bar.
2. Select **Profile** or **Account Settings**.
3. Here you can:
* Update your **Name** and **Contact Information**.
* Change your **Password**.
* Manage notification preferences.
## Troubleshooting
If you're having trouble signing up or logging in:
* **Check your number**: Make sure you entered the correct mobile number.
* **Network issues**: Ensure you have SMS reception.
* **Clear cache**: Try clearing your browser cache or using a different browser.
Still stuck? Contact our support team for help.
## Next Steps
Now that you are set up, check out our [Patient Guide](./patient-guide.md) to learn how to find doctors, book appointments, and use the live queue.
# Patient Guide (/docs/user-guide/patient/patient-guide)
# Patient Guide
Welcome to the NammaDoctor Patient Guide. This document explains how to find care, book appointments, and use our unique live queue system.
For first-time users, we recommend starting with our [Getting Started](./getting-started.md) guide to create your account.
## Finding Doctors and Hospitals
NammaDoctor makes it easy to find the right care provider near you.
1. **Search**: On the homepage, use the search bar to enter a **Specialty** (e.g., Cardiologist, Dentist) or a **Hospital Name**.
2. **Filter**: You can filter results by location, availability, and consultation fees.
3. **View Profile**: Click on a doctor or hospital card to view detailed information, including qualifications, services, and patient reviews.
## Booking an Appointment
Once you have found a doctor, booking a slot is simple.
1. **Select a Slot**: On the doctor's profile, you will see a list of available time slots. Click on a time that works for you.
2. **Confirm Details**: Review the appointment details. You may be asked to provide a reason for the visit.
3. **Payment**: If a consultation fee applies, proceed to payment. We support UPI and other standard payment methods.
4. **Confirmation**: You will receive a booking confirmation via SMS and Email with your **Token Number**.
## Managing Your Appointments
Keep track of all your bookings - past, present, and upcoming - all in one place.
### Your Dashboard
1. **Log in** to your account.
2. Click on your **profile picture** and select **"My Appointments"**.
Here you will see:
* **Today's Appointments**: Active bookings for the current day.
* **Upcoming**: Future scheduled visits.
* **History**: Past completed or cancelled appointments.
### Understanding Appointment Statuses
* **Payment Pending** 🟡: You have 10 minutes to complete payment.
* **Confirmed** 🟢: Payment done, booking confirmed.
* **Checked In** 🔵: You have arrived at the clinic.
* **Waiting** 🟣: The doctor has called you.
* **In Progress** đźź : Consultation is ongoing.
* **Completed** âś…: Consultation finished.
* **Cancelled** ❌: Appointment cancelled.
* **Missed** ⚠️: You did not show up.
## Using the Live Queue
NammaDoctor features a **Live Queue** system that saves you from waiting for hours at the clinic.
### How to Check Your Queue Position
1. Go to **My Appointments**.
2. Click on **"View Queue"** for today's appointment.
3. The queue screen will open, showing your current position.
### Understanding the Queue Screen
* **Your Position**: The big number shows your place in line. Position #1 means you are next!
* **Estimated Wait**: A real-time estimate of when you will be seen.
* **Queue Info**: Total patients waiting and how many have been seen.
### Automatic Updates
The screen updates automatically every 30 seconds. You don't need to refresh manually.
### When You're Next
As soon as you reach Position #1, a **"You're Next!"** banner appears. This is your signal to head to the consultation room.
> **Tip:** You don't need to reach the clinic hours in advance. Check the live status and arrive just before your turn!
# Booking Details Panel (/docs/user-guide/provider/booking-details-panel)
# Booking Details Panel
## What is the Booking Details Panel?
The Booking Details Panel is a sliding information window that appears from the right side of your screen when you click on any patient in the Queue Management list. Think of it as a detailed file that shows everything about that specific patient's appointment.
### Why Use This Feature?
When managing a busy queue, you often need quick answers to questions like:
* "What time was this patient supposed to arrive?"
* "How long have they been waiting?"
* "What's their phone number so I can call them?"
* "What does the patient see on their phone about their position?"
* "When was this appointment created?"
Instead of searching through different screens or asking the patient repeatedly, this panel brings all the information to you in one place without leaving the queue screen.
**The key advantage:** You get complete patient and appointment details in 2-3 seconds with just one click.
## How to Open the Panel
There are two ways to open the Booking Details Panel:
### Method 1: Click Anywhere on the Patient Row
Simply click anywhere on the patient's row in the queue table (except on the action buttons).
### Method 2: Click the Arrow Button
Every patient row has a small arrow (>) button on the far right. Click it to open the panel.
**What happens:** A panel slides in from the right side, showing detailed information. The queue list stays visible on the left, slightly dimmed.
## How to Close the Panel
To close the panel and return to the full queue view:
* Click the **X button** (top right corner of the panel)
* Click anywhere on the dimmed queue list in the background
* Press the **Escape key** on your keyboard
The panel closes instantly and you're back to the queue view.
## Understanding the Panel Layout
The panel has two main sections:
### Header Section (Top Blue Bar)
Shows at a glance:
* **Booking Number** (e.g., "#60414442")
* **Current Status** (e.g., "CHECKED IN")
* **Patient Name** (e.g., "Deepak Kumar")
* **Phone Number** (clickable to copy)
This header stays visible even when you scroll down through the tabs.
### Tab Section (Main Content)
Contains four tabs with different types of information:
1. **Overview** - Booking and patient basic details
2. **Queue Position** - Live queue status
3. **Timeline** - Appointment history
4. **Notes** - Additional remarks
Click any tab to switch between different views.
## Overview Tab
This is the default tab that opens first. It contains the most frequently needed information divided into two sections.
### Booking Details Section
This section shows everything about the appointment itself:
**1. Booking ID**
* Example: "#60414442"
* Unique number for this appointment
* *Use it for:* Reference in reports, tracking issues, or when calling patient back
**2. Status**
* Example: "CHECKED IN", "CALLED", "CONFIRMED"
* Current state of the appointment
* *What it tells you:* Where this patient is in their journey
**3. Category**
* Usually shows: "PATIENT"
* Type of appointment
* *What it means:* Regular patient consultation (as opposed to admin tasks or other categories)
**4. Priority**
* Shows: Normal priority, High priority, or "—" (no priority)
* Whether this patient needs to be seen urgently
* *When set:* Emergency cases, VIP patients, or medical urgency
* *Appears as:* "—" for most regular appointments
**5. Scheduled Start**
* Example: "9:38 am"
* Original appointment time when patient booked
* *Use it for:* Knowing when patient was supposed to arrive
**6. Scheduled End**
* Example: "9:40 am"
* When appointment was expected to finish
* *Usually:* 2 minutes after start (standard consultation slot)
**7. Expected Start**
* Example: "9:38 am" or "10:15 am"
* **Current** expected start time (adjusted for delays)
* *How it works:* If doctor is running late, this time shifts forward
* *Compare with Scheduled Start:* If different, you're running behind schedule
**8. Expected End**
* Example: "9:40 am" or "10:17 am"
* Current expected finish time (adjusted for delays)
* *Use it for:* Estimating when you'll be free for the next patient
**9. Resource**
* Example: "doctor-0001-01-Consultation"
* Which doctor and service type
* *What it shows:* The doctor's ID and consultation type
* *Helpful when:* Multiple doctors or services in same clinic
**10. Created**
* Example: "6:25 am"
* When this booking was originally made
* *Use it for:* Understanding if it's a last-minute booking or planned ahead
### Patient Information Section
This section shows details about the patient:
**1. Name**
* Full patient name
* Example: "Deepak Kumar"
**2. Contact**
* Patient's phone number
* Example: "+919999999999"
* **Special feature:** Click the small copy icon next to the number to copy it
* *Use it for:* Calling patient if they're delayed or to inform about wait times
### When to Use the Overview Tab
**Before calling a patient:**
* Check their name pronunciation
* Verify they're at the right time slot
* See if they have priority status
**When a patient is delayed:**
* Compare Scheduled Start vs Expected Start to see how much delay
* Get their phone number to call them
**For record-keeping:**
* Note the Booking ID for reports
* Check when booking was created
**When managing resources:**
* Verify which doctor/resource this patient is assigned to
* Confirm consultation type
## Queue Position Tab
This tab shows **exactly what the patient sees on their phone** when they check their queue position. It's like looking over the patient's shoulder at their mobile screen.
### Why This Matters
When patients call asking "How much longer?", you can:
1. Click their name to open this panel
2. Switch to Queue Position tab
3. See the same information they're seeing
4. Give them accurate answers
This prevents misunderstandings and shows patients you're using the same system they are.
### What's Shown in Queue Position Tab
#### Visual Queue Line
A graphical representation showing:
**Patient's Position (YOU marker):**
* Shows where the patient is in the queue
* Example: "Position #1", "Position #2", etc.
* *Lower number = closer to seeing doctor*
**Arrow Indicators:**
* Right-pointing arrows showing flow direction
* Represents movement toward the doctor
**Status Icons:**
* 📢 Called - Patient has been called
* 👨‍⚕️ Doctor - Doctor's position in the visual
* Various symbols showing current state
**How to read it:**
* Patient starts on the left
* Moves right as queue progresses
* Reaches doctor icon on the right when it's their turn
#### Summary Statistics
Three key numbers displayed prominently:
**1. Ahead of You**
* Example: "0 Ahead of You", "3 Ahead of You"
* Number of patients who will be seen before this one
* *0 means:* They're next in line
* *Higher numbers mean:* More waiting time
**2. Expected Wait Time**
* Shows a clock icon with status
* Examples:
* "⏰ On time" (green) - No delay
* "⏰ 5m delay" (yellow) - Small delay
* "⏰ 20m delay" (red) - Significant delay
* *Calculated based on:* Current queue speed and number ahead
**3. Scheduled Time**
* Example: "9:38 am"
* Original appointment time
* *Reminder of:* When patient was supposed to be seen
#### Live Queue Status
Bottom section showing:
**Auto-refresh Timer:**
* Example: "Auto-refresh 300s"
* Shows how often data updates automatically
* *Means:* Information refreshes every 5 minutes (300 seconds)
**Refresh Button:**
* Manual refresh option
* Patient can click it to get latest queue position immediately
* *In the panel:* You see the same button
**Last Updated Time:**
* Example: "Last updated at 07:04:14 am"
* Shows when data was last fetched
* *Helps verify:* Information is current
#### Queue Overview Section
Additional statistics shown:
**Total Patients Today:**
* Example: "7 Patients"
* How many patients are scheduled for the doctor today
* *Helps patient understand:* How busy the clinic is
**Queue Progress:**
* Visual breakdown showing:
* **Waiting Room:** "2" - Patients checked in and waiting
* **Being Called:** "5" - Patients currently being called
* **With Doctor:** "0" - Patients in consultation
* **Arrows between stages** show flow direction
* *Explanation text:* "Patients move through these stages from left to right"
#### Queue Context (Technical Details)
For administrative reference:
* **Resource ID:** Internal system ID (e.g., "60414338")
* **Service Date:** Date of appointment (e.g., "2025-11-20")
* **Last Updated:** Timestamp of last data refresh
* **Patient ID:** Internal patient ID (e.g., "60413949")
**When you need this:**
* Troubleshooting technical issues
* Coordinating with IT support
* Verifying system data accuracy
### When to Use Queue Position Tab
**When patient asks "How much longer?":**
1. Open their booking panel
2. Switch to Queue Position tab
3. Look at "Ahead of You" number
4. Check "Expected Wait Time"
5. Give them accurate estimate
**When patient says "The app shows I'm next":**
1. Verify by checking this tab
2. Confirm if they're really Position #1
3. Explain any discrepancy if the app is outdated
**When explaining delays to patients:**
1. Show them the wait time status (on time vs delayed)
2. Point to "Queue Progress" to explain how many ahead
3. Helps manage expectations transparently
**For training new staff:**
* Show them what patients see on their phones
* Helps them answer patient questions better
* Builds empathy for patient experience
## Timeline Tab
*(This tab shows appointment history and status changes - details to be confirmed from actual implementation)*
The Timeline tab displays a chronological history of all events related to this appointment:
**Typical events shown:**
* When booking was created
* When patient checked in
* When patient was called
* Status changes
* Any modifications to the appointment
* Cancellations or rescheduling
**When to use:**
* Investigating issues with an appointment
* Understanding why a patient's status changed
* Audit trail for quality assurance
* Resolving disputes about timing
## Notes Tab
*(This tab allows adding/viewing additional notes - details to be confirmed from actual implementation)*
The Notes tab provides space for adding or viewing additional information about the patient or appointment.
**Typical uses:**
* Special medical requirements
* Communication notes (e.g., "Prefers morning slots")
* Behavioral notes (e.g., "Always arrives 15 min early")
* Follow-up reminders
* Administrative notes
**When to use:**
* Recording important patient preferences
* Noting special circumstances
* Communication between staff members
* Future reference for repeat visits
## Tips for Using the Booking Details Panel Effectively
### For Quick Information Gathering
1. **Use keyboard shortcuts** - Press Escape to close quickly
2. **Keep it open while making calls** - Panel stays open, so you can reference info while talking to patient
3. **Copy phone numbers** - Click the copy icon rather than writing it down
### For Better Patient Communication
1. **Show patients the Queue Position tab** - If they're at the desk, you can show them what they'll see on their phone
2. **Use it to explain delays** - Visual queue line helps explain why they're waiting
3. **Reference specific times** - Use "Scheduled Start" vs "Expected Start" to show exact delay
### For Efficient Queue Management
1. **Don't close the panel immediately** - Keep it open if you're about to call the patient
2. **Check priority before calling** - Ensure no high-priority patients are waiting
3. **Verify resource assignment** - Make sure patient is in the right doctor's queue
### Common Workflows
**When a patient arrives late:**
1. Click their name to open panel
2. Check "Scheduled Start" to see how late they are
3. Check "Expected Start" to see if you can still fit them in
4. Make decision to accommodate or reschedule
**When a patient calls asking about wait time:**
1. Search for their name in queue
2. Open panel and go to Queue Position tab
3. Tell them "You have X people ahead, expected wait is Y minutes"
4. Use "Expected Start" to give them specific time
**When checking end-of-day completion:**
1. Filter to show "Completed" status
2. Open each completed booking
3. Verify "Created" vs completion time for statistics
4. Check if any notes need follow-up
## Important Points to Remember
### About Information Accuracy
* **Real-time updates:** Most information updates automatically
* **Manual refresh available:** Use the refresh button if something seems wrong
* **Status reflects queue list:** If you update status in queue, it updates in panel too
### About Privacy
* **Visible to staff only:** Patients cannot see the full panel (only their Queue Position view)
* **Phone numbers are sensitive:** Don't share them unnecessarily
* **Notes are internal:** Only clinic staff can see notes
### About System Behavior
* **Panel doesn't lock the queue:** You can still use action buttons in the main queue while panel is open
* **Changes update both views:** If someone else updates the patient status, both queue and panel update
* **Multi-patient viewing:** You can open different patient panels by clicking on different rows
## Related Features
* **[Queue Management](./queue-management.md)** - Main queue screen where you access this panel
* **Patient Management** - Creating and managing patient profiles
* **Schedule Management** - Setting up doctor schedules and time slots
* **Dashboard** - Overview of clinic operations
## Troubleshooting
### "Panel won't open when I click patient row"
**Check:**
* Are you clicking on an action button instead of the row itself?
* Try clicking the arrow (>) button on the far right
* Refresh the page if the issue persists
### "Information looks outdated"
**Solutions:**
* Click the refresh button in Queue Position tab
* Close and reopen the panel
* Refresh the main queue screen
### "Can't find a patient in the panel"
**Remember:**
* Panel shows details for ONE patient at a time
* Click different patient rows to switch between patients
* Close current panel before opening a new one for clarity
### "Phone number won't copy"
**Try:**
* Click directly on the copy icon (small button next to number)
* If it still doesn't work, you can type it manually from what's displayed
* Report to IT if copy function consistently fails
***
**Remember:** The Booking Details Panel is your quick reference tool. Use it whenever you need more information about a patient than what's shown in the queue table. It saves time and reduces errors by putting all information in one organized view.
# Patient Management (/docs/user-guide/provider/patient-management)
# Patient Management
The **Patients** section allows you to view and manage your patient database. It serves as a digital registry of everyone who has visited your clinic.
## Patient List
Navigate to **Patients** in the sidebar to see the full list.
* **Search**: Quickly find a patient by Name, Mobile Number, or ID.
* **Filter**: Sort by "Last Visit", "Newest", etc.
## Patient Profile
Click on any patient to view their detailed profile.
### 1. Personal Details
* Name, Age, Gender.
* Contact Information (Phone, Email).
* Address.
### 2. Visit History
A timeline of all past appointments and consultations with your clinic.
* **Date**: When they visited.
* **Doctor**: Who they saw.
* **Diagnosis/Notes**: Summary of the visit (if recorded).
### 3. Upcoming Appointments
See if the patient has any future bookings scheduled.
## Adding a New Patient
While most patients are added automatically when they book or walk in, you can manually add a record.
1. Click **+ Add Patient**.
2. Enter the required details.
3. Save.
This is useful for migrating legacy records or adding family members.
# Queue Management (/docs/user-guide/provider/queue-management)
# Queue Management
## What is Queue Management?
Queue Management is your control center for handling all patient appointments throughout the day. Think of it as your digital reception desk - it shows you who's waiting, who's been called, and who's with the doctor right now.
### Why Use This Feature?
In traditional clinics, managing patients often means:
* Calling out names loudly in crowded waiting rooms
* Patients constantly asking "How much longer?"
* Confusion about who's next
* Lost track of no-shows and cancellations
* Paper registers that get messy
The Queue Management screen solves all these problems by:
1. **Showing Everyone at Once** - See all patients for the day in one organized list
2. **Automatic Queue Positions** - System assigns position numbers so patients know their turn
3. **Clear Status for Each Patient** - Know instantly who's waiting, who's called, who completed
4. **One-Click Actions** - Check in, call, start service, or complete with single button clicks
5. **Real-Time Updates** - Numbers change automatically as you work
6. **No Shouting Needed** - Patients can see their position on their phones
This means less confusion, shorter wait times, and happier patients.
## How to Access
1. Log into the Control Panel
2. Click **Queue** in the left sidebar
3. The Queue Management screen opens
## Understanding the Dashboard
### The Numbers at the Top
When you open Queue Management, you'll see 5 boxes with numbers. These give you a quick snapshot of the day:
### The Numbers at the Top
When you open Queue Management, you'll see 5 boxes with numbers. These give you a quick snapshot of the day:
1. **Active Patients** - How many patients are currently in the system (waiting, called, or with doctor)
* *Why it matters:* Tells you how busy you are right now
2. **Avg Wait Time** - Average waiting time in minutes
* *Why it matters:* If this number is high (above 20-30 minutes), patients are waiting too long
3. **Delayed** - Number of patients waiting longer than they should
* *Why it matters:* These patients need attention - they've been waiting past their appointment time
4. **Completed Today** - How many patients finished appointments today
* *Why it matters:* Shows your productivity for the day
5. **On-Time Rate** - What percentage of patients are being seen on time
* *Why it matters:* 100% means perfect timing, below 80% means you're falling behind
**Tip:** Keep an eye on "Delayed" and "On-Time Rate". If delays increase, you may need to speed up or adjust the schedule.
## Finding and Filtering Patients
With many patients throughout the day, you need ways to find them quickly. The system provides several tools:
### Status Filter Buttons (The Colored Buttons)
Right below the numbers, you'll see colored pill-shaped buttons. These let you show or hide different groups of patients:
* **Hold** (yellow badge) - Patients whose booking expired but weren't checked in
* *Common situation:* They booked yesterday for today but haven't arrived
* **Confirmed** (green badge) - Patients with future bookings who haven't checked in yet
* *Common situation:* They booked online, appointment time hasn't arrived
* **Called** (blue badge) - Patients called to the consultation room
* *Common situation:* You called their name, they're on the way to the doctor
* **In Service** (dark blue badge) - Patients currently with the doctor
* *Common situation:* Consultation happening right now
* **Completed** (gray badge) - Patients who finished their appointments
* *When to check:* End of day to see how many you served
* **Cancelled** (red badge) - Cancelled appointments
* *When to check:* Track cancellations for the day
* **No Show** (pink badge) - Patients who didn't show up
* *When to check:* Mark patients who never arrived despite booking
**How to use:** Click any button to show/hide that group. A checkmark (âś“) means you're seeing that group.
**Common combinations:**
* Click only "Confirmed", "Called", "In Service" to see active patients
* Click "Completed" alone to review finished appointments
* Click "Hold" and "Confirmed" to see who might still arrive
### The Search Box
The search box (with magnifying glass icon) helps find a specific patient fast.
**You can search by:**
* Patient name: Type "Kumar" to find all Kumars
* Phone number: Type "99999" to find by phone
* Booking ID: Type "60414" to find by booking number
**Best for:** When a patient calls asking about their appointment, or when they arrive and you need to find them quickly.
### Filter by Waiting Time (Delay Dropdown)
The dropdown menu next to search lets you filter by how long patients are waiting:
* **All Delays** - Show everyone (no filter)
* **5+ minutes** - Patients waiting more than 5 minutes
* **10+ minutes** - Patients waiting more than 10 minutes
* **20+ minutes** - Patients waiting more than 20 minutes
* **30+ minutes** - Patients waiting more than 30 minutes
**When to use:** If you want to prioritize patients who've been waiting too long, select "20+ minutes" to see them first.
### Quick Filter Shortcuts
At the bottom of the filter area, you'll see quick shortcut buttons:
* **Active** - One click to show only active patients (waiting + called + in service)
* *Use this most of the time for daily work*
* **Active with Called** - Same as above
* **Delayed** - Show only delayed patients
* *Use when you need to catch up with backlog*
* **Today's Completed** - Show completed appointments
* *Use at end of day to count finished consultations*
## The Patient List Table
The main area shows all patients in a table format. Let's understand each column:
### What Each Column Shows
1. **Pos (Position)**
* Shows queue position: 1, 2, 3, 4...
* Only appears for checked-in patients who are actively waiting
* Shows "-" for patients not yet checked in
* *How it helps:* Patients with lower numbers go first
2. **Booking ID**
* Unique number for each appointment (e.g., "60414442")
* *How it helps:* Reference number for tracking and reports
3. **Patient**
* Shows three things together:
* Patient's name (e.g., "Deepak Kumar")
* Appointment time (e.g., "9:38 am")
* Phone number (you can click to copy it)
* *How it helps:* All patient info in one place
4. **Status**
* Current state in colored badges
* Examples: CONFIRMED, CHECKED IN WAITING, CALLED, IN SERVICE, COMPLETED
* Colors match the filter buttons
* *How it helps:* Know instantly where each patient is in their journey
5. **Delay**
* How many minutes late (e.g., "0m", "15m", "30m")
* Shows "0m" if on time or ahead of schedule
* *How it helps:* Spot patients waiting too long
6. **Actions**
* Buttons to move patient to next stage
* Changes based on current status
* *How it helps:* One-click to update patient status
7. **Arrow (>)**
* Click to see full patient details in side panel
* *How it helps:* Get detailed information without leaving the page
## Working with Patients - Step by Step
Now let's learn how to actually manage patients through their journey. Each patient goes through stages, and you help them move forward.
### Stage 1: Patient Books Appointment
When a patient books (online or phone), they appear in your list with **CONFIRMED** status and no position number (shows "-").
**What you see:**
* Status: Green badge "CONFIRMED"
* Position: "-" (not in queue yet)
* Actions: "Check In" and "Cancel" buttons
**What it means:** Patient has an appointment but hasn't arrived at the clinic yet.
### Stage 2: Patient Arrives - Checking Them In
When a patient walks into your clinic:
1. **Find their name** in the table
* Use search if needed
* Look for green "CONFIRMED" badge
2. **Click the "Check In" button** next to their name
3. **What happens:**
* Status changes to "CHECKED IN WAITING" (yellow badge)
* They get a position number (Pos column now shows 8, 9, 10, etc.)
* They're now officially in the waiting queue
**What this means for the patient:** They can now see their position on their phone and know how many people are ahead.
**Common question:** "What if they arrived early?"
* Still check them in. They'll get a position and wait their turn based on appointment time.
**Common question:** "What if they're late?"
* Check them in. System tracks the delay automatically.
### Stage 3: Calling the Next Patient
When the doctor is ready for the next patient, you have two options:
#### Option A: Use "Call Next" Button (Recommended)
1. **Click the blue "Call Next" button** at the top right of the screen
2. **System automatically:**
* Finds the next patient in queue
* Changes their status to "CALLED" (blue badge)
* Can trigger notifications to patient's phone
3. **Why use this:** It's automatic and prevents mistakes in queue order
#### Option B: Manual Call (for specific situations)
If you need to call a specific patient (not necessarily next in line):
1. Find the patient with "CHECKED IN WAITING" status
2. Their Actions will show available buttons
3. Click appropriate action button
**Note:** "Call Next" is simpler and reduces errors.
### Stage 4: Patient Enters Consultation Room
When the called patient comes to the doctor's room:
1. **Find the patient** with "CALLED" status (blue badge)
2. **Click "Start Service" button**
3. **What happens:**
* Status changes to "IN SERVICE" (darker blue badge)
* Other patients see this person is with doctor
* Timer starts tracking consultation time
**Why this matters:** Patients in waiting room know the doctor is busy, helps manage expectations.
### Stage 5: Consultation Finishes
When the doctor finishes with a patient:
1. **Find the patient** with "IN SERVICE" status
2. **Click "Complete" button**
3. **What happens:**
* Status changes to "COMPLETED" (gray badge)
* Patient leaves the active queue
* Position numbers readjust for remaining patients
* "Completed Today" counter increases
**Tip:** Complete patients promptly so the count stays accurate throughout the day.
### Handling Cancellations
Sometimes patients cancel or need to be removed from the queue.
**Who can be cancelled:**
* CONFIRMED patients (before check-in)
* CHECKED IN WAITING patients
* CALLED patients
* Even IN SERVICE patients (rare, but possible)
**How to cancel:**
1. **Find the patient** you need to cancel
2. **Click the "Cancel" button** in their Actions column
3. **A popup appears** asking for confirmation
4. **Confirm or select a reason** (if required)
5. **What happens:**
* Status changes to "CANCELLED" (red badge)
* They're removed from active queue
* Position numbers readjust for others
**Common reasons to cancel:**
* Patient called to say they can't come
* Patient waited too long and left
* Emergency change in schedule
### Handling No-Shows
If a patient was called but never came to the consultation room:
**Option 1:** Mark as No Show (if your system provides this action)
**Option 2:** Cancel them with reason "No Show"
**Why track this:** Helps understand patient behavior and can affect future bookings.
## Viewing Detailed Patient Information
When you need more information about a patient than what's shown in the queue table, click on any patient row. This opens the **Booking Details Panel** - a detailed view that slides in from the right.
### What You Can See
The panel contains four tabs with different information:
1. **Overview** - Booking ID, status, times, patient name, phone number
2. **Queue Position** - Exactly what the patient sees on their phone (useful when they ask "how much longer?")
3. **Timeline** - Appointment history and status changes
4. **Notes** - Additional remarks about the patient
### Quick Actions
* **Copy phone number** - Click the copy icon next to patient's phone
* **Close panel** - Click X button or click outside the panel
* **Switch patients** - Click different patient rows to view different patients
For complete details about using this panel, see **[Booking Details Panel](./booking-details-panel.md)**.
**When to use:** Before calling a patient, when patient asks about wait time, or when you need complete appointment details.
## The Refresh Button
The circular arrow button (↻) next to the filters manually refreshes the patient list.
**When to use:**
* If the screen seems stuck
* If you know a patient just booked but don't see them
* If numbers don't match what you expect
**Usually not needed:** The screen updates automatically most of the time.
## Tips for Smooth Queue Management
### For Receptionists
1. **Check in patients as soon as they arrive**
* Don't make them wait to be added to the queue
* Faster check-in = patients can see their position sooner
2. **Use "Call Next" instead of manual selection**
* Prevents accidentally skipping someone
* Maintains fair queue order
3. **Keep the "Active" filter on during busy hours**
* Shows only patients who matter right now
* Less clutter, less confusion
4. **Complete patients promptly**
* Keeps the queue accurate
* Helps track daily productivity
5. **Check "Delayed" filter if wait times are growing**
* See who's been waiting longest
* Can call family to inform about delays
### For Doctors
1. **Glance at "Active Patients" number**
* Tells you how many more to go
* Helps plan your energy and breaks
2. **Check "Avg Wait Time"**
* If over 30 minutes, consider speeding up
* Or inform waiting patients about delay
3. **Use patient details panel**
* Quickly review patient info before they enter
* Check appointment times and notes
### Understanding Colors
The system uses colors consistently:
* **Green** = Confirmed/future appointments
* **Yellow** = Waiting (checked in or on hold)
* **Blue** = Active movement (called, in service)
* **Gray** = Completed (done)
* **Red** = Problem status (cancelled)
* **Pink** = No show
These colors appear in both the filter buttons and status badges, making it easy to scan visually.
## Common Scenarios
### "Patient says they're here but I don't see them"
1. Check if search box has old text - clear it
2. Check status filters - make sure "Confirmed" is selected
3. Click refresh button
4. Search by phone number
5. They might have booked for different day/doctor
### "Two patients arrived at same time"
1. Check in both patients
2. System assigns positions based on appointment time
3. Earlier appointment gets lower position number
4. Use "Call Next" - it handles this automatically
### "Patient needs to leave early"
1. Find the patient in the list
2. Check their position
3. If urgent, you can manually call them ahead
4. Or cancel and reschedule
### "Doctor is running very late"
1. Check "Delayed" filter to see how many affected
2. Note the "Avg Wait Time" number
3. Consider informing waiting patients
4. Use patient details to get phone numbers for calling
### "End of day - checking completion"
1. Click "Today's Completed" quick filter
2. Check the count in "Completed Today" metric
3. Review "No Show" and "Cancelled" to understand gaps
4. Clear all filters to see if anyone was missed
## Remember
* **The system helps, but you control it** - Always verify before taking action
* **One patient at a time** - Don't rush, accuracy matters
* **Colors guide you** - Green = future, Yellow = waiting, Blue = active, Gray = done
* **Position numbers are automatic** - Trust the system's queue order
* **Check in promptly, complete promptly** - Keeps everything accurate
With practice, managing the queue becomes natural and much easier than paper registers or verbal tracking!
## Related Features
To learn more about connected features:
* **[Booking Details Panel](./booking-details-panel.md)** - Detailed guide on viewing patient and appointment information
* **Dashboard** - Overview of your clinic's daily operations
* **Schedule Management** - Setting up doctor availability and time slots
* **Patient Management** - Creating and managing patient records
* **Settings** - Configuring queue and appointment preferences
# Schedule Interruptions (/docs/user-guide/provider/schedule-interruptions)
# Schedule Interruptions
## What are Interruptions?
Schedule Interruptions are for **immediate, unplanned needs happening TODAY**.
**Critical Rule: Interruptions are ONLY for today's schedule**
* If you need to block time for a **future date**, use [Schedule Management](./schedule-management.md) instead
* Interruptions are designed for emergencies and last-minute changes happening RIGHT NOW
* They help you handle unexpected situations that come up during the day
### Real-Life Examples
**Use Interruptions (TODAY ONLY):**
* "I need to leave NOW—family emergency"
* "Just got delayed by 30 minutes, still on my way"
* "Feeling sick right now, canceling rest of today"
* "Urgent meeting just called for this afternoon"
* "Need an unplanned break—exhausted from morning rush"
**DON'T use Interruptions for future dates:**
* "I have a conference next week" → Use [Schedule Management](./schedule-management.md)
* "Going on vacation next month" → Use [Schedule Management](./schedule-management.md)
* "Meeting scheduled for tomorrow" → Use [Schedule Management](./schedule-management.md)
### Quick Decision Guide
**Use Interruptions when:**
* It's happening TODAY
* It's unplanned or just came up
* It's an emergency or last-minute change
* You need to act immediately
**Use [Schedule Management](./schedule-management.md) when:**
* It's for a future date (tomorrow or later)
* You're planning ahead
* You want to block time in advance
* Example: Vacation, scheduled meetings, planned time off
## Types of Interruptions
All interruption types are for TODAY ONLY. The type helps you categorize why you're interrupting:
**Emergency** (Most common for interruptions)
* Happens suddenly RIGHT NOW
* Examples:
* "Sudden illness—need to leave immediately"
* "Family emergency—canceling rest of today"
* "Doctor called to hospital urgently"
* "Accident on the way to clinic—running 1 hour late"
* When to use: Unexpected situations forcing immediate action
**Break** (Unplanned break today)
* Short pause you didn't anticipate
* Examples:
* "Need urgent 15-minute call with specialist NOW"
* "Feeling exhausted—taking unplanned 30-min break"
* "Equipment issue—30 min to fix"
* When to use: Quick unplanned pauses in TODAY's schedule
**Delay Announcement** (Running late today)
* You're on your way but delayed
* Examples:
* "Traffic jam—30 minutes late"
* "Previous patient emergency ran over—running behind"
* "Meeting went longer—delayed by 45 minutes"
* When to use: To inform patients you're late but still coming TODAY
**Delay Announcement** (Running late today)
* You're on your way but delayed
* Examples:
* "Traffic jam—30 minutes late"
* "Previous patient emergency ran over—running behind"
* "Meeting went longer—delayed by 45 minutes"
* When to use: To inform patients you're late but still coming TODAY
**Note:** The type helps you track why interruptions happen. All types only work for TODAY's schedule.
## When to Use Interruptions
### DO use Interruptions for:
**TODAY's emergencies:**
* "Need to leave NOW—family emergency"
* "Feeling sick—canceling rest of today"
* "Just got delayed—running 30 min late"
**Immediate unplanned events:**
* "Urgent meeting just came up for this afternoon"
* "Equipment broke—need 1 hour to fix"
* "Called away for emergency consultation"
**Last-minute TODAY changes:**
* "Taking unplanned break right now"
* "Need to leave early today unexpectedly"
* "Can't continue—personal emergency"
### DON'T use Interruptions for:
**Future dates (use Schedule Management instead):**
* "I have a conference next week" → Use [Schedule Management](./schedule-management.md)
* "Going on vacation next month" → Use [Schedule Management](./schedule-management.md)
* "Meeting tomorrow at 2 PM" → Use [Schedule Management](./schedule-management.md)
**Planned time off:**
* "Taking next Friday off" → Use [Schedule Management](./schedule-management.md)
* "No appointments this Saturday" → Use [Schedule Management](./schedule-management.md)
**Rule of thumb:** If it's **not happening TODAY**, don't use interruptions. Use [Schedule Management](./schedule-management.md) to block future dates.
## Creating an Interruption
### Step-by-Step Process
1. **Navigate to Interruptions**
* Click "Interruptions" in the sidebar
* Or use quick-access button if available
2. **Choose Interruption Type**
* Emergency (most common)
* Break (unplanned pause)
* Delay Announcement (running late)
3. **Set Start Time**
* **Date**: Automatically set to TODAY (cannot be changed)
* **Time**: Select when the interruption starts (e.g., "RIGHT NOW" or "2:00 PM TODAY")
* Use time picker provided
4. **Set Duration**
* Enter how long in minutes
* Or select from quick options (15 min, 30 min, 1 hour, "Rest of Day")
* System calculates end time automatically
* **"Rest of Day"** option: Blocks from start time until end of your schedule TODAY
5. **Set Duration**
* Enter how long in minutes
* Or select from quick options (15 min, 30 min, 1 hour, "Rest of Day")
* System calculates end time automatically
* **"Rest of Day"** option: Blocks from start time until end of your schedule TODAY
5. **Choose Effect on Existing Bookings**
The system asks what to do with appointments already booked for TODAY during this time:
**Cancel:**
* Cancels all conflicting bookings for TODAY
* Patients are notified
* *Use when:* You absolutely cannot see those patients TODAY
**Running Late:**
* Pushes TODAY's conflicting bookings to later time slots
* Delays the queue for rest of TODAY
* *Use when:* You're late but still working TODAY
6. **Preview Impact**
* System shows how many bookings TODAY are affected
* Lists patients who will be cancelled or delayed
* Shows impact on TODAY's queue timing
7. **Add Note (Optional)**
* Enter reason for your reference
* Example: "Traffic delay" or "Family emergency"
8. **Click "Create" or "Confirm"**
9. **What happens:**
* Time is blocked immediately for TODAY
* Affected bookings TODAY are cancelled or delayed
* Patients receive notifications (if configured)
* No new bookings allowed during interruption time TODAY
* Tomorrow's schedule is not affected—interruptions only impact TODAY
### Important: Impact on Patients TODAY
**Before creating an interruption, the system shows you:**
* **How many patients** have appointments during that time TODAY
* **Their names and booking IDs**
* **What will happen** to each booking (cancelled or delayed)
**Review this carefully:**
* Can you quickly call affected patients?
* Do you need to manually reschedule them for tomorrow?
* Is this emergency urgent enough to justify automatic cancellations?
**Remember:** Interruptions are for emergencies and unplanned situations TODAY. For planned changes, use [Schedule Management](./schedule-management.md) to give patients advance notice.
### Effect Options Explained
#### Cancel Effect ("I can't see these patients TODAY")
**What happens:**
* All appointments during this time TODAY are **cancelled**
* Patients are removed from TODAY's queue
* They need to book a different day
* Time slots become unavailable for TODAY
**When to choose Cancel:**
* You're sick and leaving NOW
* Family emergency—can't continue TODAY
* Equipment failure—can't see patients rest of TODAY
* You absolutely cannot accommodate those patients TODAY
**Patient experience:**
* They get immediate cancellation notice
* They have to find a new appointment (tomorrow or later)
* It's inconvenient but necessary for emergencies
**Example:**
* You feel sick at 2 PM and need to leave immediately
* Create interruption: 2 PM - Rest of Day, Cancel effect
* All appointments from 2 PM onwards TODAY are cancelled
* Patients have to rebook for tomorrow or later
***
#### Running Late Effect ("I'm late but still coming TODAY")
**What happens:**
* Appointments are **NOT cancelled**—they're still valid for TODAY
* Everyone's time gets pushed back by how late you are
* Patients still see you TODAY, just later than originally scheduled
* The whole queue for TODAY shifts later
**When to choose Running Late:**
* You're stuck in traffic but on your way
* A meeting is running over but you'll be back soon
* Temporary delay TODAY, not full absence
* You can still see all the patients TODAY, just later
**Patient experience:**
* Their appointment still happens TODAY
* They wait longer than expected
* They still see you the same day
**Example:**
* You're stuck in traffic at 10 AM, will arrive at 10:30
* Create interruption: 10:00-10:30 AM, Running Late
* Patient scheduled for 10:30 AM is now expected at 11:00 AM (30 min later)
* Patient scheduled for 11:00 AM is now expected at 11:30 AM (30 min later)
* Everyone after that is also delayed by 30 minutes for TODAY
* They all still see you TODAY, just later
**Important:** Use Running Late only when you're confident you'll arrive TODAY. If unsure, use Cancel instead.
## Viewing and Managing Interruptions
### Interruptions List
When you open the Interruptions screen, you see:
**TODAY's interruptions prominently displayed:**
* Current active interruption (if any)
* Interruptions created earlier today
* Shows real-time status
**Each entry shows:**
* **Type** icon and label (Emergency, Break, Delay)
* **Time range** (TODAY only)
* **Duration**
* **Impact summary** (e.g., "3 bookings affected")
* **Note/Reason**
* **Status** (Active, Completed)
### Interruption Statuses
**Active:**
* Happening RIGHT NOW
* Time block currently in effect
* Bookings already affected
* Can be extended or ended early if needed
**Completed:**
* Already passed TODAY
* Historical record for TODAY
* Shows what happened earlier
### Ending an Interruption Early
**For Active Interruptions:**
* You can end them before the scheduled time
* Example: "Traffic cleared up—arriving earlier than expected"
* Click "End Now" to restore normal schedule
* Queue automatically adjusts
**Why end early:**
* Delay resolved faster than expected
* Emergency situation cleared up
* You're ready to resume normal schedule NOW
**Note:** Interruptions are automatically cleared at midnight. Tomorrow starts fresh with your normal schedule.
## Common Workflows
### Handling an Emergency RIGHT NOW
1. Open Interruptions (quick access from anywhere)
2. Create Emergency interruption
3. Start time: "NOW" (current time)
4. Duration: "Rest of Day" or specific hours
5. Choose effect (Cancel if leaving, Cascade if just delayed)
6. Quickly review impact
7. Confirm
8. System immediately notifies affected patients
### Announcing You're Running Late
1. Open Interruptions
2. Create "Delay Announcement" interruption
3. Start time: "NOW"
4. Duration: How late you'll be (e.g., "30 minutes")
5. Choose "Running Late" effect
6. Patients automatically get updated wait times
7. Confirm
### Taking an Unplanned Break NOW
1. Open Interruptions
2. Create "Break" interruption
3. Start time: "NOW"
4. Duration: Break length (15-60 minutes)
5. Choose "Running Late" (queue waits) or "Cancel" (if break is long)
6. Confirm
### Leaving Early TODAY Due to Emergency
1. Open Interruptions
2. Create "Emergency" interruption
3. Start time: "NOW" or when you're leaving
4. Duration: "Rest of Day"
5. Choose "Cancel" effect
6. Review affected patients
7. Confirm
8. Have staff call affected patients to reschedule for tomorrow
## Common Questions
### "How is this different from blocking time in Schedule Management?"
**Schedule Interruptions (THIS FEATURE - TODAY ONLY):**
* For immediate, unplanned needs happening TODAY
* Examples: "Stuck in traffic NOW", "Emergency RIGHT NOW", "Need unplanned break TODAY"
* Date is locked to TODAY
**[Schedule Management](./schedule-management.md) (FOR FUTURE DATES):**
* For planning ahead—tomorrow and beyond
* For repeating patterns (every Monday, every day, etc.)
* For permanent changes to your schedule
* Examples: "Conference next week", "Vacation next month", "Every day lunch 1-2 PM"
### "What if I need to block time for tomorrow?"
**Don't use Interruptions.** Use [Schedule Management](./schedule-management.md):
* Go to Schedule Management
* Create a Day-Specific Hours rule for tomorrow
* Or create a Special Period for the specific time range
Interruptions are ONLY for TODAY's emergencies.
### "Can I create interruptions for future dates?"
**No.** The system prevents selecting future dates. Interruptions are designed for immediate needs happening TODAY. For any future date planning, use [Schedule Management](./schedule-management.md).
### "What happens at midnight?"
Interruptions are automatically cleared at midnight. Each day starts fresh. If you need to block the same time tomorrow, create a new schedule rule in [Schedule Management](./schedule-management.md).
### "What if I'm running late and it's affecting tomorrow too?"
Create interruption for TODAY's delay only. For tomorrow, use [Schedule Management](./schedule-management.md) to adjust your hours if you know you'll start late.
### "If I use Running Late, how much later are patients delayed?"
By exactly the duration of the interruption. If you create a 30-minute delay, everyone after it is delayed by 30 minutes for TODAY only.
### "Can I extend an active interruption?"
End the current one early and create a new one with longer duration. Or simply create another interruption for the additional time needed.
## Tips for Using Interruptions Effectively
### 1. Use for Emergencies and Immediate Needs Only
**TODAY ONLY rule:**
* Interruptions are designed for unplanned situations happening NOW
* If you can plan ahead (even by a day), use [Schedule Management](./schedule-management.md) instead
* Patients appreciate advance notice over last-minute changes
**Example:**
* ✅ RIGHT: "Stuck in traffic NOW—create 30-min delay"
* ❌ WRONG: "I have a conference next week—use Schedule Management instead"
### 2. Choose the Right Effect
**Cancel effect when:**
* You're leaving and won't be back TODAY
* Emergency requires you to stop seeing patients
* You're sick and going home
* Absolutely cannot continue TODAY
**Running Late when:**
* You're late but definitely coming TODAY
* Brief interruption that won't cancel your whole day
* Confident you can still see everyone TODAY, just later
### 3. Communicate with Patients
**The system notifies patients, but:**
* For emergencies affecting many patients, have staff call them
* Provide expected resume time if using Cascade Delay
* Apologize for inconvenience—emergencies happen
### 4. Review Before Confirming
**Always check the impact preview:**
* How many patients affected?
* Can you contact them quickly?
* Is canceling really necessary or can you delay?
### 5. End Interruptions Early If Possible
**If situation resolves faster:**
* Click "End Now" to restore normal schedule
* Patients appreciate getting back on track sooner
* Shows you respect their time
## Key Takeaways
âś… **DO:**
* Use interruptions for TODAY's emergencies only
* Create delay announcements when running late
* Review patient impact before confirming
* End interruptions early if situation resolves
* Use "Rest of Day" for emergencies requiring you to leave
❌ **DON'T:**
* Try to block future dates (use [Schedule Management](./schedule-management.md))
* Use for planned events (vacations, conferences)
* Use for recurring needs (daily lunch breaks)
* Forget to notify affected patients personally when possible
**Remember:** Interruptions = Immediate, Unplanned, TODAY. Everything else = [Schedule Management](./schedule-management.md).
**Before you click "Create":**
* Read the impact preview carefully
* Consider: Can I call these patients personally?
* Would it be better to reschedule them manually first?
* Is this emergency serious enough to auto-cancel?
### 3. Choose the Right Effect
**Ask yourself:**
* "Will I be here at all?" → Choose **Cancel**
* "Will I be late but still working?" → Choose **Running Late**
* "Am I 100% sure I'll be back?" → If no, choose **Cancel** to be safe
### 4. Use the Right Tool
**Decision tree:**
1. Does this happen every week on the same days? → Use [Schedule Management](./schedule-management.md)
2. Is this a permanent change to my hours? → Use [Schedule Management](./schedule-management.md)
3. Is this a one-time exception or emergency? → Use Interruptions (this page)
**Common mistakes:**
* Creating daily interruptions for lunch → Should be a Block rule in [Schedule Management](./schedule-management.md)
* Creating interruption for "every Monday" → Should be a Day-Specific rule in [Schedule Management](./schedule-management.md)
* Using interruption for permanent hour change → Should edit existing rule in [Schedule Management](./schedule-management.md)
### 5. Keep an Emergency Protocol Ready
**Know these steps by heart:**
1. Open Control Panel
2. Click "Interruptions" in sidebar
3. Click "Create Interruption" or "Add"
4. Choose type: Emergency
5. Set time: Now (or when leaving)
6. Set duration: Best estimate
7. Choose effect: Cancel (if unsure) or Running Late (if coming back)
8. Review impact
9. Confirm
10. Have reception call affected patients
**Practice once** so you're confident when a real emergency happens.
## Related Features
To learn more about connected features:
* **[Schedule Management](./schedule-management.md)** - Managing your regular weekly availability patterns
* **[Queue Management](./queue-management.md)** - Managing daily patient flow and appointments
* **[Booking Details Panel](./booking-details-panel.md)** - Viewing detailed appointment information
## Remember
* Interruptions are for **one-time exceptions**, not regular patterns
* Always **review impact** before confirming
* **Plan ahead** to minimize patient cancellations
* Use **[Schedule Rules](./schedule-management.md)** for recurring weekly patterns
* Choose effect carefully: **Cancel** vs **Running Late**
Back to [Schedule Management](./schedule-management.md) for managing your regular availability.
# Schedule & Availability Management (/docs/user-guide/provider/schedule-management)
# Schedule & Availability Management
## What is Schedule Management?
Schedule Management is your tool for controlling when patients can book appointments with you. Think of it as your digital appointment calendar - it tells the system when you're available to see patients and when you're not.
### Why Use This Feature?
In traditional clinics, managing availability often means:
* Writing working hours on a board or telling reception staff verbally
* Patients booking when you're not actually available
* Manually blocking time for lunch breaks or emergencies
* Confusion when you take a day off or leave early
* Lost bookings because patients don't know your actual schedule
The Schedule Management system solves these problems by:
1. **Setting Clear Working Hours** - Define when you're available for each type of appointment
2. **Automatic Slot Generation** - System creates time slots based on your rules
3. **Preventing Wrong Bookings** - Patients can only book when you're actually available
4. **Easy Blocking for Breaks** - Mark lunch, meetings, or emergencies with one click
5. **Real-Time Updates** - Changes reflect immediately for online bookings
6. **Flexible Rules** - Different hours for different days, different rules for different services
This means fewer scheduling mistakes, better time management, and patients booking only when you can actually see them.
## How Schedule Management Works
Schedule Management has **three main sections** that work together:
### 1. General Availability Hours
**What it is:** Your default working hours that apply broadly (every day, weekdays, or weekends)
**Examples:**
* "Every day: 9 AM to 5 PM"
* "Weekdays only: 9 AM to 8 PM"
* "Weekends: 10 AM to 2 PM"
**Use this for:** Your basic, consistent schedule that covers multiple days at once.
### 2. Day-Specific Hours
**What it is:** Override the general hours for specific days of the week
**Examples:**
* "Mondays: 9 AM to 1 PM" (different from your general weekday hours)
* "Saturdays: 9 AM to 2 PM" (different from your general weekend hours)
* "Wednesdays: Closed" (block a specific day)
**Use this for:** Days that have different hours than your general pattern.
### 3. Special Periods & Availability Blocks
**What it is:** Date ranges, holidays, or future one-time events
**Examples:**
* "December 20-30: Vacation (closed)"
* "Next Friday: Conference (blocked)"
* "Every Tuesday 1-2 PM: Lunch break"
* "January 1: Holiday (closed)"
* "Tomorrow: Doctor appointment (unavailable 2-4 PM)"
**Use this for:** Specific future date ranges, planned time off, or recurring special blocks.
**Important:** For immediate needs happening TODAY (emergencies, running late), use [Schedule Interruptions](./schedule-interruptions.md) instead.
**How they work together:**
* Start with General Hours (covers most of your week)
* Add Day-Specific Hours for days that have different hours
* Add Special Periods for future planned time off, vacations, holidays
* For TODAY's emergencies only, use [Schedule Interruptions](./schedule-interruptions.md)
* More specific rules override general ones automatically
## How to Access Schedule Management
1. Log into the Control Panel
2. Click **Schedule** in the left sidebar
3. The Schedule Management screen opens
**What you'll see:**
**At the top:**
* Three numbers showing: Available rules, Blocked rules, Total rules
**Main area - Weekly Schedule Overview:**
* Calendar grid showing Monday through Sunday
* Your availability displayed visually with colored blocks
* Current week is shown by default
**Below the calendar - Three colored sections:**
1. **Green section**: General Availability Hours
2. **Blue section**: Day-Specific Hours
3. **Purple section**: Special Periods & Availability Blocks
Each section has an "Add Rule" button and shows how many rules you've created.
## Understanding Schedule Rules
### What You'll See
Rules are organized into **three colored sections**:
**1. General Availability Hours (Green section)**
* Rules that apply to multiple days at once
* Shows count: "X rules", "X allow", "X block"
* Use this for your basic schedule pattern
**2. Day-Specific Hours (Blue section)**
* Rules for individual days of the week (Monday, Tuesday, etc.)
* Shows count: "X rules", "X allow", "X block"
* Use this when certain days are different
**3. Special Periods & Availability Blocks (Purple section)**
* Rules for date ranges or special occasions
* Shows count: "X rules", "X allow", "X block"
* Use this for vacations, holidays, recurring blocks
**Each saved rule displays:**
* **Action and time**: "ALLOW • 09:00-17:00" or "BLOCK • 13:00-14:00"
* **Scope**: "general", "weekdays", "monday", etc.
* **Audience**: Icon showing "ALL", "Patients Only", or "Medical Reps"
* **Date created**: When you added this rule
* **Toggle switch**: Turn the rule ON or OFF without deleting it
### Scope Options (Which Days)
When creating a rule, you choose which days it applies to:
**In General Availability Hours section:**
* **Every day** - All 7 days of the week
* Example: "9 AM to 5 PM every single day"
* **Weekdays** - Monday through Friday only
* Example: "9 AM to 8 PM on work days"
* **Weekends** - Saturday and Sunday only
* Example: "10 AM to 2 PM on Saturdays and Sundays"
**In Day-Specific Hours section:**
You can create rules for individual days:
* Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday
* Example: "Mondays 9-1, Thursdays 2-8"
**In Special Periods section:**
You can set date ranges or specific calendar periods (the exact options here may vary).
**How they interact:**
More specific rules override general ones:
* Day-Specific beats General
* Special Periods beat both
Example:
* General: "Weekdays 9-5"
* Day-Specific: "Monday 9-1"
* Result: Monday follows 9-1, other weekdays follow 9-5
### Rule Components
Each rule has several parts you can configure:
#### Action Type
**Allow** (most common):
* Opens time slots for booking
* Green indicator
* *Meaning:* "I'm available during this time"
**Block**:
* Prevents bookings
* Red indicator
* *Meaning:* "Do not allow bookings during this time"
* *Use when:* Regular lunch hours, admin time, etc.
#### Audience
Controls who can book during this time:
**All** (default):
* Anyone can book - patients and medical reps
* Most common choice for regular hours
**Patients only**:
* Only patients can book
* Medical reps cannot book during this time
* Use when you want to reserve time specifically for patient care
**Medical reps**:
* Only pharmaceutical/medical representatives can book
* Patients cannot book during this time
* Use when you allocate specific slots for medical rep meetings
#### Time Range
* **Start Time** - When this availability begins (e.g., 09:00 AM)
* **End Time** - When this availability ends (e.g., 05:00 PM)
**Tips:**
* Use 24-hour format or AM/PM clearly
* End time must be after start time
* Can span across noon (e.g., 10 AM to 2 PM includes lunch unless blocked)
#### Active/Inactive Toggle
* **Active** (green) - Rule is currently in effect
* **Inactive** (gray) - Rule exists but is not applied
*Use inactive for:* Temporarily disabling a rule without deleting it
## Creating a New Schedule Rule
### Step-by-Step Process
1. **Choose which section** to add the rule to:
* Click "Add Rule" in **General Availability Hours** (green) for broad patterns
* Click "Add Rule" in **Day-Specific Hours** (blue) for individual days
* Click "Add Rule" in **Special Periods** (purple) for date ranges
2. **The form appears right there** (no popup window)
* You'll see a form labeled "Add New Rule"
* It appears inside the section where you clicked
3. **Fill out the form fields:**
**Action** (dropdown):
* Select "Allow" for times you're available
* Select "Block" for times you're unavailable
* Default is "Allow"
**Scope** (dropdown):
* Options depend on which section you're in
* General section: Every day, Weekdays, Weekends
* Day-Specific section: Monday, Tuesday, Wednesday, etc.
* Special Periods section: May include date range options
**Start Time** (time picker):
* Click the field and select time (e.g., 09:00)
* Default is 09:00 (9 AM)
**End Time** (time picker):
* Click the field and select time (e.g., 17:00)
* Default is 17:00 (5 PM)
* Must be after Start Time
**Audience** (dropdown):
* Select "All" for everyone
* Select "Patients only" to exclude medical reps
* Select "Medical reps" to exclude patients
* Default is "All"
4. **Click "Save Rule"**
* Or click "Cancel" to discard
5. **What happens immediately:**
* You see "Saved!" message briefly
* The rule appears as a card below the form
* The weekly calendar grid updates to show the new availability
* The rule counts at the top increase (e.g., "1 Available")
* The rule is automatically turned ON (toggle switch is green)
### Common Rule Examples
**Example 1: Basic Weekday Hours**
* Action: Allow
* Audience: All
* Scope: Weekdays
* Time: 09:00 AM - 05:00 PM
*Result:* Patients can book Monday to Friday, 9 AM to 5 PM.
**Example 2: Different Hours Each Day**
Create separate rules:
* Monday: 09:00 AM - 01:00 PM (Allow, All, Monday)
* Tuesday: 02:00 PM - 08:00 PM (Allow, All, Tuesday)
* Wednesday: Off (no rule or Block rule)
* Thursday: 09:00 AM - 01:00 PM (Allow, All, Thursday)
* Friday: 09:00 AM - 05:00 PM (Allow, All, Friday)
**Example 3: Split Shift with Lunch Block**
Two rules:
* Rule 1: Allow, All, Weekdays, 09:00 AM - 01:00 PM
* Rule 2: Allow, All, Weekdays, 05:00 PM - 08:00 PM
* (Gap from 1 PM to 5 PM is automatically unavailable)
Or with explicit block:
* Rule 1: Allow, All, Weekdays, 09:00 AM - 08:00 PM
* Rule 2: Block, All, Weekdays, 01:00 PM - 05:00 PM
**Example 4: Medical Rep Hours**
* Allow, Medical Rep, Monday, 10:00 AM - 11:00 AM
* Allow, Patient, Monday, 09:00 AM - 10:00 AM
* Allow, Patient, Monday, 11:00 AM - 01:00 PM
*Result:* 10-11 AM reserved for medical reps only, rest for patients.
**Example 5: Weekend Hours**
* Allow, All, Weekends, 10:00 AM - 02:00 PM
*Result:* Available Saturday and Sunday, 10 AM to 2 PM.
## Editing Schedule Rules
### How to Edit
1. **Find the rule** you want to change in the list
2. **Click the edit icon** (pencil) next to the rule
3. **The rule expands** into an editable form
4. **Make your changes**:
* Change days, times, audience, or action
* System validates as you type
5. **Click "Save"** to apply changes
6. **Or click "Cancel"** to discard changes
### What You Can Change
* **Scope** (which days)
* **Time range** (start and end times)
* **Audience** (who can book)
* **Action** (Allow or Block)
* **Active status** (turn on/off)
### What Happens When You Edit
* **Future bookings** are affected immediately
* **Existing bookings** that fall during the new rule are not automatically cancelled
* System may warn if your change conflicts with existing rules
* Week view updates to reflect new schedule
**Important:** If you shorten hours or block times, check if any confirmed bookings are affected.
## Deleting Schedule Rules
### When to Delete
* Rule no longer needed
* You made a mistake and want to start over
* Replacing with a different pattern
### How to Delete
1. **Find the rule** in the list
2. **Click the delete icon** (trash) next to the rule
3. **Confirm deletion** in the popup
4. **Rule is removed** immediately
### What Happens
* Time slots for that rule disappear
* Patients can no longer book during those times
* Existing confirmed bookings are NOT automatically cancelled
* Week view updates to remove the availability
**Tip:** If unsure, make the rule "Inactive" instead of deleting. You can reactivate it later.
## Toggling Rules On/Off
Instead of deleting, you can temporarily disable rules.
### How to Toggle
1. **Find the rule** in the list
2. **Click the toggle switch** (looks like a switch icon)
* **Green/On** = Active (rule is in effect)
* **Gray/Off** = Inactive (rule is ignored)
### When to Use
* **Temporary closures** without deleting the rule
* **Testing** different schedules
* **Seasonal changes** (turn off summer hours, turn on winter hours)
**Example:** You usually work Saturdays 10-2, but this month you're not. Turn off the Saturday rule for now, turn it back on next month.
## Duplicating Rules
To quickly create similar rules without re-entering everything:
1. **Find a rule** similar to what you need
2. **Click the duplicate icon** (copy icon)
3. **A copy is created** with same settings
4. **Edit the copy** to change days or times as needed
**Use case:** You have "Monday 9-5" and want "Tuesday 9-5" too. Duplicate Monday rule, change day to Tuesday.
## Weekly Schedule Overview (Calendar Grid)
At the top of the page, you'll see a visual weekly calendar showing all your availability.
### Understanding the Week Grid
**Header:**
* Shows current week range (e.g., "Nov 17-23, 2025")
* "Live Preview" indicator
* Previous/Next week navigation arrows
**Seven columns** = Days of the week (Monday through Sunday)
* Each day shows abbreviated name (Mon, Tue, etc.) and full name
* Today is marked with a "Today" badge
* Each day has a "+" button at the top
**Inside each day column:**
**When you have rules:**
* Colored blocks showing your availability
* Each block shows the time range (e.g., "9:00 AM → 5:00 PM")
* Shows audience icon (ALL, Patients Only, or Medical Reps)
* Clickable to see details
* Shows count at bottom (e.g., "1 available, 0 blocked")
**When you have no rules:**
* Empty state icon
* Message: "No rules set"
* "Click + to add"
### How to Use the Week Grid
**Quick visual check:**
* See your entire week at a glance
* Verify rules are working correctly
* Spot days with no coverage
**Navigation:**
* Click arrows to see previous or next week
* Check how your schedule looks in upcoming weeks
**Quick add:**
* Click the "+" button on any day to quickly add a rule for that day
## Emergency Changes vs. Regular Planning
**Important distinction:**
Schedule Management is for **all planning - both regular patterns AND future one-time events**. Schedule Interruptions are ONLY for immediate emergencies happening TODAY.
**Use Schedule Management (this page) for:**
* Your regular working hours that repeat weekly
* **Planned vacations or time off** (set for future dates)
* **Conferences, meetings, appointments** (tomorrow or later)
* **Any future date blocking** (even if it's one-time)
* Permanent schedule changes
* Predictable patterns
**Use [Schedule Interruptions](./schedule-interruptions.md) ONLY for:**
* **Emergencies happening TODAY** (doctor sick, running late)
* **Immediate unplanned needs** (family emergency, traffic delay)
* **Last-minute changes to TODAY's schedule only**
**Key Rule:** If it's for **tomorrow or any future date**, use Schedule Management (this page). Interruptions are locked to TODAY only.
**Examples:**
* ✅ "I have a conference next week" → Use Schedule Management (Day-Specific Hours or Special Period)
* ✅ "Going on vacation next month" → Use Schedule Management (Special Period with date range)
* ✅ "Taking tomorrow off" → Use Schedule Management (Day-Specific Hours for tomorrow)
* ✅ "Stuck in traffic RIGHT NOW" → Use [Schedule Interruptions](./schedule-interruptions.md)
* ✅ "Family emergency TODAY—leaving immediately" → Use [Schedule Interruptions](./schedule-interruptions.md)
## Understanding Priority and Conflicts
### Rule Conflicts
When you have multiple rules affecting the same time:
**System behavior:**
* More specific rules override general rules
* Day-specific beats Weekdays/Weekends beats Everyday
* Date Range beats Day-specific for those dates
* Block rules override Allow rules (safety first)
**Examples:**
* Weekdays 9-5 (Allow) + Monday 12-1 (Block) = Monday 12-1 is blocked
* Everyday 9-5 (Allow) + Saturday 10-2 (Allow) = Saturday follows the 10-2 rule
* Weekdays 9-5 (Allow) + March 15 to March 20 Date Range 9-12 (Allow) = During those dates, only 9-12 is available
**The system usually warns you** if you create conflicting rules.
### Validation Messages
While creating or editing rules, you might see:
**Errors (Red):**
* "End time must be after start time"
* "Rule overlaps with existing rule"
* "Time range is invalid"
* Must fix before saving
**Warnings (Yellow):**
* "This will affect X existing bookings"
* "Similar rule already exists"
* "Large time gap detected"
* Can save but review recommended
## Tips for Effective Schedule Management
### For Setting Up Your Schedule
1. **Start with General Availability Hours (green section)**
* Create one simple rule first (e.g., "Weekdays 9-5")
* Check the weekly grid to see it appear
* Build from there
2. **Use the right section for each rule**
* **General** (green) = Broad patterns covering multiple days
* **Day-Specific** (blue) = Individual days that are different
* **Special Periods** (purple) = Vacations, holidays, date ranges
* Keeps your schedule organized and easy to understand
3. **Plan for regular breaks**
* Block lunch hours using a rule in General Availability
* Example: Block rule for Weekdays 1-2 PM
* Don't create a new rule every day—make it repeat
4. **Check the weekly grid after creating rules**
* Scroll up to see the calendar
* Verify your availability looks correct
* Look for gaps or mistakes
### For Managing Changes
1. **Plan Ahead for Future Dates**
* Use Schedule Management (this page) to block future dates - don't use Interruptions
* Create Special Periods or Day-Specific Hours for vacations, conferences, time off
* Set these well in advance so patients book around them naturally
* Reduces cancellations since slots won't be available
2. **Use Interruptions ONLY for TODAY**
* [Schedule Interruptions](./schedule-interruptions.md) are locked to TODAY only
* For emergencies happening RIGHT NOW
* Running late, sudden illness, immediate unplanned needs
* Never for tomorrow or future dates
3. **Review Impact When Blocking Future Dates**
* Check if patients have already booked those dates
* Contact affected patients before creating the block
* Consider rescheduling manually if needed
* The earlier you plan, the fewer conflicts
4. **Use Appropriate Tools**
* Regular weekly patterns → Schedule Rules (General or Day-Specific)
* Future one-time events → Schedule Management (Special Periods or Day-Specific Hours)
* TODAY's emergencies only → [Schedule Interruptions](./schedule-interruptions.md)
* Rule: If it's not happening TODAY, don't use Interruptions
### For Better Patient Experience
1. **Consistent Hours**
* Try to maintain predictable schedule
* Patients appreciate consistency
* Changes should be communicated
2. **Adequate Availability**
* Ensure enough slots for patient demand
* Monitor booking patterns
* Adjust if slots fill too quickly
3. **Buffer Time**
* Consider blocking 5-10 minutes between shifts
* Allows catch-up if running late
* Prevents back-to-back exhaustion
4. **Emergency Protocol**
* For emergencies happening TODAY: Use [Schedule Interruptions](./schedule-interruptions.md)
* For planned future blocking: Use Schedule Management (this page)
* Know the difference: TODAY = Interruptions, Future = Schedule Management
* Learn about Cascade Delay for delays in the [Interruptions guide](./schedule-interruptions.md#cascade-delay-effect)
### Common Workflows
**Setting up a new schedule from scratch:**
1. Go to General Availability Hours (green section)
2. Click "Add Rule"
3. Set Action: Allow, Scope: Weekdays, Time: 9 AM - 5 PM, Audience: All
4. Click "Save Rule"
5. Check the weekly grid—you should see availability Mon-Fri
6. If you work weekends, add another rule in General Availability
7. If specific days are different, add rules in Day-Specific Hours (blue)
8. Done!
**Adding a regular lunch break:**
1. Go to General Availability Hours (green section)
2. Click "Add Rule"
3. Set Action: Block, Scope: Weekdays, Time: 1 PM - 2 PM, Audience: All
4. Click "Save Rule"
5. The weekly grid now shows the lunch gap
6. Patients cannot book during this time
**Planning a vacation or future time off:**
1. Go to Special Periods & Availability Blocks (purple section)
2. Click "Add Rule"
3. Set Action: Block, select date range (e.g., Dec 20-30), Audience: All
4. If you need specific time blocking, set times; otherwise, block all day
5. Click "Save Rule"
6. Those dates are now blocked in the calendar
7. Patients cannot book during this period
**Note:** This is for FUTURE dates. For emergencies happening TODAY, use [Schedule Interruptions](./schedule-interruptions.md).
**Changing your regular hours:**
1. Find the rule you want to change in its section
2. Click the edit icon (pencil) on the rule card
3. Update the time, scope, or other fields
4. Click "Save"
5. The weekly grid updates immediately
6. Consider informing regular patients of the change
## Related Features
To learn more about connected features:
* **[Schedule Interruptions](./schedule-interruptions.md)** - For TODAY's emergencies ONLY (running late, sudden illness, immediate needs)
* **[Queue Management](./queue-management.md)** - Managing daily patient flow and appointments
* **[Booking Details Panel](./booking-details-panel.md)** - Viewing detailed appointment information
* **Dashboard** - Overview of your clinic's operations
* **Patient Management** - Managing patient records
* **Settings** - Configuring clinic preferences
## Common Questions
### "What if I create a rule by mistake?"
Delete it immediately using the delete icon on the rule card. The weekly grid updates right away to remove that availability.
### "Can I temporarily turn off a rule without deleting it?"
Yes! Use the toggle switch on the rule card. When turned OFF (gray), the rule exists but doesn't apply. Turn it back ON (green) whenever you want.
### "Which section should I use for my rules?"
* **General Availability Hours** (green) = Use for patterns covering multiple days (Everyday, Weekdays, Weekends)
* **Day-Specific Hours** (blue) = Use when individual days are different (Monday has different hours than Tuesday)
* **Special Periods** (purple) = Use for vacations, holidays, or date-specific blocks
### "What does 'Audience: All' mean?"
It means both patients and medical reps can book during that time. Choose "Patients only" or "Medical reps" if you want to restrict who can book.
### "Can I have different hours for different services?"
Currently, the Audience field lets you separate Patients from Medical Reps, but not different patient service types. For more complex scheduling, contact support.
### "What happens if my rules overlap?"
More specific rules override general ones. Day-Specific beats General, and Special Periods beat both. Block rules take priority over Allow rules for safety.
### "Why don't I see my rule in the weekly grid?"
Check these:
* Is the rule toggle turned ON (green)?
* Are you looking at the correct week? Use the navigation arrows.
* Did you set the time range correctly?
* Is there a conflicting Block rule?
## Remember
* **General Availability Hours** (green) = Broad patterns for multiple days
* **Day-Specific Hours** (blue) = Individual days that are different
* **Special Periods** (purple) = Vacations, holidays, date ranges
* **Weekly grid** = Visual check that rules are working correctly
* **Toggle switch** = Turn rules on/off without deleting them
* **More specific rules override general ones** = Day-Specific beats General
* **Plan ahead** = Set vacation blocks early so patients book around them
* **Use the right section** = Keeps your schedule organized and easy to manage
With proper schedule management, your appointments run smoothly, patients know when you're available, and you maintain control over your time!
# Settings & Administration (/docs/user-guide/provider/settings)
# Settings & Administration
Configure your clinic's profile, branding, and operational settings.
## Doctor Profile
Your public profile is what patients see when they search for you. Keep it professional and up-to-date.
1. Go to **Settings > Profile**.
2. **Photo**: Upload a high-quality profile picture.
3. **Bio**: Write a brief introduction about your experience and expertise.
4. **Specialties**: Tag your areas of practice (e.g., Cardiology, Pediatrics).
5. **Qualifications**: List your degrees and certifications.
## Branding (Hospital Admins)
Customize the look and feel of your hospital's page.
1. Go to **Settings > Branding**.
2. **Logo**: Upload your hospital logo.
3. **Banner Image**: Set a cover image for your profile page.
4. **Theme Color**: Choose a primary color that matches your brand.
## Resource Settings
Manage the physical and digital resources of your clinic.
* **Rooms/Cabins**: Define the physical spaces available.
* **Equipment**: Track specialized equipment if needed.
## User Management
(For Hospital Admins)
* **Staff**: Add receptionists, nurses, or other staff members.
* **Roles**: Assign permissions (e.g., "View Only", "Queue Manager").
# Documentation (/docs)
Welcome to the NammaDoctor documentation. Please select a guide below to get started.
## Guides
* [Patient Guide](/docs/patient/getting-started) - Learn how to book appointments and track your queue status.
* [Provider Guide](/docs/provider/queue-management) - Manage your clinic, schedule, and patient queue efficiently.
# Getting Started (/docs/patient/getting-started)
Welcome to NammaDoctor! This guide will help you set up your account so you can start booking appointments and tracking your live queue status.
## Creating Your Account
Signing up takes just a few minutes. You'll need your mobile number to get started.
### Why Create an Account?
* **Book appointments** with your favorite doctors
* **Track your position** in the queue in real-time
* **View your appointment history** anytime
* **Get SMS reminders** before your appointments
### Step 1: Enter Your Mobile Number
1. Click **"Sign Up"** in the top navigation.
2. Type your **10-digit mobile number** (example: 9876543210).
3. Click **"Continue"**.
> **Tip:** We recommend using your mobile number to receive appointment reminders via SMS. You can also use your email address.
### Step 2: Verify with OTP
You'll receive a 6-digit code via SMS (or email).
1. Enter the code you received.
2. Click **"Verify"**.
**Didn't receive the code?**
* Wait 1-2 minutes.
* Check your spam folder (if using email).
* Click **"Resend Code"** to get a new one.
### Step 3: Complete Your Profile
Fill in a few details to finish setting up:
1. **Full Name**: Your first and last name.
2. **Create a Password**: Choose something secure.
3. **Gender & Birth Year** (Optional): Helps doctors provide better care.
4. Agree to the Terms of Service and click **"Create Account"**.
## Logging In
Once registered, you can log in to access your dashboard.
1. Click **"Login"** at the top right of the homepage.
2. Enter your registered **Mobile Number** or **Email**.
3. Enter your **Password**.
4. Click **Sign In**.
> **Note:** If you forget your password, use the "Forgot Password" link to reset it via email or SMS.
## Managing Your Profile
Keep your profile up to date to ensure doctors have the correct information.
1. Click on your **Avatar** or **Name** in the top navigation bar.
2. Select **Profile** or **Account Settings**.
3. Here you can:
* Update your **Name** and **Contact Information**.
* Change your **Password**.
* Manage notification preferences.
## Troubleshooting
If you're having trouble signing up or logging in:
* **Check your number**: Make sure you entered the correct mobile number.
* **Network issues**: Ensure you have SMS reception.
* **Clear cache**: Try clearing your browser cache or using a different browser.
Still stuck? Contact our support team for help.
## Next Steps
Now that you are set up, check out our [Patient Guide](./patient-guide) to learn how to find doctors, book appointments, and use the live queue.
# Patient Guide (/docs/patient/patient-guide)
Welcome to the NammaDoctor Patient Guide. This document explains how to find care, book appointments, and use our unique live queue system.
For first-time users, we recommend starting with our [Getting Started](./getting-started) guide to create your account.
## Finding Doctors and Hospitals
NammaDoctor makes it easy to find the right care provider near you.
1. **Search**: On the homepage, use the search bar to enter a **Specialty** (e.g., Cardiologist, Dentist) or a **Hospital Name**.
2. **Filter**: You can filter results by location, availability, and consultation fees.
3. **View Profile**: Click on a doctor or hospital card to view detailed information, including qualifications, services, and patient reviews.
## Booking an Appointment
Once you have found a doctor, booking a slot is simple.
1. **Select a Slot**: On the doctor's profile, you will see a list of available time slots. Click on a time that works for you.
2. **Confirm Details**: Review the appointment details. You may be asked to provide a reason for the visit.
3. **Payment**: If a consultation fee applies, proceed to payment. We support UPI and other standard payment methods.
4. **Confirmation**: You will receive a booking confirmation via SMS and Email with your **Token Number**.
## Managing Your Appointments
Keep track of all your bookings - past, present, and upcoming - all in one place.
### Your Dashboard
1. **Log in** to your account.
2. Click on your **profile picture** and select **"My Appointments"**.
Here you will see:
* **Today's Appointments**: Active bookings for the current day.
* **Upcoming**: Future scheduled visits.
* **History**: Past completed or cancelled appointments.
### Understanding Appointment Statuses
* **Payment Pending** 🟡: You have 10 minutes to complete payment.
* **Confirmed** 🟢: Payment done, booking confirmed.
* **Checked In** 🔵: You have arrived at the clinic.
* **Waiting** 🟣: The doctor has called you.
* **In Progress** đźź : Consultation is ongoing.
* **Completed** âś…: Consultation finished.
* **Cancelled** ❌: Appointment cancelled.
* **Missed** ⚠️: You did not show up.
## Using the Live Queue
NammaDoctor features a **Live Queue** system that saves you from waiting for hours at the clinic.
### How to Check Your Queue Position
1. Go to **My Appointments**.
2. Click on **"View Queue"** for today's appointment.
3. The queue screen will open, showing your current position.
### Understanding the Queue Screen
* **Your Position**: The big number shows your place in line. Position #1 means you are next!
* **Estimated Wait**: A real-time estimate of when you will be seen.
* **Queue Info**: Total patients waiting and how many have been seen.
### Automatic Updates
The screen updates automatically every 30 seconds. You don't need to refresh manually.
### When You're Next
As soon as you reach Position #1, a **"You're Next!"** banner appears. This is your signal to head to the consultation room.
> **Tip:** You don't need to reach the clinic hours in advance. Check the live status and arrive just before your turn!
# Booking Details Panel (/docs/provider/booking-details-panel)
## What is the Booking Details Panel?
The Booking Details Panel is a sliding information window that appears from the right side of your screen when you click on any patient in the Queue Management list. Think of it as a detailed file that shows everything about that specific patient's appointment.
### Why Use This Feature?
When managing a busy queue, you often need quick answers to questions like:
* "What time was this patient supposed to arrive?"
* "How long have they been waiting?"
* "What's their phone number so I can call them?"
* "What does the patient see on their phone about their position?"
* "When was this appointment created?"
Instead of searching through different screens or asking the patient repeatedly, this panel brings all the information to you in one place without leaving the queue screen.
**The key advantage:** You get complete patient and appointment details in 2-3 seconds with just one click.
## How to Open the Panel
There are two ways to open the Booking Details Panel:
### Method 1: Click Anywhere on the Patient Row
Simply click anywhere on the patient's row in the queue table (except on the action buttons).
### Method 2: Click the Arrow Button
Every patient row has a small arrow (>) button on the far right. Click it to open the panel.
**What happens:** A panel slides in from the right side, showing detailed information. The queue list stays visible on the left, slightly dimmed.
## How to Close the Panel
To close the panel and return to the full queue view:
* Click the **X button** (top right corner of the panel)
* Click anywhere on the dimmed queue list in the background
* Press the **Escape key** on your keyboard
The panel closes instantly and you're back to the queue view.
## Understanding the Panel Layout
The panel has two main sections:
### Header Section (Top Blue Bar)
Shows at a glance:
* **Booking Number** (e.g., "#60414442")
* **Current Status** (e.g., "CHECKED IN")
* **Patient Name** (e.g., "Deepak Kumar")
* **Phone Number** (clickable to copy)
This header stays visible even when you scroll down through the tabs.
### Tab Section (Main Content)
Contains four tabs with different types of information:
1. **Overview** - Booking and patient basic details
2. **Queue Position** - Live queue status
3. **Timeline** - Appointment history
4. **Notes** - Additional remarks
Click any tab to switch between different views.
## Overview Tab
This is the default tab that opens first. It contains the most frequently needed information divided into two sections.
### Booking Details Section
This section shows everything about the appointment itself:
**1. Booking ID**
* Example: "#60414442"
* Unique number for this appointment
* *Use it for:* Reference in reports, tracking issues, or when calling patient back
**2. Status**
* Example: "CHECKED IN", "CALLED", "CONFIRMED"
* Current state of the appointment
* *What it tells you:* Where this patient is in their journey
**3. Category**
* Usually shows: "PATIENT"
* Type of appointment
* *What it means:* Regular patient consultation (as opposed to admin tasks or other categories)
**4. Priority**
* Shows: Normal priority, High priority, or "—" (no priority)
* Whether this patient needs to be seen urgently
* *When set:* Emergency cases, VIP patients, or medical urgency
* *Appears as:* "—" for most regular appointments
**5. Scheduled Start**
* Example: "9:38 am"
* Original appointment time when patient booked
* *Use it for:* Knowing when patient was supposed to arrive
**6. Scheduled End**
* Example: "9:40 am"
* When appointment was expected to finish
* *Usually:* 2 minutes after start (standard consultation slot)
**7. Expected Start**
* Example: "9:38 am" or "10:15 am"
* **Current** expected start time (adjusted for delays)
* *How it works:* If doctor is running late, this time shifts forward
* *Compare with Scheduled Start:* If different, you're running behind schedule
**8. Expected End**
* Example: "9:40 am" or "10:17 am"
* Current expected finish time (adjusted for delays)
* *Use it for:* Estimating when you'll be free for the next patient
**9. Resource**
* Example: "doctor-0001-01-Consultation"
* Which doctor and service type
* *What it shows:* The doctor's ID and consultation type
* *Helpful when:* Multiple doctors or services in same clinic
**10. Created**
* Example: "6:25 am"
* When this booking was originally made
* *Use it for:* Understanding if it's a last-minute booking or planned ahead
### Patient Information Section
This section shows details about the patient:
**1. Name**
* Full patient name
* Example: "Deepak Kumar"
**2. Contact**
* Patient's phone number
* Example: "+919999999999"
* **Special feature:** Click the small copy icon next to the number to copy it
* *Use it for:* Calling patient if they're delayed or to inform about wait times
### When to Use the Overview Tab
**Before calling a patient:**
* Check their name pronunciation
* Verify they're at the right time slot
* See if they have priority status
**When a patient is delayed:**
* Compare Scheduled Start vs Expected Start to see how much delay
* Get their phone number to call them
**For record-keeping:**
* Note the Booking ID for reports
* Check when booking was created
**When managing resources:**
* Verify which doctor/resource this patient is assigned to
* Confirm consultation type
## Queue Position Tab
This tab shows **exactly what the patient sees on their phone** when they check their queue position. It's like looking over the patient's shoulder at their mobile screen.
### Why This Matters
When patients call asking "How much longer?", you can:
1. Click their name to open this panel
2. Switch to Queue Position tab
3. See the same information they're seeing
4. Give them accurate answers
This prevents misunderstandings and shows patients you're using the same system they are.
### What's Shown in Queue Position Tab
#### Visual Queue Line
A graphical representation showing:
**Patient's Position (YOU marker):**
* Shows where the patient is in the queue
* Example: "Position #1", "Position #2", etc.
* *Lower number = closer to seeing doctor*
**Arrow Indicators:**
* Right-pointing arrows showing flow direction
* Represents movement toward the doctor
**Status Icons:**
* 📢 Called - Patient has been called
* 👨‍⚕️ Doctor - Doctor's position in the visual
* Various symbols showing current state
**How to read it:**
* Patient starts on the left
* Moves right as queue progresses
* Reaches doctor icon on the right when it's their turn
#### Summary Statistics
Three key numbers displayed prominently:
**1. Ahead of You**
* Example: "0 Ahead of You", "3 Ahead of You"
* Number of patients who will be seen before this one
* *0 means:* They're next in line
* *Higher numbers mean:* More waiting time
**2. Expected Wait Time**
* Shows a clock icon with status
* Examples:
* "⏰ On time" (green) - No delay
* "⏰ 5m delay" (yellow) - Small delay
* "⏰ 20m delay" (red) - Significant delay
* *Calculated based on:* Current queue speed and number ahead
**3. Scheduled Time**
* Example: "9:38 am"
* Original appointment time
* *Reminder of:* When patient was supposed to be seen
#### Live Queue Status
Bottom section showing:
**Auto-refresh Timer:**
* Example: "Auto-refresh 300s"
* Shows how often data updates automatically
* *Means:* Information refreshes every 5 minutes (300 seconds)
**Refresh Button:**
* Manual refresh option
* Patient can click it to get latest queue position immediately
* *In the panel:* You see the same button
**Last Updated Time:**
* Example: "Last updated at 07:04:14 am"
* Shows when data was last fetched
* *Helps verify:* Information is current
#### Queue Overview Section
Additional statistics shown:
**Total Patients Today:**
* Example: "7 Patients"
* How many patients are scheduled for the doctor today
* *Helps patient understand:* How busy the clinic is
**Queue Progress:**
* Visual breakdown showing:
* **Waiting Room:** "2" - Patients checked in and waiting
* **Being Called:** "5" - Patients currently being called
* **With Doctor:** "0" - Patients in consultation
* **Arrows between stages** show flow direction
* *Explanation text:* "Patients move through these stages from left to right"
#### Queue Context (Technical Details)
For administrative reference:
* **Resource ID:** Internal system ID (e.g., "60414338")
* **Service Date:** Date of appointment (e.g., "2025-11-20")
* **Last Updated:** Timestamp of last data refresh
* **Patient ID:** Internal patient ID (e.g., "60413949")
**When you need this:**
* Troubleshooting technical issues
* Coordinating with IT support
* Verifying system data accuracy
### When to Use Queue Position Tab
**When patient asks "How much longer?":**
1. Open their booking panel
2. Switch to Queue Position tab
3. Look at "Ahead of You" number
4. Check "Expected Wait Time"
5. Give them accurate estimate
**When patient says "The app shows I'm next":**
1. Verify by checking this tab
2. Confirm if they're really Position #1
3. Explain any discrepancy if the app is outdated
**When explaining delays to patients:**
1. Show them the wait time status (on time vs delayed)
2. Point to "Queue Progress" to explain how many ahead
3. Helps manage expectations transparently
**For training new staff:**
* Show them what patients see on their phones
* Helps them answer patient questions better
* Builds empathy for patient experience
## Timeline Tab
*(This tab shows appointment history and status changes - details to be confirmed from actual implementation)*
The Timeline tab displays a chronological history of all events related to this appointment:
**Typical events shown:**
* When booking was created
* When patient checked in
* When patient was called
* Status changes
* Any modifications to the appointment
* Cancellations or rescheduling
**When to use:**
* Investigating issues with an appointment
* Understanding why a patient's status changed
* Audit trail for quality assurance
* Resolving disputes about timing
## Notes Tab
*(This tab allows adding/viewing additional notes - details to be confirmed from actual implementation)*
The Notes tab provides space for adding or viewing additional information about the patient or appointment.
**Typical uses:**
* Special medical requirements
* Communication notes (e.g., "Prefers morning slots")
* Behavioral notes (e.g., "Always arrives 15 min early")
* Follow-up reminders
* Administrative notes
**When to use:**
* Recording important patient preferences
* Noting special circumstances
* Communication between staff members
* Future reference for repeat visits
## Tips for Using the Booking Details Panel Effectively
### For Quick Information Gathering
1. **Use keyboard shortcuts** - Press Escape to close quickly
2. **Keep it open while making calls** - Panel stays open, so you can reference info while talking to patient
3. **Copy phone numbers** - Click the copy icon rather than writing it down
### For Better Patient Communication
1. **Show patients the Queue Position tab** - If they're at the desk, you can show them what they'll see on their phone
2. **Use it to explain delays** - Visual queue line helps explain why they're waiting
3. **Reference specific times** - Use "Scheduled Start" vs "Expected Start" to show exact delay
### For Efficient Queue Management
1. **Don't close the panel immediately** - Keep it open if you're about to call the patient
2. **Check priority before calling** - Ensure no high-priority patients are waiting
3. **Verify resource assignment** - Make sure patient is in the right doctor's queue
### Common Workflows
**When a patient arrives late:**
1. Click their name to open panel
2. Check "Scheduled Start" to see how late they are
3. Check "Expected Start" to see if you can still fit them in
4. Make decision to accommodate or reschedule
**When a patient calls asking about wait time:**
1. Search for their name in queue
2. Open panel and go to Queue Position tab
3. Tell them "You have X people ahead, expected wait is Y minutes"
4. Use "Expected Start" to give them specific time
**When checking end-of-day completion:**
1. Filter to show "Completed" status
2. Open each completed booking
3. Verify "Created" vs completion time for statistics
4. Check if any notes need follow-up
## Important Points to Remember
### About Information Accuracy
* **Real-time updates:** Most information updates automatically
* **Manual refresh available:** Use the refresh button if something seems wrong
* **Status reflects queue list:** If you update status in queue, it updates in panel too
### About Privacy
* **Visible to staff only:** Patients cannot see the full panel (only their Queue Position view)
* **Phone numbers are sensitive:** Don't share them unnecessarily
* **Notes are internal:** Only clinic staff can see notes
### About System Behavior
* **Panel doesn't lock the queue:** You can still use action buttons in the main queue while panel is open
* **Changes update both views:** If someone else updates the patient status, both queue and panel update
* **Multi-patient viewing:** You can open different patient panels by clicking on different rows
## Related Features
* **[Queue Management](./queue-management)** - Main queue screen where you access this panel
* **Patient Management** - Creating and managing patient profiles
* **Schedule Management** - Setting up doctor schedules and time slots
* **Dashboard** - Overview of clinic operations
## Troubleshooting
### "Panel won't open when I click patient row"
**Check:**
* Are you clicking on an action button instead of the row itself?
* Try clicking the arrow (>) button on the far right
* Refresh the page if the issue persists
### "Information looks outdated"
**Solutions:**
* Click the refresh button in Queue Position tab
* Close and reopen the panel
* Refresh the main queue screen
### "Can't find a patient in the panel"
**Remember:**
* Panel shows details for ONE patient at a time
* Click different patient rows to switch between patients
* Close current panel before opening a new one for clarity
### "Phone number won't copy"
**Try:**
* Click directly on the copy icon (small button next to number)
* If it still doesn't work, you can type it manually from what's displayed
* Report to IT if copy function consistently fails
***
**Remember:** The Booking Details Panel is your quick reference tool. Use it whenever you need more information about a patient than what's shown in the queue table. It saves time and reduces errors by putting all information in one organized view.
# Patient Management (/docs/provider/patient-management)
The **Patients** section allows you to view and manage your patient database. It serves as a digital registry of everyone who has visited your clinic.
## Patient List
Navigate to **Patients** in the sidebar to see the full list.
* **Search**: Quickly find a patient by Name, Mobile Number, or ID.
* **Filter**: Sort by "Last Visit", "Newest", etc.
## Patient Profile
Click on any patient to view their detailed profile.
### 1. Personal Details
* Name, Age, Gender.
* Contact Information (Phone, Email).
* Address.
### 2. Visit History
A timeline of all past appointments and consultations with your clinic.
* **Date**: When they visited.
* **Doctor**: Who they saw.
* **Diagnosis/Notes**: Summary of the visit (if recorded).
### 3. Upcoming Appointments
See if the patient has any future bookings scheduled.
## Adding a New Patient
While most patients are added automatically when they book or walk in, you can manually add a record.
1. Click **+ Add Patient**.
2. Enter the required details.
3. Save.
This is useful for migrating legacy records or adding family members.
# Queue Management (/docs/provider/queue-management)
## What is Queue Management?
### Why Use This Feature?
In traditional clinics, managing patients often means:
* Calling out names loudly in crowded waiting rooms
* Patients constantly asking "How much longer?"
* Confusion about who's next
* Lost track of no-shows and cancellations
* Paper registers that get messy
The Queue Management screen solves all these problems by:
1. **Showing Everyone at Once** - See all patients for the day in one organized list
2. **Automatic Queue Positions** - System assigns position numbers so patients know their turn
3. **Clear Status for Each Patient** - Know instantly who's waiting, who's called, who completed
4. **One-Click Actions** - Check in, call, start service, or complete with single button clicks
5. **Real-Time Updates** - Numbers change automatically as you work
6. **No Shouting Needed** - Patients can see their position on their phones
This means less confusion, shorter wait times, and happier patients.
## How to Access
1. Log into the Control Panel
2. Click **Queue** in the left sidebar
3. The Queue Management screen opens
## Understanding the Dashboard
### The Numbers at the Top
When you open Queue Management, you'll see 5 boxes with numbers. These give you a quick snapshot of the day:
### The Numbers at the Top
When you open Queue Management, you'll see 5 boxes with numbers. These give you a quick snapshot of the day:
1. **Active Patients** - How many patients are currently in the system (waiting, called, or with doctor)
* *Why it matters:* Tells you how busy you are right now
2. **Avg Wait Time** - Average waiting time in minutes
* *Why it matters:* If this number is high (above 20-30 minutes), patients are waiting too long
3. **Delayed** - Number of patients waiting longer than they should
* *Why it matters:* These patients need attention - they've been waiting past their appointment time
4. **Completed Today** - How many patients finished appointments today
* *Why it matters:* Shows your productivity for the day
5. **On-Time Rate** - What percentage of patients are being seen on time
* *Why it matters:* 100% means perfect timing, below 80% means you're falling behind
**Tip:** Keep an eye on "Delayed" and "On-Time Rate". If delays increase, you may need to speed up or adjust the schedule.
## Finding and Filtering Patients
With many patients throughout the day, you need ways to find them quickly. The system provides several tools:
### Status Filter Buttons (The Colored Buttons)
Right below the numbers, you'll see colored pill-shaped buttons. These let you show or hide different groups of patients:
* **Hold** (yellow badge) - Patients whose booking expired but weren't checked in
* *Common situation:* They booked yesterday for today but haven't arrived
* **Confirmed** (green badge) - Patients with future bookings who haven't checked in yet
* *Common situation:* They booked online, appointment time hasn't arrived
* **Called** (blue badge) - Patients called to the consultation room
* *Common situation:* You called their name, they're on the way to the doctor
* **In Service** (dark blue badge) - Patients currently with the doctor
* *Common situation:* Consultation happening right now
* **Completed** (gray badge) - Patients who finished their appointments
* *When to check:* End of day to see how many you served
* **Cancelled** (red badge) - Cancelled appointments
* *When to check:* Track cancellations for the day
* **No Show** (pink badge) - Patients who didn't show up
* *When to check:* Mark patients who never arrived despite booking
**How to use:** Click any button to show/hide that group. A checkmark (âś“) means you're seeing that group.
**Common combinations:**
* Click only "Confirmed", "Called", "In Service" to see active patients
* Click "Completed" alone to review finished appointments
* Click "Hold" and "Confirmed" to see who might still arrive
### The Search Box
The search box (with magnifying glass icon) helps find a specific patient fast.
**You can search by:**
* Patient name: Type "Kumar" to find all Kumars
* Phone number: Type "99999" to find by phone
* Booking ID: Type "60414" to find by booking number
**Best for:** When a patient calls asking about their appointment, or when they arrive and you need to find them quickly.
### Filter by Waiting Time (Delay Dropdown)
The dropdown menu next to search lets you filter by how long patients are waiting:
* **All Delays** - Show everyone (no filter)
* **5+ minutes** - Patients waiting more than 5 minutes
* **10+ minutes** - Patients waiting more than 10 minutes
* **20+ minutes** - Patients waiting more than 20 minutes
* **30+ minutes** - Patients waiting more than 30 minutes
**When to use:** If you want to prioritize patients who've been waiting too long, select "20+ minutes" to see them first.
### Quick Filter Shortcuts
At the bottom of the filter area, you'll see quick shortcut buttons:
* **Active** - One click to show only active patients (waiting + called + in service)
* *Use this most of the time for daily work*
* **Active with Called** - Same as above
* **Delayed** - Show only delayed patients
* *Use when you need to catch up with backlog*
* **Today's Completed** - Show completed appointments
* *Use at end of day to count finished consultations*
## The Patient List Table
The main area shows all patients in a table format. Let's understand each column:
### What Each Column Shows
1. **Pos (Position)**
* Shows queue position: 1, 2, 3, 4...
* Only appears for checked-in patients who are actively waiting
* Shows "-" for patients not yet checked in
* *How it helps:* Patients with lower numbers go first
2. **Booking ID**
* Unique number for each appointment (e.g., "60414442")
* *How it helps:* Reference number for tracking and reports
3. **Patient**
* Shows three things together:
* Patient's name (e.g., "Deepak Kumar")
* Appointment time (e.g., "9:38 am")
* Phone number (you can click to copy it)
* *How it helps:* All patient info in one place
4. **Status**
* Current state in colored badges
* Examples: CONFIRMED, CHECKED IN WAITING, CALLED, IN SERVICE, COMPLETED
* Colors match the filter buttons
* *How it helps:* Know instantly where each patient is in their journey
5. **Delay**
* How many minutes late (e.g., "0m", "15m", "30m")
* Shows "0m" if on time or ahead of schedule
* *How it helps:* Spot patients waiting too long
6. **Actions**
* Buttons to move patient to next stage
* Changes based on current status
* *How it helps:* One-click to update patient status
7. **Arrow (>)**
* Click to see full patient details in side panel
* *How it helps:* Get detailed information without leaving the page
## Working with Patients - Step by Step
Now let's learn how to actually manage patients through their journey. Each patient goes through stages, and you help them move forward.
### Stage 1: Patient Books Appointment
When a patient books (online or phone), they appear in your list with **CONFIRMED** status and no position number (shows "-").
**What you see:**
* Status: Green badge "CONFIRMED"
* Position: "-" (not in queue yet)
* Actions: "Check In" and "Cancel" buttons
**What it means:** Patient has an appointment but hasn't arrived at the clinic yet.
### Stage 2: Patient Arrives - Checking Them In
When a patient walks into your clinic:
1. **Find their name** in the table
* Use search if needed
* Look for green "CONFIRMED" badge
2. **Click the "Check In" button** next to their name
3. **What happens:**
* Status changes to "CHECKED IN WAITING" (yellow badge)
* They get a position number (Pos column now shows 8, 9, 10, etc.)
* They're now officially in the waiting queue
**What this means for the patient:** They can now see their position on their phone and know how many people are ahead.
**Common question:** "What if they arrived early?"
* Still check them in. They'll get a position and wait their turn based on appointment time.
**Common question:** "What if they're late?"
* Check them in. System tracks the delay automatically.
### Stage 3: Calling the Next Patient
When the doctor is ready for the next patient, you have two options:
#### Option A: Use "Call Next" Button (Recommended)
1. **Click the blue "Call Next" button** at the top right of the screen
2. **System automatically:**
* Finds the next patient in queue
* Changes their status to "CALLED" (blue badge)
* Can trigger notifications to patient's phone
3. **Why use this:** It's automatic and prevents mistakes in queue order
#### Option B: Manual Call (for specific situations)
If you need to call a specific patient (not necessarily next in line):
1. Find the patient with "CHECKED IN WAITING" status
2. Their Actions will show available buttons
3. Click appropriate action button
**Note:** "Call Next" is simpler and reduces errors.
### Stage 4: Patient Enters Consultation Room
When the called patient comes to the doctor's room:
1. **Find the patient** with "CALLED" status (blue badge)
2. **Click "Start Service" button**
3. **What happens:**
* Status changes to "IN SERVICE" (darker blue badge)
* Other patients see this person is with doctor
* Timer starts tracking consultation time
**Why this matters:** Patients in waiting room know the doctor is busy, helps manage expectations.
### Stage 5: Consultation Finishes
When the doctor finishes with a patient:
1. **Find the patient** with "IN SERVICE" status
2. **Click "Complete" button**
3. **What happens:**
* Status changes to "COMPLETED" (gray badge)
* Patient leaves the active queue
* Position numbers readjust for remaining patients
* "Completed Today" counter increases
**Tip:** Complete patients promptly so the count stays accurate throughout the day.
### Handling Cancellations
Sometimes patients cancel or need to be removed from the queue.
**Who can be cancelled:**
* CONFIRMED patients (before check-in)
* CHECKED IN WAITING patients
* CALLED patients
* Even IN SERVICE patients (rare, but possible)
**How to cancel:**
1. **Find the patient** you need to cancel
2. **Click the "Cancel" button** in their Actions column
3. **A popup appears** asking for confirmation
4. **Confirm or select a reason** (if required)
5. **What happens:**
* Status changes to "CANCELLED" (red badge)
* They're removed from active queue
* Position numbers readjust for others
**Common reasons to cancel:**
* Patient called to say they can't come
* Patient waited too long and left
* Emergency change in schedule
### Handling No-Shows
If a patient was called but never came to the consultation room:
**Option 1:** Mark as No Show (if your system provides this action)
**Option 2:** Cancel them with reason "No Show"
**Why track this:** Helps understand patient behavior and can affect future bookings.
## Viewing Detailed Patient Information
When you need more information about a patient than what's shown in the queue table, click on any patient row. This opens the **Booking Details Panel** - a detailed view that slides in from the right.
### What You Can See
The panel contains four tabs with different information:
1. **Overview** - Booking ID, status, times, patient name, phone number
2. **Queue Position** - Exactly what the patient sees on their phone (useful when they ask "how much longer?")
3. **Timeline** - Appointment history and status changes
4. **Notes** - Additional remarks about the patient
### Quick Actions
* **Copy phone number** - Click the copy icon next to patient's phone
* **Close panel** - Click X button or click outside the panel
* **Switch patients** - Click different patient rows to view different patients
For complete details about using this panel, see **[Booking Details Panel](./booking-details-panel)**.
**When to use:** Before calling a patient, when patient asks about wait time, or when you need complete appointment details.
## The Refresh Button
The circular arrow button (↻) next to the filters manually refreshes the patient list.
**When to use:**
* If the screen seems stuck
* If you know a patient just booked but don't see them
* If numbers don't match what you expect
**Usually not needed:** The screen updates automatically most of the time.
## Tips for Smooth Queue Management
### For Receptionists
1. **Check in patients as soon as they arrive**
* Don't make them wait to be added to the queue
* Faster check-in = patients can see their position sooner
2. **Use "Call Next" instead of manual selection**
* Prevents accidentally skipping someone
* Maintains fair queue order
3. **Keep the "Active" filter on during busy hours**
* Shows only patients who matter right now
* Less clutter, less confusion
4. **Complete patients promptly**
* Keeps the queue accurate
* Helps track daily productivity
5. **Check "Delayed" filter if wait times are growing**
* See who's been waiting longest
* Can call family to inform about delays
### For Doctors
1. **Glance at "Active Patients" number**
* Tells you how many more to go
* Helps plan your energy and breaks
2. **Check "Avg Wait Time"**
* If over 30 minutes, consider speeding up
* Or inform waiting patients about delay
3. **Use patient details panel**
* Quickly review patient info before they enter
* Check appointment times and notes
### Understanding Colors
The system uses colors consistently:
* **Green** = Confirmed/future appointments
* **Yellow** = Waiting (checked in or on hold)
* **Blue** = Active movement (called, in service)
* **Gray** = Completed (done)
* **Red** = Problem status (cancelled)
* **Pink** = No show
These colors appear in both the filter buttons and status badges, making it easy to scan visually.
## Common Scenarios
### "Patient says they're here but I don't see them"
1. Check if search box has old text - clear it
2. Check status filters - make sure "Confirmed" is selected
3. Click refresh button
4. Search by phone number
5. They might have booked for different day/doctor
### "Two patients arrived at same time"
1. Check in both patients
2. System assigns positions based on appointment time
3. Earlier appointment gets lower position number
4. Use "Call Next" - it handles this automatically
### "Patient needs to leave early"
1. Find the patient in the list
2. Check their position
3. If urgent, you can manually call them ahead
4. Or cancel and reschedule
### "Doctor is running very late"
1. Check "Delayed" filter to see how many affected
2. Note the "Avg Wait Time" number
3. Consider informing waiting patients
4. Use patient details to get phone numbers for calling
### "End of day - checking completion"
1. Click "Today's Completed" quick filter
2. Check the count in "Completed Today" metric
3. Review "No Show" and "Cancelled" to understand gaps
4. Clear all filters to see if anyone was missed
## Remember
* **The system helps, but you control it** - Always verify before taking action
* **One patient at a time** - Don't rush, accuracy matters
* **Colors guide you** - Green = future, Yellow = waiting, Blue = active, Gray = done
* **Position numbers are automatic** - Trust the system's queue order
* **Check in promptly, complete promptly** - Keeps everything accurate
With practice, managing the queue becomes natural and much easier than paper registers or verbal tracking!
## Related Features
To learn more about connected features:
* **[Booking Details Panel](./booking-details-panel)** - Detailed guide on viewing patient and appointment information
* **Dashboard** - Overview of your clinic's daily operations
* **Schedule Management** - Setting up doctor availability and time slots
* **Patient Management** - Creating and managing patient records
* **Settings** - Configuring queue and appointment preferences
# Schedule Interruptions (/docs/provider/schedule-interruptions)
## What are Interruptions?
Schedule Interruptions are for **immediate, unplanned needs happening TODAY**.
**Critical Rule: Interruptions are ONLY for today's schedule**
* If you need to block time for a **future date**, use [Schedule Management](./schedule-management) instead
* Interruptions are designed for emergencies and last-minute changes happening RIGHT NOW
* They help you handle unexpected situations that come up during the day
### Real-Life Examples
**Use Interruptions (TODAY ONLY):**
* "I need to leave NOW—family emergency"
* "Just got delayed by 30 minutes, still on my way"
* "Feeling sick right now, canceling rest of today"
* "Urgent meeting just called for this afternoon"
* "Need an unplanned break—exhausted from morning rush"
**DON'T use Interruptions for future dates:**
* "I have a conference next week" → Use [Schedule Management](./schedule-management)
* "Going on vacation next month" → Use [Schedule Management](./schedule-management)
* "Meeting scheduled for tomorrow" → Use [Schedule Management](./schedule-management)
### Quick Decision Guide
**Use Interruptions when:**
* It's happening TODAY
* It's unplanned or just came up
* It's an emergency or last-minute change
* You need to act immediately
**Use [Schedule Management](./schedule-management) when:**
* It's for a future date (tomorrow or later)
* You're planning ahead
* You want to block time in advance
* Example: Vacation, scheduled meetings, planned time off
## Types of Interruptions
All interruption types are for TODAY ONLY. The type helps you categorize why you're interrupting:
**Emergency** (Most common for interruptions)
* Happens suddenly RIGHT NOW
* Examples:
* "Sudden illness—need to leave immediately"
* "Family emergency—canceling rest of today"
* "Doctor called to hospital urgently"
* "Accident on the way to clinic—running 1 hour late"
* When to use: Unexpected situations forcing immediate action
**Break** (Unplanned break today)
* Short pause you didn't anticipate
* Examples:
* "Need urgent 15-minute call with specialist NOW"
* "Feeling exhausted—taking unplanned 30-min break"
* "Equipment issue—30 min to fix"
* When to use: Quick unplanned pauses in TODAY's schedule
**Delay Announcement** (Running late today)
* You're on your way but delayed
* Examples:
* "Traffic jam—30 minutes late"
* "Previous patient emergency ran over—running behind"
* "Meeting went longer—delayed by 45 minutes"
* When to use: To inform patients you're late but still coming TODAY
**Delay Announcement** (Running late today)
* You're on your way but delayed
* Examples:
* "Traffic jam—30 minutes late"
* "Previous patient emergency ran over—running behind"
* "Meeting went longer—delayed by 45 minutes"
* When to use: To inform patients you're late but still coming TODAY
**Note:** The type helps you track why interruptions happen. All types only work for TODAY's schedule.
{/* SCREENSHOT: interruptions-types.png | Interruption type dropdown showing Break, Time Off, Closure, Emergency options */}
## When to Use Interruptions
### DO use Interruptions for:
**TODAY's emergencies:**
* "Need to leave NOW—family emergency"
* "Feeling sick—canceling rest of today"
* "Just got delayed—running 30 min late"
**Immediate unplanned events:**
* "Urgent meeting just came up for this afternoon"
* "Equipment broke—need 1 hour to fix"
* "Called away for emergency consultation"
**Last-minute TODAY changes:**
* "Taking unplanned break right now"
* "Need to leave early today unexpectedly"
* "Can't continue—personal emergency"
### DON'T use Interruptions for:
**Future dates (use Schedule Management instead):**
* "I have a conference next week" → Use [Schedule Management](./schedule-management)
* "Going on vacation next month" → Use [Schedule Management](./schedule-management)
* "Meeting tomorrow at 2 PM" → Use [Schedule Management](./schedule-management)
**Planned time off:**
* "Taking next Friday off" → Use [Schedule Management](./schedule-management)
* "No appointments this Saturday" → Use [Schedule Management](./schedule-management)
**Rule of thumb:** If it's **not happening TODAY**, don't use interruptions. Use [Schedule Management](./schedule-management) to block future dates.
## Creating an Interruption
### Step-by-Step Process
1. **Navigate to Interruptions**
* Click "Interruptions" in the sidebar
* Or use quick-access button if available
2. **Choose Interruption Type**
* Emergency (most common)
* Break (unplanned pause)
* Delay Announcement (running late)
3. **Set Start Time**
* **Date**: Automatically set to TODAY (cannot be changed)
* **Time**: Select when the interruption starts (e.g., "RIGHT NOW" or "2:00 PM TODAY")
* Use time picker provided
4. **Set Duration**
* Enter how long in minutes
* Or select from quick options (15 min, 30 min, 1 hour, "Rest of Day")
* System calculates end time automatically
* **"Rest of Day"** option: Blocks from start time until end of your schedule TODAY
5. **Set Duration**
* Enter how long in minutes
* Or select from quick options (15 min, 30 min, 1 hour, "Rest of Day")
* System calculates end time automatically
* **"Rest of Day"** option: Blocks from start time until end of your schedule TODAY
{/* SCREENSHOT: interruptions-create-form.png | Create Interruption form showing Type, Start Time, Duration fields */}
5. **Choose Effect on Existing Bookings**
The system asks what to do with appointments already booked for TODAY during this time:
**Cancel:**
* Cancels all conflicting bookings for TODAY
* Patients are notified
* *Use when:* You absolutely cannot see those patients TODAY
**Running Late:**
* Pushes TODAY's conflicting bookings to later time slots
* Delays the queue for rest of TODAY
* *Use when:* You're late but still working TODAY
6. **Preview Impact**
* System shows how many bookings TODAY are affected
* Lists patients who will be cancelled or delayed
* Shows impact on TODAY's queue timing
{/* SCREENSHOT: interruptions-impact-preview.png | Impact preview showing affected bookings with patient names and what will happen to each */}
7. **Add Note (Optional)**
* Enter reason for your reference
* Example: "Traffic delay" or "Family emergency"
8. **Click "Create" or "Confirm"**
9. **What happens:**
* Time is blocked immediately for TODAY
* Affected bookings TODAY are cancelled or delayed
* Patients receive notifications (if configured)
* No new bookings allowed during interruption time TODAY
* Tomorrow's schedule is not affected—interruptions only impact TODAY
### Important: Impact on Patients TODAY
**Before creating an interruption, the system shows you:**
* **How many patients** have appointments during that time TODAY
* **Their names and booking IDs**
* **What will happen** to each booking (cancelled or delayed)
**Review this carefully:**
* Can you quickly call affected patients?
* Do you need to manually reschedule them for tomorrow?
* Is this emergency urgent enough to justify automatic cancellations?
**Remember:** Interruptions are for emergencies and unplanned situations TODAY. For planned changes, use [Schedule Management](./schedule-management) to give patients advance notice.
### Effect Options Explained
#### Cancel Effect ("I can't see these patients TODAY")
**What happens:**
* All appointments during this time TODAY are **cancelled**
* Patients are removed from TODAY's queue
* They need to book a different day
* Time slots become unavailable for TODAY
**When to choose Cancel:**
* You're sick and leaving NOW
* Family emergency—can't continue TODAY
* Equipment failure—can't see patients rest of TODAY
* You absolutely cannot accommodate those patients TODAY
**Patient experience:**
* They get immediate cancellation notice
* They have to find a new appointment (tomorrow or later)
* It's inconvenient but necessary for emergencies
**Example:**
* You feel sick at 2 PM and need to leave immediately
* Create interruption: 2 PM - Rest of Day, Cancel effect
* All appointments from 2 PM onwards TODAY are cancelled
* Patients have to rebook for tomorrow or later
***
#### Running Late Effect ("I'm late but still coming TODAY")
**What happens:**
* Appointments are **NOT cancelled**—they're still valid for TODAY
* Everyone's time gets pushed back by how late you are
* Patients still see you TODAY, just later than originally scheduled
* The whole queue for TODAY shifts later
**When to choose Running Late:**
* You're stuck in traffic but on your way
* A meeting is running over but you'll be back soon
* Temporary delay TODAY, not full absence
* You can still see all the patients TODAY, just later
**Patient experience:**
* Their appointment still happens TODAY
* They wait longer than expected
* They still see you the same day
**Example:**
* You're stuck in traffic at 10 AM, will arrive at 10:30
* Create interruption: 10:00-10:30 AM, Running Late
* Patient scheduled for 10:30 AM is now expected at 11:00 AM (30 min later)
* Patient scheduled for 11:00 AM is now expected at 11:30 AM (30 min later)
* Everyone after that is also delayed by 30 minutes for TODAY
* They all still see you TODAY, just later
**Important:** Use Running Late only when you're confident you'll arrive TODAY. If unsure, use Cancel instead.
{/* SCREENSHOT: interruptions-effect-comparison.png | Side-by-side comparison showing Cancel effect vs Running Late effect on patient bookings */}
## Viewing and Managing Interruptions
### Interruptions List
When you open the Interruptions screen, you see:
**TODAY's interruptions prominently displayed:**
* Current active interruption (if any)
* Interruptions created earlier today
* Shows real-time status
**Each entry shows:**
* **Type** icon and label (Emergency, Break, Delay)
* **Time range** (TODAY only)
* **Duration**
* **Impact summary** (e.g., "3 bookings affected")
* **Note/Reason**
* **Status** (Active, Completed)
{/* SCREENSHOT: interruptions-list.png | Interruptions list showing past and upcoming interruptions with type, date, duration, and status */}
### Interruption Statuses
**Active:**
* Happening RIGHT NOW
* Time block currently in effect
* Bookings already affected
* Can be extended or ended early if needed
**Completed:**
* Already passed TODAY
* Historical record for TODAY
* Shows what happened earlier
### Ending an Interruption Early
**For Active Interruptions:**
* You can end them before the scheduled time
* Example: "Traffic cleared up—arriving earlier than expected"
* Click "End Now" to restore normal schedule
* Queue automatically adjusts
**Why end early:**
* Delay resolved faster than expected
* Emergency situation cleared up
* You're ready to resume normal schedule NOW
**Note:** Interruptions are automatically cleared at midnight. Tomorrow starts fresh with your normal schedule.
## Common Workflows
### Handling an Emergency RIGHT NOW
1. Open Interruptions (quick access from anywhere)
2. Create Emergency interruption
3. Start time: "NOW" (current time)
4. Duration: "Rest of Day" or specific hours
5. Choose effect (Cancel if leaving, Cascade if just delayed)
6. Quickly review impact
7. Confirm
8. System immediately notifies affected patients
### Announcing You're Running Late
1. Open Interruptions
2. Create "Delay Announcement" interruption
3. Start time: "NOW"
4. Duration: How late you'll be (e.g., "30 minutes")
5. Choose "Running Late" effect
6. Patients automatically get updated wait times
7. Confirm
### Taking an Unplanned Break NOW
1. Open Interruptions
2. Create "Break" interruption
3. Start time: "NOW"
4. Duration: Break length (15-60 minutes)
5. Choose "Running Late" (queue waits) or "Cancel" (if break is long)
6. Confirm
### Leaving Early TODAY Due to Emergency
1. Open Interruptions
2. Create "Emergency" interruption
3. Start time: "NOW" or when you're leaving
4. Duration: "Rest of Day"
5. Choose "Cancel" effect
6. Review affected patients
7. Confirm
8. Have staff call affected patients to reschedule for tomorrow
## Common Questions
### "How is this different from blocking time in Schedule Management?"
**Schedule Interruptions (THIS FEATURE - TODAY ONLY):**
* For immediate, unplanned needs happening TODAY
* Examples: "Stuck in traffic NOW", "Emergency RIGHT NOW", "Need unplanned break TODAY"
* Date is locked to TODAY
**[Schedule Management](./schedule-management) (FOR FUTURE DATES):**
* For planning ahead—tomorrow and beyond
* For repeating patterns (every Monday, every day, etc.)
* For permanent changes to your schedule
* Examples: "Conference next week", "Vacation next month", "Every day lunch 1-2 PM"
### "What if I need to block time for tomorrow?"
**Don't use Interruptions.** Use [Schedule Management](./schedule-management):
* Go to Schedule Management
* Create a Day-Specific Hours rule for tomorrow
* Or create a Special Period for the specific time range
Interruptions are ONLY for TODAY's emergencies.
### "Can I create interruptions for future dates?"
**No.** The system prevents selecting future dates. Interruptions are designed for immediate needs happening TODAY. For any future date planning, use [Schedule Management](./schedule-management).
### "What happens at midnight?"
Interruptions are automatically cleared at midnight. Each day starts fresh. If you need to block the same time tomorrow, create a new schedule rule in [Schedule Management](./schedule-management).
### "What if I'm running late and it's affecting tomorrow too?"
Create interruption for TODAY's delay only. For tomorrow, use [Schedule Management](./schedule-management) to adjust your hours if you know you'll start late.
### "If I use Running Late, how much later are patients delayed?"
By exactly the duration of the interruption. If you create a 30-minute delay, everyone after it is delayed by 30 minutes for TODAY only.
### "Can I extend an active interruption?"
End the current one early and create a new one with longer duration. Or simply create another interruption for the additional time needed.
## Tips for Using Interruptions Effectively
### 1. Use for Emergencies and Immediate Needs Only
**TODAY ONLY rule:**
* Interruptions are designed for unplanned situations happening NOW
* If you can plan ahead (even by a day), use [Schedule Management](./schedule-management) instead
* Patients appreciate advance notice over last-minute changes
**Example:**
* ✅ RIGHT: "Stuck in traffic NOW—create 30-min delay"
* ❌ WRONG: "I have a conference next week—use Schedule Management instead"
### 2. Choose the Right Effect
**Cancel effect when:**
* You're leaving and won't be back TODAY
* Emergency requires you to stop seeing patients
* You're sick and going home
* Absolutely cannot continue TODAY
**Running Late when:**
* You're late but definitely coming TODAY
* Brief interruption that won't cancel your whole day
* Confident you can still see everyone TODAY, just later
### 3. Communicate with Patients
**The system notifies patients, but:**
* For emergencies affecting many patients, have staff call them
* Provide expected resume time if using Cascade Delay
* Apologize for inconvenience—emergencies happen
### 4. Review Before Confirming
**Always check the impact preview:**
* How many patients affected?
* Can you contact them quickly?
* Is canceling really necessary or can you delay?
### 5. End Interruptions Early If Possible
**If situation resolves faster:**
* Click "End Now" to restore normal schedule
* Patients appreciate getting back on track sooner
* Shows you respect their time
## Key Takeaways
âś… **DO:**
* Use interruptions for TODAY's emergencies only
* Create delay announcements when running late
* Review patient impact before confirming
* End interruptions early if situation resolves
* Use "Rest of Day" for emergencies requiring you to leave
❌ **DON'T:**
* Try to block future dates (use [Schedule Management](./schedule-management))
* Use for planned events (vacations, conferences)
* Use for recurring needs (daily lunch breaks)
* Forget to notify affected patients personally when possible
**Remember:** Interruptions = Immediate, Unplanned, TODAY. Everything else = [Schedule Management](./schedule-management).
**Before you click "Create":**
* Read the impact preview carefully
* Consider: Can I call these patients personally?
* Would it be better to reschedule them manually first?
* Is this emergency serious enough to auto-cancel?
### 3. Choose the Right Effect
**Ask yourself:**
* "Will I be here at all?" → Choose **Cancel**
* "Will I be late but still working?" → Choose **Running Late**
* "Am I 100% sure I'll be back?" → If no, choose **Cancel** to be safe
### 4. Use the Right Tool
**Decision tree:**
1. Does this happen every week on the same days? → Use [Schedule Management](./schedule-management)
2. Is this a permanent change to my hours? → Use [Schedule Management](./schedule-management)
3. Is this a one-time exception or emergency? → Use Interruptions (this page)
**Common mistakes:**
* Creating daily interruptions for lunch → Should be a Block rule in [Schedule Management](./schedule-management)
* Creating interruption for "every Monday" → Should be a Day-Specific rule in [Schedule Management](./schedule-management)
* Using interruption for permanent hour change → Should edit existing rule in [Schedule Management](./schedule-management)
### 5. Keep an Emergency Protocol Ready
**Know these steps by heart:**
1. Open Control Panel
2. Click "Interruptions" in sidebar
3. Click "Create Interruption" or "Add"
4. Choose type: Emergency
5. Set time: Now (or when leaving)
6. Set duration: Best estimate
7. Choose effect: Cancel (if unsure) or Running Late (if coming back)
8. Review impact
9. Confirm
10. Have reception call affected patients
**Practice once** so you're confident when a real emergency happens.
## Related Features
To learn more about connected features:
* **[Schedule Management](./schedule-management)** - Managing your regular weekly availability patterns
* **[Queue Management](./queue-management)** - Managing daily patient flow and appointments
* **[Booking Details Panel](./booking-details-panel)** - Viewing detailed appointment information
## Remember
* Interruptions are for **one-time exceptions**, not regular patterns
* Always **review impact** before confirming
* **Plan ahead** to minimize patient cancellations
* Use **[Schedule Rules](./schedule-management)** for recurring weekly patterns
* Choose effect carefully: **Cancel** vs **Running Late**
Back to [Schedule Management](./schedule-management) for managing your regular availability.
# Schedule & Availability Management (/docs/provider/schedule-management)
## What is Schedule Management?
### Why Use This Feature?
In traditional clinics, managing availability often means:
* Writing working hours on a board or telling reception staff verbally
* Patients booking when you're not actually available
* Manually blocking time for lunch breaks or emergencies
* Confusion when you take a day off or leave early
* Lost bookings because patients don't know your actual schedule
The Schedule Management system solves these problems by:
1. **Setting Clear Working Hours** - Define when you're available for each type of appointment
2. **Automatic Slot Generation** - System creates time slots based on your rules
3. **Preventing Wrong Bookings** - Patients can only book when you're actually available
4. **Easy Blocking for Breaks** - Mark lunch, meetings, or emergencies with one click
5. **Real-Time Updates** - Changes reflect immediately for online bookings
6. **Flexible Rules** - Different hours for different days, different rules for different services
This means fewer scheduling mistakes, better time management, and patients booking only when you can actually see them.
## How Schedule Management Works
Schedule Management has **three main sections** that work together:
### 1. General Availability Hours
**What it is:** Your default working hours that apply broadly (every day, weekdays, or weekends)
**Examples:**
* "Every day: 9 AM to 5 PM"
* "Weekdays only: 9 AM to 8 PM"
* "Weekends: 10 AM to 2 PM"
**Use this for:** Your basic, consistent schedule that covers multiple days at once.
### 2. Day-Specific Hours
**What it is:** Override the general hours for specific days of the week
**Examples:**
* "Mondays: 9 AM to 1 PM" (different from your general weekday hours)
* "Saturdays: 9 AM to 2 PM" (different from your general weekend hours)
* "Wednesdays: Closed" (block a specific day)
**Use this for:** Days that have different hours than your general pattern.
### 3. Special Periods & Availability Blocks
**What it is:** Date ranges, holidays, or future one-time events
**Examples:**
* "December 20-30: Vacation (closed)"
* "Next Friday: Conference (blocked)"
* "Every Tuesday 1-2 PM: Lunch break"
* "January 1: Holiday (closed)"
* "Tomorrow: Doctor appointment (unavailable 2-4 PM)"
**Use this for:** Specific future date ranges, planned time off, or recurring special blocks.
**Important:** For immediate needs happening TODAY (emergencies, running late), use [Schedule Interruptions](./schedule-interruptions) instead.
**How they work together:**
* Start with General Hours (covers most of your week)
* Add Day-Specific Hours for days that have different hours
* Add Special Periods for future planned time off, vacations, holidays
* For TODAY's emergencies only, use [Schedule Interruptions](./schedule-interruptions)
* More specific rules override general ones automatically
## How to Access Schedule Management
1. Log into the Control Panel
2. Click **Schedule** in the left sidebar
3. The Schedule Management screen opens
**What you'll see:**
**At the top:**
* Three numbers showing: Available rules, Blocked rules, Total rules
**Main area - Weekly Schedule Overview:**
* Calendar grid showing Monday through Sunday
* Your availability displayed visually with colored blocks
* Current week is shown by default
**Below the calendar - Three colored sections:**
1. **Green section**: General Availability Hours
2. **Blue section**: Day-Specific Hours
3. **Purple section**: Special Periods & Availability Blocks
Each section has an "Add Rule" button and shows how many rules you've created.
{/* SCREENSHOT: schedule-main-overview.png | Schedule Management main page showing three colored sections (green, blue, purple) with weekly calendar grid at top */}
## Understanding Schedule Rules
### What You'll See
Rules are organized into **three colored sections**:
**1. General Availability Hours (Green section)**
* Rules that apply to multiple days at once
* Shows count: "X rules", "X allow", "X block"
* Use this for your basic schedule pattern
**2. Day-Specific Hours (Blue section)**
* Rules for individual days of the week (Monday, Tuesday, etc.)
* Shows count: "X rules", "X allow", "X block"
* Use this when certain days are different
**3. Special Periods & Availability Blocks (Purple section)**
* Rules for date ranges or special occasions
* Shows count: "X rules", "X allow", "X block"
* Use this for vacations, holidays, recurring blocks
**Each saved rule displays:**
* **Action and time**: "ALLOW • 09:00-17:00" or "BLOCK • 13:00-14:00"
* **Scope**: "general", "weekdays", "monday", etc.
* **Audience**: Icon showing "ALL", "Patients Only", or "Medical Reps"
* **Date created**: When you added this rule
* **Toggle switch**: Turn the rule ON or OFF without deleting it
{/* SCREENSHOT: schedule-rule-cards.png | Example of saved schedule rules showing action, time, scope, audience and toggle switch */}
### Scope Options (Which Days)
When creating a rule, you choose which days it applies to:
**In General Availability Hours section:**
* **Every day** - All 7 days of the week
* Example: "9 AM to 5 PM every single day"
* **Weekdays** - Monday through Friday only
* Example: "9 AM to 8 PM on work days"
* **Weekends** - Saturday and Sunday only
* Example: "10 AM to 2 PM on Saturdays and Sundays"
**In Day-Specific Hours section:**
You can create rules for individual days:
* Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday
* Example: "Mondays 9-1, Thursdays 2-8"
**In Special Periods section:**
You can set date ranges or specific calendar periods (the exact options here may vary).
**How they interact:**
More specific rules override general ones:
* Day-Specific beats General
* Special Periods beat both
Example:
* General: "Weekdays 9-5"
* Day-Specific: "Monday 9-1"
* Result: Monday follows 9-1, other weekdays follow 9-5
{/* SCREENSHOT: schedule-scope-dropdown.png | Scope dropdown showing options: Every day, Weekdays, Weekends */}
### Rule Components
Each rule has several parts you can configure:
#### Action Type
**Allow** (most common):
* Opens time slots for booking
* Green indicator
* *Meaning:* "I'm available during this time"
**Block**:
* Prevents bookings
* Red indicator
* *Meaning:* "Do not allow bookings during this time"
* *Use when:* Regular lunch hours, admin time, etc.
{/* SCREENSHOT: schedule-action-dropdown.png | Action dropdown showing Allow and Block options with icons */}
#### Audience
Controls who can book during this time:
**All** (default):
* Anyone can book - patients and medical reps
* Most common choice for regular hours
**Patients only**:
* Only patients can book
* Medical reps cannot book during this time
* Use when you want to reserve time specifically for patient care
**Medical reps**:
* Only pharmaceutical/medical representatives can book
* Patients cannot book during this time
* Use when you allocate specific slots for medical rep meetings
{/* SCREENSHOT: schedule-audience-dropdown.png | Audience dropdown showing All, Patients only, and Medical reps options with icons */}
#### Time Range
* **Start Time** - When this availability begins (e.g., 09:00 AM)
* **End Time** - When this availability ends (e.g., 05:00 PM)
**Tips:**
* Use 24-hour format or AM/PM clearly
* End time must be after start time
* Can span across noon (e.g., 10 AM to 2 PM includes lunch unless blocked)
#### Active/Inactive Toggle
* **Active** (green) - Rule is currently in effect
* **Inactive** (gray) - Rule exists but is not applied
*Use inactive for:* Temporarily disabling a rule without deleting it
## Creating a New Schedule Rule
### Step-by-Step Process
1. **Choose which section** to add the rule to:
* Click "Add Rule" in **General Availability Hours** (green) for broad patterns
* Click "Add Rule" in **Day-Specific Hours** (blue) for individual days
* Click "Add Rule" in **Special Periods** (purple) for date ranges
2. **The form appears right there** (no popup window)
* You'll see a form labeled "Add New Rule"
* It appears inside the section where you clicked
{/* SCREENSHOT: schedule-add-rule-form.png | Inline "Add New Rule" form showing all fields: Action, Scope, Start Time, End Time, Audience with default values */}
3. **Fill out the form fields:**
**Action** (dropdown):
* Select "Allow" for times you're available
* Select "Block" for times you're unavailable
* Default is "Allow"
**Scope** (dropdown):
* Options depend on which section you're in
* General section: Every day, Weekdays, Weekends
* Day-Specific section: Monday, Tuesday, Wednesday, etc.
* Special Periods section: May include date range options
**Start Time** (time picker):
* Click the field and select time (e.g., 09:00)
* Default is 09:00 (9 AM)
**End Time** (time picker):
* Click the field and select time (e.g., 17:00)
* Default is 17:00 (5 PM)
* Must be after Start Time
**Audience** (dropdown):
* Select "All" for everyone
* Select "Patients only" to exclude medical reps
* Select "Medical reps" to exclude patients
* Default is "All"
4. **Click "Save Rule"**
* Or click "Cancel" to discard
5. **What happens immediately:**
* You see "Saved!" message briefly
* The rule appears as a card below the form
* The weekly calendar grid updates to show the new availability
* The rule counts at the top increase (e.g., "1 Available")
* The rule is automatically turned ON (toggle switch is green)
{/* SCREENSHOT: schedule-rule-saved.png | After saving a rule showing "Saved!" message and the new rule card appearing below */}
### Common Rule Examples
**Example 1: Basic Weekday Hours**
* Action: Allow
* Audience: All
* Scope: Weekdays
* Time: 09:00 AM - 05:00 PM
*Result:* Patients can book Monday to Friday, 9 AM to 5 PM.
**Example 2: Different Hours Each Day**
Create separate rules:
* Monday: 09:00 AM - 01:00 PM (Allow, All, Monday)
* Tuesday: 02:00 PM - 08:00 PM (Allow, All, Tuesday)
* Wednesday: Off (no rule or Block rule)
* Thursday: 09:00 AM - 01:00 PM (Allow, All, Thursday)
* Friday: 09:00 AM - 05:00 PM (Allow, All, Friday)
**Example 3: Split Shift with Lunch Block**
Two rules:
* Rule 1: Allow, All, Weekdays, 09:00 AM - 01:00 PM
* Rule 2: Allow, All, Weekdays, 05:00 PM - 08:00 PM
* (Gap from 1 PM to 5 PM is automatically unavailable)
Or with explicit block:
* Rule 1: Allow, All, Weekdays, 09:00 AM - 08:00 PM
* Rule 2: Block, All, Weekdays, 01:00 PM - 05:00 PM
**Example 4: Medical Rep Hours**
* Allow, Medical Rep, Monday, 10:00 AM - 11:00 AM
* Allow, Patient, Monday, 09:00 AM - 10:00 AM
* Allow, Patient, Monday, 11:00 AM - 01:00 PM
*Result:* 10-11 AM reserved for medical reps only, rest for patients.
**Example 5: Weekend Hours**
* Allow, All, Weekends, 10:00 AM - 02:00 PM
*Result:* Available Saturday and Sunday, 10 AM to 2 PM.
## Editing Schedule Rules
### How to Edit
1. **Find the rule** you want to change in the list
2. **Click the edit icon** (pencil) next to the rule
3. **The rule expands** into an editable form
4. **Make your changes**:
* Change days, times, audience, or action
* System validates as you type
5. **Click "Save"** to apply changes
6. **Or click "Cancel"** to discard changes
### What You Can Change
* **Scope** (which days)
* **Time range** (start and end times)
* **Audience** (who can book)
* **Action** (Allow or Block)
* **Active status** (turn on/off)
### What Happens When You Edit
* **Future bookings** are affected immediately
* **Existing bookings** that fall during the new rule are not automatically cancelled
* System may warn if your change conflicts with existing rules
* Week view updates to reflect new schedule
**Important:** If you shorten hours or block times, check if any confirmed bookings are affected.
## Deleting Schedule Rules
### When to Delete
* Rule no longer needed
* You made a mistake and want to start over
* Replacing with a different pattern
### How to Delete
1. **Find the rule** in the list
2. **Click the delete icon** (trash) next to the rule
3. **Confirm deletion** in the popup
4. **Rule is removed** immediately
### What Happens
* Time slots for that rule disappear
* Patients can no longer book during those times
* Existing confirmed bookings are NOT automatically cancelled
* Week view updates to remove the availability
**Tip:** If unsure, make the rule "Inactive" instead of deleting. You can reactivate it later.
## Toggling Rules On/Off
Instead of deleting, you can temporarily disable rules.
### How to Toggle
1. **Find the rule** in the list
2. **Click the toggle switch** (looks like a switch icon)
* **Green/On** = Active (rule is in effect)
* **Gray/Off** = Inactive (rule is ignored)
### When to Use
* **Temporary closures** without deleting the rule
* **Testing** different schedules
* **Seasonal changes** (turn off summer hours, turn on winter hours)
**Example:** You usually work Saturdays 10-2, but this month you're not. Turn off the Saturday rule for now, turn it back on next month.
## Duplicating Rules
To quickly create similar rules without re-entering everything:
1. **Find a rule** similar to what you need
2. **Click the duplicate icon** (copy icon)
3. **A copy is created** with same settings
4. **Edit the copy** to change days or times as needed
**Use case:** You have "Monday 9-5" and want "Tuesday 9-5" too. Duplicate Monday rule, change day to Tuesday.
## Weekly Schedule Overview (Calendar Grid)
At the top of the page, you'll see a visual weekly calendar showing all your availability.
### Understanding the Week Grid
**Header:**
* Shows current week range (e.g., "Nov 17-23, 2025")
* "Live Preview" indicator
* Previous/Next week navigation arrows
**Seven columns** = Days of the week (Monday through Sunday)
* Each day shows abbreviated name (Mon, Tue, etc.) and full name
* Today is marked with a "Today" badge
* Each day has a "+" button at the top
**Inside each day column:**
**When you have rules:**
* Colored blocks showing your availability
* Each block shows the time range (e.g., "9:00 AM → 5:00 PM")
* Shows audience icon (ALL, Patients Only, or Medical Reps)
* Clickable to see details
* Shows count at bottom (e.g., "1 available, 0 blocked")
**When you have no rules:**
* Empty state icon
* Message: "No rules set"
* "Click + to add"
{/* SCREENSHOT: schedule-empty-state.png | Empty weekly calendar showing "No rules set, Click + to add" message in each day column */}
### How to Use the Week Grid
**Quick visual check:**
* See your entire week at a glance
* Verify rules are working correctly
* Spot days with no coverage
**Navigation:**
* Click arrows to see previous or next week
* Check how your schedule looks in upcoming weeks
**Quick add:**
* Click the "+" button on any day to quickly add a rule for that day
{/* SCREENSHOT: schedule-weekly-grid-with-rules.png | Weekly calendar grid showing availability blocks across Monday-Sunday with time ranges and audience icons */}
## Emergency Changes vs. Regular Planning
**Important distinction:**
Schedule Management is for **all planning - both regular patterns AND future one-time events**. Schedule Interruptions are ONLY for immediate emergencies happening TODAY.
**Use Schedule Management (this page) for:**
* Your regular working hours that repeat weekly
* **Planned vacations or time off** (set for future dates)
* **Conferences, meetings, appointments** (tomorrow or later)
* **Any future date blocking** (even if it's one-time)
* Permanent schedule changes
* Predictable patterns
**Use [Schedule Interruptions](./schedule-interruptions) ONLY for:**
* **Emergencies happening TODAY** (doctor sick, running late)
* **Immediate unplanned needs** (family emergency, traffic delay)
* **Last-minute changes to TODAY's schedule only**
**Key Rule:** If it's for **tomorrow or any future date**, use Schedule Management (this page). Interruptions are locked to TODAY only.
**Examples:**
* ✅ "I have a conference next week" → Use Schedule Management (Day-Specific Hours or Special Period)
* ✅ "Going on vacation next month" → Use Schedule Management (Special Period with date range)
* ✅ "Taking tomorrow off" → Use Schedule Management (Day-Specific Hours for tomorrow)
* ✅ "Stuck in traffic RIGHT NOW" → Use [Schedule Interruptions](./schedule-interruptions)
* ✅ "Family emergency TODAY—leaving immediately" → Use [Schedule Interruptions](./schedule-interruptions)
{/* SCREENSHOT: schedule-three-sections.png | Three colored sections stacked vertically: General Availability Hours (green), Day-Specific Hours (blue), Special Periods (purple) */}
## Understanding Priority and Conflicts
### Rule Conflicts
When you have multiple rules affecting the same time:
**System behavior:**
* More specific rules override general rules
* Day-specific beats Weekdays/Weekends beats Everyday
* Date Range beats Day-specific for those dates
* Block rules override Allow rules (safety first)
**Examples:**
* Weekdays 9-5 (Allow) + Monday 12-1 (Block) = Monday 12-1 is blocked
* Everyday 9-5 (Allow) + Saturday 10-2 (Allow) = Saturday follows the 10-2 rule
* Weekdays 9-5 (Allow) + March 15 to March 20 Date Range 9-12 (Allow) = During those dates, only 9-12 is available
**The system usually warns you** if you create conflicting rules.
### Validation Messages
While creating or editing rules, you might see:
**Errors (Red):**
* "End time must be after start time"
* "Rule overlaps with existing rule"
* "Time range is invalid"
* Must fix before saving
**Warnings (Yellow):**
* "This will affect X existing bookings"
* "Similar rule already exists"
* "Large time gap detected"
* Can save but review recommended
## Tips for Effective Schedule Management
### For Setting Up Your Schedule
1. **Start with General Availability Hours (green section)**
* Create one simple rule first (e.g., "Weekdays 9-5")
* Check the weekly grid to see it appear
* Build from there
2. **Use the right section for each rule**
* **General** (green) = Broad patterns covering multiple days
* **Day-Specific** (blue) = Individual days that are different
* **Special Periods** (purple) = Vacations, holidays, date ranges
* Keeps your schedule organized and easy to understand
3. **Plan for regular breaks**
* Block lunch hours using a rule in General Availability
* Example: Block rule for Weekdays 1-2 PM
* Don't create a new rule every day—make it repeat
4. **Check the weekly grid after creating rules**
* Scroll up to see the calendar
* Verify your availability looks correct
* Look for gaps or mistakes
### For Managing Changes
1. **Plan Ahead for Future Dates**
* Use Schedule Management (this page) to block future dates - don't use Interruptions
* Create Special Periods or Day-Specific Hours for vacations, conferences, time off
* Set these well in advance so patients book around them naturally
* Reduces cancellations since slots won't be available
2. **Use Interruptions ONLY for TODAY**
* [Schedule Interruptions](./schedule-interruptions) are locked to TODAY only
* For emergencies happening RIGHT NOW
* Running late, sudden illness, immediate unplanned needs
* Never for tomorrow or future dates
3. **Review Impact When Blocking Future Dates**
* Check if patients have already booked those dates
* Contact affected patients before creating the block
* Consider rescheduling manually if needed
* The earlier you plan, the fewer conflicts
4. **Use Appropriate Tools**
* Regular weekly patterns → Schedule Rules (General or Day-Specific)
* Future one-time events → Schedule Management (Special Periods or Day-Specific Hours)
* TODAY's emergencies only → [Schedule Interruptions](./schedule-interruptions)
* Rule: If it's not happening TODAY, don't use Interruptions
### For Better Patient Experience
1. **Consistent Hours**
* Try to maintain predictable schedule
* Patients appreciate consistency
* Changes should be communicated
2. **Adequate Availability**
* Ensure enough slots for patient demand
* Monitor booking patterns
* Adjust if slots fill too quickly
3. **Buffer Time**
* Consider blocking 5-10 minutes between shifts
* Allows catch-up if running late
* Prevents back-to-back exhaustion
4. **Emergency Protocol**
* For emergencies happening TODAY: Use [Schedule Interruptions](./schedule-interruptions)
* For planned future blocking: Use Schedule Management (this page)
* Know the difference: TODAY = Interruptions, Future = Schedule Management
* Learn about Cascade Delay for delays in the [Interruptions guide](./schedule-interruptions.md#cascade-delay-effect)
### Common Workflows
**Setting up a new schedule from scratch:**
1. Go to General Availability Hours (green section)
2. Click "Add Rule"
3. Set Action: Allow, Scope: Weekdays, Time: 9 AM - 5 PM, Audience: All
4. Click "Save Rule"
5. Check the weekly grid—you should see availability Mon-Fri
6. If you work weekends, add another rule in General Availability
7. If specific days are different, add rules in Day-Specific Hours (blue)
8. Done!
**Adding a regular lunch break:**
1. Go to General Availability Hours (green section)
2. Click "Add Rule"
3. Set Action: Block, Scope: Weekdays, Time: 1 PM - 2 PM, Audience: All
4. Click "Save Rule"
5. The weekly grid now shows the lunch gap
6. Patients cannot book during this time
**Planning a vacation or future time off:**
1. Go to Special Periods & Availability Blocks (purple section)
2. Click "Add Rule"
3. Set Action: Block, select date range (e.g., Dec 20-30), Audience: All
4. If you need specific time blocking, set times; otherwise, block all day
5. Click "Save Rule"
6. Those dates are now blocked in the calendar
7. Patients cannot book during this period
**Note:** This is for FUTURE dates. For emergencies happening TODAY, use [Schedule Interruptions](./schedule-interruptions).
**Changing your regular hours:**
1. Find the rule you want to change in its section
2. Click the edit icon (pencil) on the rule card
3. Update the time, scope, or other fields
4. Click "Save"
5. The weekly grid updates immediately
6. Consider informing regular patients of the change
## Related Features
To learn more about connected features:
* **[Schedule Interruptions](./schedule-interruptions)** - For TODAY's emergencies ONLY (running late, sudden illness, immediate needs)
* **[Queue Management](./queue-management)** - Managing daily patient flow and appointments
* **[Booking Details Panel](./booking-details-panel)** - Viewing detailed appointment information
* **Dashboard** - Overview of your clinic's operations
* **Patient Management** - Managing patient records
* **Settings** - Configuring clinic preferences
## Common Questions
### "What if I create a rule by mistake?"
Delete it immediately using the delete icon on the rule card. The weekly grid updates right away to remove that availability.
### "Can I temporarily turn off a rule without deleting it?"
Yes! Use the toggle switch on the rule card. When turned OFF (gray), the rule exists but doesn't apply. Turn it back ON (green) whenever you want.
### "Which section should I use for my rules?"
* **General Availability Hours** (green) = Use for patterns covering multiple days (Everyday, Weekdays, Weekends)
* **Day-Specific Hours** (blue) = Use when individual days are different (Monday has different hours than Tuesday)
* **Special Periods** (purple) = Use for vacations, holidays, or date-specific blocks
### "What does 'Audience: All' mean?"
It means both patients and medical reps can book during that time. Choose "Patients only" or "Medical reps" if you want to restrict who can book.
### "Can I have different hours for different services?"
Currently, the Audience field lets you separate Patients from Medical Reps, but not different patient service types. For more complex scheduling, contact support.
### "What happens if my rules overlap?"
More specific rules override general ones. Day-Specific beats General, and Special Periods beat both. Block rules take priority over Allow rules for safety.
### "Why don't I see my rule in the weekly grid?"
Check these:
* Is the rule toggle turned ON (green)?
* Are you looking at the correct week? Use the navigation arrows.
* Did you set the time range correctly?
* Is there a conflicting Block rule?
## Remember
* **General Availability Hours** (green) = Broad patterns for multiple days
* **Day-Specific Hours** (blue) = Individual days that are different
* **Special Periods** (purple) = Vacations, holidays, date ranges
* **Weekly grid** = Visual check that rules are working correctly
* **Toggle switch** = Turn rules on/off without deleting them
* **More specific rules override general ones** = Day-Specific beats General
* **Plan ahead** = Set vacation blocks early so patients book around them
* **Use the right section** = Keeps your schedule organized and easy to manage
With proper schedule management, your appointments run smoothly, patients know when you're available, and you maintain control over your time!
# Settings & Administration (/docs/provider/settings)
## Doctor Profile
Your public profile is what patients see when they search for you. Keep it professional and up-to-date.
1. Go to **Settings > Profile**.
2. **Photo**: Upload a high-quality profile picture.
3. **Bio**: Write a brief introduction about your experience and expertise.
4. **Specialties**: Tag your areas of practice (e.g., Cardiology, Pediatrics).
5. **Qualifications**: List your degrees and certifications.
## Branding (Hospital Admins)
Customize the look and feel of your hospital's page.
1. Go to **Settings > Branding**.
2. **Logo**: Upload your hospital logo.
3. **Banner Image**: Set a cover image for your profile page.
4. **Theme Color**: Choose a primary color that matches your brand.
## Resource Settings
Manage the physical and digital resources of your clinic.
* **Rooms/Cabins**: Define the physical spaces available.
* **Equipment**: Track specialized equipment if needed.
## User Management
(For Hospital Admins)
* **Staff**: Add receptionists, nurses, or other staff members.
* **Roles**: Assign permissions (e.g., "View Only", "Queue Manager").
# Documentation (/docs/user-guide)
Welcome to the NammaDoctor documentation. Please select a guide below to get started.
## Guides
* [Patient Guide](/docs/patient/getting-started) - Learn how to book appointments and track your queue status.
* [Provider Guide](/docs/provider/queue-management) - Manage your clinic, schedule, and patient queue efficiently.
# Getting Started (/docs/user-guide/patient/getting-started)
# Getting Started
Welcome to NammaDoctor! This guide will help you set up your account so you can start booking appointments and tracking your live queue status.
## Creating Your Account
Signing up takes just a few minutes. You'll need your mobile number to get started.
### Why Create an Account?
* **Book appointments** with your favorite doctors
* **Track your position** in the queue in real-time
* **View your appointment history** anytime
* **Get SMS reminders** before your appointments
### Step 1: Enter Your Mobile Number
1. Click **"Sign Up"** in the top navigation.
2. Type your **10-digit mobile number** (example: 9876543210).
3. Click **"Continue"**.
> **Tip:** We recommend using your mobile number to receive appointment reminders via SMS. You can also use your email address.
### Step 2: Verify with OTP
You'll receive a 6-digit code via SMS (or email).
1. Enter the code you received.
2. Click **"Verify"**.
**Didn't receive the code?**
* Wait 1-2 minutes.
* Check your spam folder (if using email).
* Click **"Resend Code"** to get a new one.
### Step 3: Complete Your Profile
Fill in a few details to finish setting up:
1. **Full Name**: Your first and last name.
2. **Create a Password**: Choose something secure.
3. **Gender & Birth Year** (Optional): Helps doctors provide better care.
4. Agree to the Terms of Service and click **"Create Account"**.
## Logging In
Once registered, you can log in to access your dashboard.
1. Click **"Login"** at the top right of the homepage.
2. Enter your registered **Mobile Number** or **Email**.
3. Enter your **Password**.
4. Click **Sign In**.
> **Note:** If you forget your password, use the "Forgot Password" link to reset it via email or SMS.
## Managing Your Profile
Keep your profile up to date to ensure doctors have the correct information.
1. Click on your **Avatar** or **Name** in the top navigation bar.
2. Select **Profile** or **Account Settings**.
3. Here you can:
* Update your **Name** and **Contact Information**.
* Change your **Password**.
* Manage notification preferences.
## Troubleshooting
If you're having trouble signing up or logging in:
* **Check your number**: Make sure you entered the correct mobile number.
* **Network issues**: Ensure you have SMS reception.
* **Clear cache**: Try clearing your browser cache or using a different browser.
Still stuck? Contact our support team for help.
## Next Steps
Now that you are set up, check out our [Patient Guide](./patient-guide.md) to learn how to find doctors, book appointments, and use the live queue.
# Patient Guide (/docs/user-guide/patient/patient-guide)
# Patient Guide
Welcome to the NammaDoctor Patient Guide. This document explains how to find care, book appointments, and use our unique live queue system.
For first-time users, we recommend starting with our [Getting Started](./getting-started.md) guide to create your account.
## Finding Doctors and Hospitals
NammaDoctor makes it easy to find the right care provider near you.
1. **Search**: On the homepage, use the search bar to enter a **Specialty** (e.g., Cardiologist, Dentist) or a **Hospital Name**.
2. **Filter**: You can filter results by location, availability, and consultation fees.
3. **View Profile**: Click on a doctor or hospital card to view detailed information, including qualifications, services, and patient reviews.
## Booking an Appointment
Once you have found a doctor, booking a slot is simple.
1. **Select a Slot**: On the doctor's profile, you will see a list of available time slots. Click on a time that works for you.
2. **Confirm Details**: Review the appointment details. You may be asked to provide a reason for the visit.
3. **Payment**: If a consultation fee applies, proceed to payment. We support UPI and other standard payment methods.
4. **Confirmation**: You will receive a booking confirmation via SMS and Email with your **Token Number**.
## Managing Your Appointments
Keep track of all your bookings - past, present, and upcoming - all in one place.
### Your Dashboard
1. **Log in** to your account.
2. Click on your **profile picture** and select **"My Appointments"**.
Here you will see:
* **Today's Appointments**: Active bookings for the current day.
* **Upcoming**: Future scheduled visits.
* **History**: Past completed or cancelled appointments.
### Understanding Appointment Statuses
* **Payment Pending** 🟡: You have 10 minutes to complete payment.
* **Confirmed** 🟢: Payment done, booking confirmed.
* **Checked In** 🔵: You have arrived at the clinic.
* **Waiting** 🟣: The doctor has called you.
* **In Progress** đźź : Consultation is ongoing.
* **Completed** âś…: Consultation finished.
* **Cancelled** ❌: Appointment cancelled.
* **Missed** ⚠️: You did not show up.
## Using the Live Queue
NammaDoctor features a **Live Queue** system that saves you from waiting for hours at the clinic.
### How to Check Your Queue Position
1. Go to **My Appointments**.
2. Click on **"View Queue"** for today's appointment.
3. The queue screen will open, showing your current position.
### Understanding the Queue Screen
* **Your Position**: The big number shows your place in line. Position #1 means you are next!
* **Estimated Wait**: A real-time estimate of when you will be seen.
* **Queue Info**: Total patients waiting and how many have been seen.
### Automatic Updates
The screen updates automatically every 30 seconds. You don't need to refresh manually.
### When You're Next
As soon as you reach Position #1, a **"You're Next!"** banner appears. This is your signal to head to the consultation room.
> **Tip:** You don't need to reach the clinic hours in advance. Check the live status and arrive just before your turn!
# Booking Details Panel (/docs/user-guide/provider/booking-details-panel)
# Booking Details Panel
## What is the Booking Details Panel?
The Booking Details Panel is a sliding information window that appears from the right side of your screen when you click on any patient in the Queue Management list. Think of it as a detailed file that shows everything about that specific patient's appointment.
### Why Use This Feature?
When managing a busy queue, you often need quick answers to questions like:
* "What time was this patient supposed to arrive?"
* "How long have they been waiting?"
* "What's their phone number so I can call them?"
* "What does the patient see on their phone about their position?"
* "When was this appointment created?"
Instead of searching through different screens or asking the patient repeatedly, this panel brings all the information to you in one place without leaving the queue screen.
**The key advantage:** You get complete patient and appointment details in 2-3 seconds with just one click.
## How to Open the Panel
There are two ways to open the Booking Details Panel:
### Method 1: Click Anywhere on the Patient Row
Simply click anywhere on the patient's row in the queue table (except on the action buttons).
### Method 2: Click the Arrow Button
Every patient row has a small arrow (>) button on the far right. Click it to open the panel.
**What happens:** A panel slides in from the right side, showing detailed information. The queue list stays visible on the left, slightly dimmed.
## How to Close the Panel
To close the panel and return to the full queue view:
* Click the **X button** (top right corner of the panel)
* Click anywhere on the dimmed queue list in the background
* Press the **Escape key** on your keyboard
The panel closes instantly and you're back to the queue view.
## Understanding the Panel Layout
The panel has two main sections:
### Header Section (Top Blue Bar)
Shows at a glance:
* **Booking Number** (e.g., "#60414442")
* **Current Status** (e.g., "CHECKED IN")
* **Patient Name** (e.g., "Deepak Kumar")
* **Phone Number** (clickable to copy)
This header stays visible even when you scroll down through the tabs.
### Tab Section (Main Content)
Contains four tabs with different types of information:
1. **Overview** - Booking and patient basic details
2. **Queue Position** - Live queue status
3. **Timeline** - Appointment history
4. **Notes** - Additional remarks
Click any tab to switch between different views.
## Overview Tab
This is the default tab that opens first. It contains the most frequently needed information divided into two sections.
### Booking Details Section
This section shows everything about the appointment itself:
**1. Booking ID**
* Example: "#60414442"
* Unique number for this appointment
* *Use it for:* Reference in reports, tracking issues, or when calling patient back
**2. Status**
* Example: "CHECKED IN", "CALLED", "CONFIRMED"
* Current state of the appointment
* *What it tells you:* Where this patient is in their journey
**3. Category**
* Usually shows: "PATIENT"
* Type of appointment
* *What it means:* Regular patient consultation (as opposed to admin tasks or other categories)
**4. Priority**
* Shows: Normal priority, High priority, or "—" (no priority)
* Whether this patient needs to be seen urgently
* *When set:* Emergency cases, VIP patients, or medical urgency
* *Appears as:* "—" for most regular appointments
**5. Scheduled Start**
* Example: "9:38 am"
* Original appointment time when patient booked
* *Use it for:* Knowing when patient was supposed to arrive
**6. Scheduled End**
* Example: "9:40 am"
* When appointment was expected to finish
* *Usually:* 2 minutes after start (standard consultation slot)
**7. Expected Start**
* Example: "9:38 am" or "10:15 am"
* **Current** expected start time (adjusted for delays)
* *How it works:* If doctor is running late, this time shifts forward
* *Compare with Scheduled Start:* If different, you're running behind schedule
**8. Expected End**
* Example: "9:40 am" or "10:17 am"
* Current expected finish time (adjusted for delays)
* *Use it for:* Estimating when you'll be free for the next patient
**9. Resource**
* Example: "doctor-0001-01-Consultation"
* Which doctor and service type
* *What it shows:* The doctor's ID and consultation type
* *Helpful when:* Multiple doctors or services in same clinic
**10. Created**
* Example: "6:25 am"
* When this booking was originally made
* *Use it for:* Understanding if it's a last-minute booking or planned ahead
### Patient Information Section
This section shows details about the patient:
**1. Name**
* Full patient name
* Example: "Deepak Kumar"
**2. Contact**
* Patient's phone number
* Example: "+919999999999"
* **Special feature:** Click the small copy icon next to the number to copy it
* *Use it for:* Calling patient if they're delayed or to inform about wait times
### When to Use the Overview Tab
**Before calling a patient:**
* Check their name pronunciation
* Verify they're at the right time slot
* See if they have priority status
**When a patient is delayed:**
* Compare Scheduled Start vs Expected Start to see how much delay
* Get their phone number to call them
**For record-keeping:**
* Note the Booking ID for reports
* Check when booking was created
**When managing resources:**
* Verify which doctor/resource this patient is assigned to
* Confirm consultation type
## Queue Position Tab
This tab shows **exactly what the patient sees on their phone** when they check their queue position. It's like looking over the patient's shoulder at their mobile screen.
### Why This Matters
When patients call asking "How much longer?", you can:
1. Click their name to open this panel
2. Switch to Queue Position tab
3. See the same information they're seeing
4. Give them accurate answers
This prevents misunderstandings and shows patients you're using the same system they are.
### What's Shown in Queue Position Tab
#### Visual Queue Line
A graphical representation showing:
**Patient's Position (YOU marker):**
* Shows where the patient is in the queue
* Example: "Position #1", "Position #2", etc.
* *Lower number = closer to seeing doctor*
**Arrow Indicators:**
* Right-pointing arrows showing flow direction
* Represents movement toward the doctor
**Status Icons:**
* 📢 Called - Patient has been called
* 👨‍⚕️ Doctor - Doctor's position in the visual
* Various symbols showing current state
**How to read it:**
* Patient starts on the left
* Moves right as queue progresses
* Reaches doctor icon on the right when it's their turn
#### Summary Statistics
Three key numbers displayed prominently:
**1. Ahead of You**
* Example: "0 Ahead of You", "3 Ahead of You"
* Number of patients who will be seen before this one
* *0 means:* They're next in line
* *Higher numbers mean:* More waiting time
**2. Expected Wait Time**
* Shows a clock icon with status
* Examples:
* "⏰ On time" (green) - No delay
* "⏰ 5m delay" (yellow) - Small delay
* "⏰ 20m delay" (red) - Significant delay
* *Calculated based on:* Current queue speed and number ahead
**3. Scheduled Time**
* Example: "9:38 am"
* Original appointment time
* *Reminder of:* When patient was supposed to be seen
#### Live Queue Status
Bottom section showing:
**Auto-refresh Timer:**
* Example: "Auto-refresh 300s"
* Shows how often data updates automatically
* *Means:* Information refreshes every 5 minutes (300 seconds)
**Refresh Button:**
* Manual refresh option
* Patient can click it to get latest queue position immediately
* *In the panel:* You see the same button
**Last Updated Time:**
* Example: "Last updated at 07:04:14 am"
* Shows when data was last fetched
* *Helps verify:* Information is current
#### Queue Overview Section
Additional statistics shown:
**Total Patients Today:**
* Example: "7 Patients"
* How many patients are scheduled for the doctor today
* *Helps patient understand:* How busy the clinic is
**Queue Progress:**
* Visual breakdown showing:
* **Waiting Room:** "2" - Patients checked in and waiting
* **Being Called:** "5" - Patients currently being called
* **With Doctor:** "0" - Patients in consultation
* **Arrows between stages** show flow direction
* *Explanation text:* "Patients move through these stages from left to right"
#### Queue Context (Technical Details)
For administrative reference:
* **Resource ID:** Internal system ID (e.g., "60414338")
* **Service Date:** Date of appointment (e.g., "2025-11-20")
* **Last Updated:** Timestamp of last data refresh
* **Patient ID:** Internal patient ID (e.g., "60413949")
**When you need this:**
* Troubleshooting technical issues
* Coordinating with IT support
* Verifying system data accuracy
### When to Use Queue Position Tab
**When patient asks "How much longer?":**
1. Open their booking panel
2. Switch to Queue Position tab
3. Look at "Ahead of You" number
4. Check "Expected Wait Time"
5. Give them accurate estimate
**When patient says "The app shows I'm next":**
1. Verify by checking this tab
2. Confirm if they're really Position #1
3. Explain any discrepancy if the app is outdated
**When explaining delays to patients:**
1. Show them the wait time status (on time vs delayed)
2. Point to "Queue Progress" to explain how many ahead
3. Helps manage expectations transparently
**For training new staff:**
* Show them what patients see on their phones
* Helps them answer patient questions better
* Builds empathy for patient experience
## Timeline Tab
*(This tab shows appointment history and status changes - details to be confirmed from actual implementation)*
The Timeline tab displays a chronological history of all events related to this appointment:
**Typical events shown:**
* When booking was created
* When patient checked in
* When patient was called
* Status changes
* Any modifications to the appointment
* Cancellations or rescheduling
**When to use:**
* Investigating issues with an appointment
* Understanding why a patient's status changed
* Audit trail for quality assurance
* Resolving disputes about timing
## Notes Tab
*(This tab allows adding/viewing additional notes - details to be confirmed from actual implementation)*
The Notes tab provides space for adding or viewing additional information about the patient or appointment.
**Typical uses:**
* Special medical requirements
* Communication notes (e.g., "Prefers morning slots")
* Behavioral notes (e.g., "Always arrives 15 min early")
* Follow-up reminders
* Administrative notes
**When to use:**
* Recording important patient preferences
* Noting special circumstances
* Communication between staff members
* Future reference for repeat visits
## Tips for Using the Booking Details Panel Effectively
### For Quick Information Gathering
1. **Use keyboard shortcuts** - Press Escape to close quickly
2. **Keep it open while making calls** - Panel stays open, so you can reference info while talking to patient
3. **Copy phone numbers** - Click the copy icon rather than writing it down
### For Better Patient Communication
1. **Show patients the Queue Position tab** - If they're at the desk, you can show them what they'll see on their phone
2. **Use it to explain delays** - Visual queue line helps explain why they're waiting
3. **Reference specific times** - Use "Scheduled Start" vs "Expected Start" to show exact delay
### For Efficient Queue Management
1. **Don't close the panel immediately** - Keep it open if you're about to call the patient
2. **Check priority before calling** - Ensure no high-priority patients are waiting
3. **Verify resource assignment** - Make sure patient is in the right doctor's queue
### Common Workflows
**When a patient arrives late:**
1. Click their name to open panel
2. Check "Scheduled Start" to see how late they are
3. Check "Expected Start" to see if you can still fit them in
4. Make decision to accommodate or reschedule
**When a patient calls asking about wait time:**
1. Search for their name in queue
2. Open panel and go to Queue Position tab
3. Tell them "You have X people ahead, expected wait is Y minutes"
4. Use "Expected Start" to give them specific time
**When checking end-of-day completion:**
1. Filter to show "Completed" status
2. Open each completed booking
3. Verify "Created" vs completion time for statistics
4. Check if any notes need follow-up
## Important Points to Remember
### About Information Accuracy
* **Real-time updates:** Most information updates automatically
* **Manual refresh available:** Use the refresh button if something seems wrong
* **Status reflects queue list:** If you update status in queue, it updates in panel too
### About Privacy
* **Visible to staff only:** Patients cannot see the full panel (only their Queue Position view)
* **Phone numbers are sensitive:** Don't share them unnecessarily
* **Notes are internal:** Only clinic staff can see notes
### About System Behavior
* **Panel doesn't lock the queue:** You can still use action buttons in the main queue while panel is open
* **Changes update both views:** If someone else updates the patient status, both queue and panel update
* **Multi-patient viewing:** You can open different patient panels by clicking on different rows
## Related Features
* **[Queue Management](./queue-management.md)** - Main queue screen where you access this panel
* **Patient Management** - Creating and managing patient profiles
* **Schedule Management** - Setting up doctor schedules and time slots
* **Dashboard** - Overview of clinic operations
## Troubleshooting
### "Panel won't open when I click patient row"
**Check:**
* Are you clicking on an action button instead of the row itself?
* Try clicking the arrow (>) button on the far right
* Refresh the page if the issue persists
### "Information looks outdated"
**Solutions:**
* Click the refresh button in Queue Position tab
* Close and reopen the panel
* Refresh the main queue screen
### "Can't find a patient in the panel"
**Remember:**
* Panel shows details for ONE patient at a time
* Click different patient rows to switch between patients
* Close current panel before opening a new one for clarity
### "Phone number won't copy"
**Try:**
* Click directly on the copy icon (small button next to number)
* If it still doesn't work, you can type it manually from what's displayed
* Report to IT if copy function consistently fails
***
**Remember:** The Booking Details Panel is your quick reference tool. Use it whenever you need more information about a patient than what's shown in the queue table. It saves time and reduces errors by putting all information in one organized view.
# Patient Management (/docs/user-guide/provider/patient-management)
# Patient Management
The **Patients** section allows you to view and manage your patient database. It serves as a digital registry of everyone who has visited your clinic.
## Patient List
Navigate to **Patients** in the sidebar to see the full list.
* **Search**: Quickly find a patient by Name, Mobile Number, or ID.
* **Filter**: Sort by "Last Visit", "Newest", etc.
## Patient Profile
Click on any patient to view their detailed profile.
### 1. Personal Details
* Name, Age, Gender.
* Contact Information (Phone, Email).
* Address.
### 2. Visit History
A timeline of all past appointments and consultations with your clinic.
* **Date**: When they visited.
* **Doctor**: Who they saw.
* **Diagnosis/Notes**: Summary of the visit (if recorded).
### 3. Upcoming Appointments
See if the patient has any future bookings scheduled.
## Adding a New Patient
While most patients are added automatically when they book or walk in, you can manually add a record.
1. Click **+ Add Patient**.
2. Enter the required details.
3. Save.
This is useful for migrating legacy records or adding family members.
# Queue Management (/docs/user-guide/provider/queue-management)
# Queue Management
## What is Queue Management?
Queue Management is your control center for handling all patient appointments throughout the day. Think of it as your digital reception desk - it shows you who's waiting, who's been called, and who's with the doctor right now.
### Why Use This Feature?
In traditional clinics, managing patients often means:
* Calling out names loudly in crowded waiting rooms
* Patients constantly asking "How much longer?"
* Confusion about who's next
* Lost track of no-shows and cancellations
* Paper registers that get messy
The Queue Management screen solves all these problems by:
1. **Showing Everyone at Once** - See all patients for the day in one organized list
2. **Automatic Queue Positions** - System assigns position numbers so patients know their turn
3. **Clear Status for Each Patient** - Know instantly who's waiting, who's called, who completed
4. **One-Click Actions** - Check in, call, start service, or complete with single button clicks
5. **Real-Time Updates** - Numbers change automatically as you work
6. **No Shouting Needed** - Patients can see their position on their phones
This means less confusion, shorter wait times, and happier patients.
## How to Access
1. Log into the Control Panel
2. Click **Queue** in the left sidebar
3. The Queue Management screen opens
## Understanding the Dashboard
### The Numbers at the Top
When you open Queue Management, you'll see 5 boxes with numbers. These give you a quick snapshot of the day:
### The Numbers at the Top
When you open Queue Management, you'll see 5 boxes with numbers. These give you a quick snapshot of the day:
1. **Active Patients** - How many patients are currently in the system (waiting, called, or with doctor)
* *Why it matters:* Tells you how busy you are right now
2. **Avg Wait Time** - Average waiting time in minutes
* *Why it matters:* If this number is high (above 20-30 minutes), patients are waiting too long
3. **Delayed** - Number of patients waiting longer than they should
* *Why it matters:* These patients need attention - they've been waiting past their appointment time
4. **Completed Today** - How many patients finished appointments today
* *Why it matters:* Shows your productivity for the day
5. **On-Time Rate** - What percentage of patients are being seen on time
* *Why it matters:* 100% means perfect timing, below 80% means you're falling behind
**Tip:** Keep an eye on "Delayed" and "On-Time Rate". If delays increase, you may need to speed up or adjust the schedule.
## Finding and Filtering Patients
With many patients throughout the day, you need ways to find them quickly. The system provides several tools:
### Status Filter Buttons (The Colored Buttons)
Right below the numbers, you'll see colored pill-shaped buttons. These let you show or hide different groups of patients:
* **Hold** (yellow badge) - Patients whose booking expired but weren't checked in
* *Common situation:* They booked yesterday for today but haven't arrived
* **Confirmed** (green badge) - Patients with future bookings who haven't checked in yet
* *Common situation:* They booked online, appointment time hasn't arrived
* **Called** (blue badge) - Patients called to the consultation room
* *Common situation:* You called their name, they're on the way to the doctor
* **In Service** (dark blue badge) - Patients currently with the doctor
* *Common situation:* Consultation happening right now
* **Completed** (gray badge) - Patients who finished their appointments
* *When to check:* End of day to see how many you served
* **Cancelled** (red badge) - Cancelled appointments
* *When to check:* Track cancellations for the day
* **No Show** (pink badge) - Patients who didn't show up
* *When to check:* Mark patients who never arrived despite booking
**How to use:** Click any button to show/hide that group. A checkmark (âś“) means you're seeing that group.
**Common combinations:**
* Click only "Confirmed", "Called", "In Service" to see active patients
* Click "Completed" alone to review finished appointments
* Click "Hold" and "Confirmed" to see who might still arrive
### The Search Box
The search box (with magnifying glass icon) helps find a specific patient fast.
**You can search by:**
* Patient name: Type "Kumar" to find all Kumars
* Phone number: Type "99999" to find by phone
* Booking ID: Type "60414" to find by booking number
**Best for:** When a patient calls asking about their appointment, or when they arrive and you need to find them quickly.
### Filter by Waiting Time (Delay Dropdown)
The dropdown menu next to search lets you filter by how long patients are waiting:
* **All Delays** - Show everyone (no filter)
* **5+ minutes** - Patients waiting more than 5 minutes
* **10+ minutes** - Patients waiting more than 10 minutes
* **20+ minutes** - Patients waiting more than 20 minutes
* **30+ minutes** - Patients waiting more than 30 minutes
**When to use:** If you want to prioritize patients who've been waiting too long, select "20+ minutes" to see them first.
### Quick Filter Shortcuts
At the bottom of the filter area, you'll see quick shortcut buttons:
* **Active** - One click to show only active patients (waiting + called + in service)
* *Use this most of the time for daily work*
* **Active with Called** - Same as above
* **Delayed** - Show only delayed patients
* *Use when you need to catch up with backlog*
* **Today's Completed** - Show completed appointments
* *Use at end of day to count finished consultations*
## The Patient List Table
The main area shows all patients in a table format. Let's understand each column:
### What Each Column Shows
1. **Pos (Position)**
* Shows queue position: 1, 2, 3, 4...
* Only appears for checked-in patients who are actively waiting
* Shows "-" for patients not yet checked in
* *How it helps:* Patients with lower numbers go first
2. **Booking ID**
* Unique number for each appointment (e.g., "60414442")
* *How it helps:* Reference number for tracking and reports
3. **Patient**
* Shows three things together:
* Patient's name (e.g., "Deepak Kumar")
* Appointment time (e.g., "9:38 am")
* Phone number (you can click to copy it)
* *How it helps:* All patient info in one place
4. **Status**
* Current state in colored badges
* Examples: CONFIRMED, CHECKED IN WAITING, CALLED, IN SERVICE, COMPLETED
* Colors match the filter buttons
* *How it helps:* Know instantly where each patient is in their journey
5. **Delay**
* How many minutes late (e.g., "0m", "15m", "30m")
* Shows "0m" if on time or ahead of schedule
* *How it helps:* Spot patients waiting too long
6. **Actions**
* Buttons to move patient to next stage
* Changes based on current status
* *How it helps:* One-click to update patient status
7. **Arrow (>)**
* Click to see full patient details in side panel
* *How it helps:* Get detailed information without leaving the page
## Working with Patients - Step by Step
Now let's learn how to actually manage patients through their journey. Each patient goes through stages, and you help them move forward.
### Stage 1: Patient Books Appointment
When a patient books (online or phone), they appear in your list with **CONFIRMED** status and no position number (shows "-").
**What you see:**
* Status: Green badge "CONFIRMED"
* Position: "-" (not in queue yet)
* Actions: "Check In" and "Cancel" buttons
**What it means:** Patient has an appointment but hasn't arrived at the clinic yet.
### Stage 2: Patient Arrives - Checking Them In
When a patient walks into your clinic:
1. **Find their name** in the table
* Use search if needed
* Look for green "CONFIRMED" badge
2. **Click the "Check In" button** next to their name
3. **What happens:**
* Status changes to "CHECKED IN WAITING" (yellow badge)
* They get a position number (Pos column now shows 8, 9, 10, etc.)
* They're now officially in the waiting queue
**What this means for the patient:** They can now see their position on their phone and know how many people are ahead.
**Common question:** "What if they arrived early?"
* Still check them in. They'll get a position and wait their turn based on appointment time.
**Common question:** "What if they're late?"
* Check them in. System tracks the delay automatically.
### Stage 3: Calling the Next Patient
When the doctor is ready for the next patient, you have two options:
#### Option A: Use "Call Next" Button (Recommended)
1. **Click the blue "Call Next" button** at the top right of the screen
2. **System automatically:**
* Finds the next patient in queue
* Changes their status to "CALLED" (blue badge)
* Can trigger notifications to patient's phone
3. **Why use this:** It's automatic and prevents mistakes in queue order
#### Option B: Manual Call (for specific situations)
If you need to call a specific patient (not necessarily next in line):
1. Find the patient with "CHECKED IN WAITING" status
2. Their Actions will show available buttons
3. Click appropriate action button
**Note:** "Call Next" is simpler and reduces errors.
### Stage 4: Patient Enters Consultation Room
When the called patient comes to the doctor's room:
1. **Find the patient** with "CALLED" status (blue badge)
2. **Click "Start Service" button**
3. **What happens:**
* Status changes to "IN SERVICE" (darker blue badge)
* Other patients see this person is with doctor
* Timer starts tracking consultation time
**Why this matters:** Patients in waiting room know the doctor is busy, helps manage expectations.
### Stage 5: Consultation Finishes
When the doctor finishes with a patient:
1. **Find the patient** with "IN SERVICE" status
2. **Click "Complete" button**
3. **What happens:**
* Status changes to "COMPLETED" (gray badge)
* Patient leaves the active queue
* Position numbers readjust for remaining patients
* "Completed Today" counter increases
**Tip:** Complete patients promptly so the count stays accurate throughout the day.
### Handling Cancellations
Sometimes patients cancel or need to be removed from the queue.
**Who can be cancelled:**
* CONFIRMED patients (before check-in)
* CHECKED IN WAITING patients
* CALLED patients
* Even IN SERVICE patients (rare, but possible)
**How to cancel:**
1. **Find the patient** you need to cancel
2. **Click the "Cancel" button** in their Actions column
3. **A popup appears** asking for confirmation
4. **Confirm or select a reason** (if required)
5. **What happens:**
* Status changes to "CANCELLED" (red badge)
* They're removed from active queue
* Position numbers readjust for others
**Common reasons to cancel:**
* Patient called to say they can't come
* Patient waited too long and left
* Emergency change in schedule
### Handling No-Shows
If a patient was called but never came to the consultation room:
**Option 1:** Mark as No Show (if your system provides this action)
**Option 2:** Cancel them with reason "No Show"
**Why track this:** Helps understand patient behavior and can affect future bookings.
## Viewing Detailed Patient Information
When you need more information about a patient than what's shown in the queue table, click on any patient row. This opens the **Booking Details Panel** - a detailed view that slides in from the right.
### What You Can See
The panel contains four tabs with different information:
1. **Overview** - Booking ID, status, times, patient name, phone number
2. **Queue Position** - Exactly what the patient sees on their phone (useful when they ask "how much longer?")
3. **Timeline** - Appointment history and status changes
4. **Notes** - Additional remarks about the patient
### Quick Actions
* **Copy phone number** - Click the copy icon next to patient's phone
* **Close panel** - Click X button or click outside the panel
* **Switch patients** - Click different patient rows to view different patients
For complete details about using this panel, see **[Booking Details Panel](./booking-details-panel.md)**.
**When to use:** Before calling a patient, when patient asks about wait time, or when you need complete appointment details.
## The Refresh Button
The circular arrow button (↻) next to the filters manually refreshes the patient list.
**When to use:**
* If the screen seems stuck
* If you know a patient just booked but don't see them
* If numbers don't match what you expect
**Usually not needed:** The screen updates automatically most of the time.
## Tips for Smooth Queue Management
### For Receptionists
1. **Check in patients as soon as they arrive**
* Don't make them wait to be added to the queue
* Faster check-in = patients can see their position sooner
2. **Use "Call Next" instead of manual selection**
* Prevents accidentally skipping someone
* Maintains fair queue order
3. **Keep the "Active" filter on during busy hours**
* Shows only patients who matter right now
* Less clutter, less confusion
4. **Complete patients promptly**
* Keeps the queue accurate
* Helps track daily productivity
5. **Check "Delayed" filter if wait times are growing**
* See who's been waiting longest
* Can call family to inform about delays
### For Doctors
1. **Glance at "Active Patients" number**
* Tells you how many more to go
* Helps plan your energy and breaks
2. **Check "Avg Wait Time"**
* If over 30 minutes, consider speeding up
* Or inform waiting patients about delay
3. **Use patient details panel**
* Quickly review patient info before they enter
* Check appointment times and notes
### Understanding Colors
The system uses colors consistently:
* **Green** = Confirmed/future appointments
* **Yellow** = Waiting (checked in or on hold)
* **Blue** = Active movement (called, in service)
* **Gray** = Completed (done)
* **Red** = Problem status (cancelled)
* **Pink** = No show
These colors appear in both the filter buttons and status badges, making it easy to scan visually.
## Common Scenarios
### "Patient says they're here but I don't see them"
1. Check if search box has old text - clear it
2. Check status filters - make sure "Confirmed" is selected
3. Click refresh button
4. Search by phone number
5. They might have booked for different day/doctor
### "Two patients arrived at same time"
1. Check in both patients
2. System assigns positions based on appointment time
3. Earlier appointment gets lower position number
4. Use "Call Next" - it handles this automatically
### "Patient needs to leave early"
1. Find the patient in the list
2. Check their position
3. If urgent, you can manually call them ahead
4. Or cancel and reschedule
### "Doctor is running very late"
1. Check "Delayed" filter to see how many affected
2. Note the "Avg Wait Time" number
3. Consider informing waiting patients
4. Use patient details to get phone numbers for calling
### "End of day - checking completion"
1. Click "Today's Completed" quick filter
2. Check the count in "Completed Today" metric
3. Review "No Show" and "Cancelled" to understand gaps
4. Clear all filters to see if anyone was missed
## Remember
* **The system helps, but you control it** - Always verify before taking action
* **One patient at a time** - Don't rush, accuracy matters
* **Colors guide you** - Green = future, Yellow = waiting, Blue = active, Gray = done
* **Position numbers are automatic** - Trust the system's queue order
* **Check in promptly, complete promptly** - Keeps everything accurate
With practice, managing the queue becomes natural and much easier than paper registers or verbal tracking!
## Related Features
To learn more about connected features:
* **[Booking Details Panel](./booking-details-panel.md)** - Detailed guide on viewing patient and appointment information
* **Dashboard** - Overview of your clinic's daily operations
* **Schedule Management** - Setting up doctor availability and time slots
* **Patient Management** - Creating and managing patient records
* **Settings** - Configuring queue and appointment preferences
# Schedule Interruptions (/docs/user-guide/provider/schedule-interruptions)
# Schedule Interruptions
## What are Interruptions?
Schedule Interruptions are for **immediate, unplanned needs happening TODAY**.
**Critical Rule: Interruptions are ONLY for today's schedule**
* If you need to block time for a **future date**, use [Schedule Management](./schedule-management.md) instead
* Interruptions are designed for emergencies and last-minute changes happening RIGHT NOW
* They help you handle unexpected situations that come up during the day
### Real-Life Examples
**Use Interruptions (TODAY ONLY):**
* "I need to leave NOW—family emergency"
* "Just got delayed by 30 minutes, still on my way"
* "Feeling sick right now, canceling rest of today"
* "Urgent meeting just called for this afternoon"
* "Need an unplanned break—exhausted from morning rush"
**DON'T use Interruptions for future dates:**
* "I have a conference next week" → Use [Schedule Management](./schedule-management.md)
* "Going on vacation next month" → Use [Schedule Management](./schedule-management.md)
* "Meeting scheduled for tomorrow" → Use [Schedule Management](./schedule-management.md)
### Quick Decision Guide
**Use Interruptions when:**
* It's happening TODAY
* It's unplanned or just came up
* It's an emergency or last-minute change
* You need to act immediately
**Use [Schedule Management](./schedule-management.md) when:**
* It's for a future date (tomorrow or later)
* You're planning ahead
* You want to block time in advance
* Example: Vacation, scheduled meetings, planned time off
## Types of Interruptions
All interruption types are for TODAY ONLY. The type helps you categorize why you're interrupting:
**Emergency** (Most common for interruptions)
* Happens suddenly RIGHT NOW
* Examples:
* "Sudden illness—need to leave immediately"
* "Family emergency—canceling rest of today"
* "Doctor called to hospital urgently"
* "Accident on the way to clinic—running 1 hour late"
* When to use: Unexpected situations forcing immediate action
**Break** (Unplanned break today)
* Short pause you didn't anticipate
* Examples:
* "Need urgent 15-minute call with specialist NOW"
* "Feeling exhausted—taking unplanned 30-min break"
* "Equipment issue—30 min to fix"
* When to use: Quick unplanned pauses in TODAY's schedule
**Delay Announcement** (Running late today)
* You're on your way but delayed
* Examples:
* "Traffic jam—30 minutes late"
* "Previous patient emergency ran over—running behind"
* "Meeting went longer—delayed by 45 minutes"
* When to use: To inform patients you're late but still coming TODAY
**Delay Announcement** (Running late today)
* You're on your way but delayed
* Examples:
* "Traffic jam—30 minutes late"
* "Previous patient emergency ran over—running behind"
* "Meeting went longer—delayed by 45 minutes"
* When to use: To inform patients you're late but still coming TODAY
**Note:** The type helps you track why interruptions happen. All types only work for TODAY's schedule.
## When to Use Interruptions
### DO use Interruptions for:
**TODAY's emergencies:**
* "Need to leave NOW—family emergency"
* "Feeling sick—canceling rest of today"
* "Just got delayed—running 30 min late"
**Immediate unplanned events:**
* "Urgent meeting just came up for this afternoon"
* "Equipment broke—need 1 hour to fix"
* "Called away for emergency consultation"
**Last-minute TODAY changes:**
* "Taking unplanned break right now"
* "Need to leave early today unexpectedly"
* "Can't continue—personal emergency"
### DON'T use Interruptions for:
**Future dates (use Schedule Management instead):**
* "I have a conference next week" → Use [Schedule Management](./schedule-management.md)
* "Going on vacation next month" → Use [Schedule Management](./schedule-management.md)
* "Meeting tomorrow at 2 PM" → Use [Schedule Management](./schedule-management.md)
**Planned time off:**
* "Taking next Friday off" → Use [Schedule Management](./schedule-management.md)
* "No appointments this Saturday" → Use [Schedule Management](./schedule-management.md)
**Rule of thumb:** If it's **not happening TODAY**, don't use interruptions. Use [Schedule Management](./schedule-management.md) to block future dates.
## Creating an Interruption
### Step-by-Step Process
1. **Navigate to Interruptions**
* Click "Interruptions" in the sidebar
* Or use quick-access button if available
2. **Choose Interruption Type**
* Emergency (most common)
* Break (unplanned pause)
* Delay Announcement (running late)
3. **Set Start Time**
* **Date**: Automatically set to TODAY (cannot be changed)
* **Time**: Select when the interruption starts (e.g., "RIGHT NOW" or "2:00 PM TODAY")
* Use time picker provided
4. **Set Duration**
* Enter how long in minutes
* Or select from quick options (15 min, 30 min, 1 hour, "Rest of Day")
* System calculates end time automatically
* **"Rest of Day"** option: Blocks from start time until end of your schedule TODAY
5. **Set Duration**
* Enter how long in minutes
* Or select from quick options (15 min, 30 min, 1 hour, "Rest of Day")
* System calculates end time automatically
* **"Rest of Day"** option: Blocks from start time until end of your schedule TODAY
5. **Choose Effect on Existing Bookings**
The system asks what to do with appointments already booked for TODAY during this time:
**Cancel:**
* Cancels all conflicting bookings for TODAY
* Patients are notified
* *Use when:* You absolutely cannot see those patients TODAY
**Running Late:**
* Pushes TODAY's conflicting bookings to later time slots
* Delays the queue for rest of TODAY
* *Use when:* You're late but still working TODAY
6. **Preview Impact**
* System shows how many bookings TODAY are affected
* Lists patients who will be cancelled or delayed
* Shows impact on TODAY's queue timing
7. **Add Note (Optional)**
* Enter reason for your reference
* Example: "Traffic delay" or "Family emergency"
8. **Click "Create" or "Confirm"**
9. **What happens:**
* Time is blocked immediately for TODAY
* Affected bookings TODAY are cancelled or delayed
* Patients receive notifications (if configured)
* No new bookings allowed during interruption time TODAY
* Tomorrow's schedule is not affected—interruptions only impact TODAY
### Important: Impact on Patients TODAY
**Before creating an interruption, the system shows you:**
* **How many patients** have appointments during that time TODAY
* **Their names and booking IDs**
* **What will happen** to each booking (cancelled or delayed)
**Review this carefully:**
* Can you quickly call affected patients?
* Do you need to manually reschedule them for tomorrow?
* Is this emergency urgent enough to justify automatic cancellations?
**Remember:** Interruptions are for emergencies and unplanned situations TODAY. For planned changes, use [Schedule Management](./schedule-management.md) to give patients advance notice.
### Effect Options Explained
#### Cancel Effect ("I can't see these patients TODAY")
**What happens:**
* All appointments during this time TODAY are **cancelled**
* Patients are removed from TODAY's queue
* They need to book a different day
* Time slots become unavailable for TODAY
**When to choose Cancel:**
* You're sick and leaving NOW
* Family emergency—can't continue TODAY
* Equipment failure—can't see patients rest of TODAY
* You absolutely cannot accommodate those patients TODAY
**Patient experience:**
* They get immediate cancellation notice
* They have to find a new appointment (tomorrow or later)
* It's inconvenient but necessary for emergencies
**Example:**
* You feel sick at 2 PM and need to leave immediately
* Create interruption: 2 PM - Rest of Day, Cancel effect
* All appointments from 2 PM onwards TODAY are cancelled
* Patients have to rebook for tomorrow or later
***
#### Running Late Effect ("I'm late but still coming TODAY")
**What happens:**
* Appointments are **NOT cancelled**—they're still valid for TODAY
* Everyone's time gets pushed back by how late you are
* Patients still see you TODAY, just later than originally scheduled
* The whole queue for TODAY shifts later
**When to choose Running Late:**
* You're stuck in traffic but on your way
* A meeting is running over but you'll be back soon
* Temporary delay TODAY, not full absence
* You can still see all the patients TODAY, just later
**Patient experience:**
* Their appointment still happens TODAY
* They wait longer than expected
* They still see you the same day
**Example:**
* You're stuck in traffic at 10 AM, will arrive at 10:30
* Create interruption: 10:00-10:30 AM, Running Late
* Patient scheduled for 10:30 AM is now expected at 11:00 AM (30 min later)
* Patient scheduled for 11:00 AM is now expected at 11:30 AM (30 min later)
* Everyone after that is also delayed by 30 minutes for TODAY
* They all still see you TODAY, just later
**Important:** Use Running Late only when you're confident you'll arrive TODAY. If unsure, use Cancel instead.
## Viewing and Managing Interruptions
### Interruptions List
When you open the Interruptions screen, you see:
**TODAY's interruptions prominently displayed:**
* Current active interruption (if any)
* Interruptions created earlier today
* Shows real-time status
**Each entry shows:**
* **Type** icon and label (Emergency, Break, Delay)
* **Time range** (TODAY only)
* **Duration**
* **Impact summary** (e.g., "3 bookings affected")
* **Note/Reason**
* **Status** (Active, Completed)
### Interruption Statuses
**Active:**
* Happening RIGHT NOW
* Time block currently in effect
* Bookings already affected
* Can be extended or ended early if needed
**Completed:**
* Already passed TODAY
* Historical record for TODAY
* Shows what happened earlier
### Ending an Interruption Early
**For Active Interruptions:**
* You can end them before the scheduled time
* Example: "Traffic cleared up—arriving earlier than expected"
* Click "End Now" to restore normal schedule
* Queue automatically adjusts
**Why end early:**
* Delay resolved faster than expected
* Emergency situation cleared up
* You're ready to resume normal schedule NOW
**Note:** Interruptions are automatically cleared at midnight. Tomorrow starts fresh with your normal schedule.
## Common Workflows
### Handling an Emergency RIGHT NOW
1. Open Interruptions (quick access from anywhere)
2. Create Emergency interruption
3. Start time: "NOW" (current time)
4. Duration: "Rest of Day" or specific hours
5. Choose effect (Cancel if leaving, Cascade if just delayed)
6. Quickly review impact
7. Confirm
8. System immediately notifies affected patients
### Announcing You're Running Late
1. Open Interruptions
2. Create "Delay Announcement" interruption
3. Start time: "NOW"
4. Duration: How late you'll be (e.g., "30 minutes")
5. Choose "Running Late" effect
6. Patients automatically get updated wait times
7. Confirm
### Taking an Unplanned Break NOW
1. Open Interruptions
2. Create "Break" interruption
3. Start time: "NOW"
4. Duration: Break length (15-60 minutes)
5. Choose "Running Late" (queue waits) or "Cancel" (if break is long)
6. Confirm
### Leaving Early TODAY Due to Emergency
1. Open Interruptions
2. Create "Emergency" interruption
3. Start time: "NOW" or when you're leaving
4. Duration: "Rest of Day"
5. Choose "Cancel" effect
6. Review affected patients
7. Confirm
8. Have staff call affected patients to reschedule for tomorrow
## Common Questions
### "How is this different from blocking time in Schedule Management?"
**Schedule Interruptions (THIS FEATURE - TODAY ONLY):**
* For immediate, unplanned needs happening TODAY
* Examples: "Stuck in traffic NOW", "Emergency RIGHT NOW", "Need unplanned break TODAY"
* Date is locked to TODAY
**[Schedule Management](./schedule-management.md) (FOR FUTURE DATES):**
* For planning ahead—tomorrow and beyond
* For repeating patterns (every Monday, every day, etc.)
* For permanent changes to your schedule
* Examples: "Conference next week", "Vacation next month", "Every day lunch 1-2 PM"
### "What if I need to block time for tomorrow?"
**Don't use Interruptions.** Use [Schedule Management](./schedule-management.md):
* Go to Schedule Management
* Create a Day-Specific Hours rule for tomorrow
* Or create a Special Period for the specific time range
Interruptions are ONLY for TODAY's emergencies.
### "Can I create interruptions for future dates?"
**No.** The system prevents selecting future dates. Interruptions are designed for immediate needs happening TODAY. For any future date planning, use [Schedule Management](./schedule-management.md).
### "What happens at midnight?"
Interruptions are automatically cleared at midnight. Each day starts fresh. If you need to block the same time tomorrow, create a new schedule rule in [Schedule Management](./schedule-management.md).
### "What if I'm running late and it's affecting tomorrow too?"
Create interruption for TODAY's delay only. For tomorrow, use [Schedule Management](./schedule-management.md) to adjust your hours if you know you'll start late.
### "If I use Running Late, how much later are patients delayed?"
By exactly the duration of the interruption. If you create a 30-minute delay, everyone after it is delayed by 30 minutes for TODAY only.
### "Can I extend an active interruption?"
End the current one early and create a new one with longer duration. Or simply create another interruption for the additional time needed.
## Tips for Using Interruptions Effectively
### 1. Use for Emergencies and Immediate Needs Only
**TODAY ONLY rule:**
* Interruptions are designed for unplanned situations happening NOW
* If you can plan ahead (even by a day), use [Schedule Management](./schedule-management.md) instead
* Patients appreciate advance notice over last-minute changes
**Example:**
* ✅ RIGHT: "Stuck in traffic NOW—create 30-min delay"
* ❌ WRONG: "I have a conference next week—use Schedule Management instead"
### 2. Choose the Right Effect
**Cancel effect when:**
* You're leaving and won't be back TODAY
* Emergency requires you to stop seeing patients
* You're sick and going home
* Absolutely cannot continue TODAY
**Running Late when:**
* You're late but definitely coming TODAY
* Brief interruption that won't cancel your whole day
* Confident you can still see everyone TODAY, just later
### 3. Communicate with Patients
**The system notifies patients, but:**
* For emergencies affecting many patients, have staff call them
* Provide expected resume time if using Cascade Delay
* Apologize for inconvenience—emergencies happen
### 4. Review Before Confirming
**Always check the impact preview:**
* How many patients affected?
* Can you contact them quickly?
* Is canceling really necessary or can you delay?
### 5. End Interruptions Early If Possible
**If situation resolves faster:**
* Click "End Now" to restore normal schedule
* Patients appreciate getting back on track sooner
* Shows you respect their time
## Key Takeaways
âś… **DO:**
* Use interruptions for TODAY's emergencies only
* Create delay announcements when running late
* Review patient impact before confirming
* End interruptions early if situation resolves
* Use "Rest of Day" for emergencies requiring you to leave
❌ **DON'T:**
* Try to block future dates (use [Schedule Management](./schedule-management.md))
* Use for planned events (vacations, conferences)
* Use for recurring needs (daily lunch breaks)
* Forget to notify affected patients personally when possible
**Remember:** Interruptions = Immediate, Unplanned, TODAY. Everything else = [Schedule Management](./schedule-management.md).
**Before you click "Create":**
* Read the impact preview carefully
* Consider: Can I call these patients personally?
* Would it be better to reschedule them manually first?
* Is this emergency serious enough to auto-cancel?
### 3. Choose the Right Effect
**Ask yourself:**
* "Will I be here at all?" → Choose **Cancel**
* "Will I be late but still working?" → Choose **Running Late**
* "Am I 100% sure I'll be back?" → If no, choose **Cancel** to be safe
### 4. Use the Right Tool
**Decision tree:**
1. Does this happen every week on the same days? → Use [Schedule Management](./schedule-management.md)
2. Is this a permanent change to my hours? → Use [Schedule Management](./schedule-management.md)
3. Is this a one-time exception or emergency? → Use Interruptions (this page)
**Common mistakes:**
* Creating daily interruptions for lunch → Should be a Block rule in [Schedule Management](./schedule-management.md)
* Creating interruption for "every Monday" → Should be a Day-Specific rule in [Schedule Management](./schedule-management.md)
* Using interruption for permanent hour change → Should edit existing rule in [Schedule Management](./schedule-management.md)
### 5. Keep an Emergency Protocol Ready
**Know these steps by heart:**
1. Open Control Panel
2. Click "Interruptions" in sidebar
3. Click "Create Interruption" or "Add"
4. Choose type: Emergency
5. Set time: Now (or when leaving)
6. Set duration: Best estimate
7. Choose effect: Cancel (if unsure) or Running Late (if coming back)
8. Review impact
9. Confirm
10. Have reception call affected patients
**Practice once** so you're confident when a real emergency happens.
## Related Features
To learn more about connected features:
* **[Schedule Management](./schedule-management.md)** - Managing your regular weekly availability patterns
* **[Queue Management](./queue-management.md)** - Managing daily patient flow and appointments
* **[Booking Details Panel](./booking-details-panel.md)** - Viewing detailed appointment information
## Remember
* Interruptions are for **one-time exceptions**, not regular patterns
* Always **review impact** before confirming
* **Plan ahead** to minimize patient cancellations
* Use **[Schedule Rules](./schedule-management.md)** for recurring weekly patterns
* Choose effect carefully: **Cancel** vs **Running Late**
Back to [Schedule Management](./schedule-management.md) for managing your regular availability.
# Schedule & Availability Management (/docs/user-guide/provider/schedule-management)
# Schedule & Availability Management
## What is Schedule Management?
Schedule Management is your tool for controlling when patients can book appointments with you. Think of it as your digital appointment calendar - it tells the system when you're available to see patients and when you're not.
### Why Use This Feature?
In traditional clinics, managing availability often means:
* Writing working hours on a board or telling reception staff verbally
* Patients booking when you're not actually available
* Manually blocking time for lunch breaks or emergencies
* Confusion when you take a day off or leave early
* Lost bookings because patients don't know your actual schedule
The Schedule Management system solves these problems by:
1. **Setting Clear Working Hours** - Define when you're available for each type of appointment
2. **Automatic Slot Generation** - System creates time slots based on your rules
3. **Preventing Wrong Bookings** - Patients can only book when you're actually available
4. **Easy Blocking for Breaks** - Mark lunch, meetings, or emergencies with one click
5. **Real-Time Updates** - Changes reflect immediately for online bookings
6. **Flexible Rules** - Different hours for different days, different rules for different services
This means fewer scheduling mistakes, better time management, and patients booking only when you can actually see them.
## How Schedule Management Works
Schedule Management has **three main sections** that work together:
### 1. General Availability Hours
**What it is:** Your default working hours that apply broadly (every day, weekdays, or weekends)
**Examples:**
* "Every day: 9 AM to 5 PM"
* "Weekdays only: 9 AM to 8 PM"
* "Weekends: 10 AM to 2 PM"
**Use this for:** Your basic, consistent schedule that covers multiple days at once.
### 2. Day-Specific Hours
**What it is:** Override the general hours for specific days of the week
**Examples:**
* "Mondays: 9 AM to 1 PM" (different from your general weekday hours)
* "Saturdays: 9 AM to 2 PM" (different from your general weekend hours)
* "Wednesdays: Closed" (block a specific day)
**Use this for:** Days that have different hours than your general pattern.
### 3. Special Periods & Availability Blocks
**What it is:** Date ranges, holidays, or future one-time events
**Examples:**
* "December 20-30: Vacation (closed)"
* "Next Friday: Conference (blocked)"
* "Every Tuesday 1-2 PM: Lunch break"
* "January 1: Holiday (closed)"
* "Tomorrow: Doctor appointment (unavailable 2-4 PM)"
**Use this for:** Specific future date ranges, planned time off, or recurring special blocks.
**Important:** For immediate needs happening TODAY (emergencies, running late), use [Schedule Interruptions](./schedule-interruptions.md) instead.
**How they work together:**
* Start with General Hours (covers most of your week)
* Add Day-Specific Hours for days that have different hours
* Add Special Periods for future planned time off, vacations, holidays
* For TODAY's emergencies only, use [Schedule Interruptions](./schedule-interruptions.md)
* More specific rules override general ones automatically
## How to Access Schedule Management
1. Log into the Control Panel
2. Click **Schedule** in the left sidebar
3. The Schedule Management screen opens
**What you'll see:**
**At the top:**
* Three numbers showing: Available rules, Blocked rules, Total rules
**Main area - Weekly Schedule Overview:**
* Calendar grid showing Monday through Sunday
* Your availability displayed visually with colored blocks
* Current week is shown by default
**Below the calendar - Three colored sections:**
1. **Green section**: General Availability Hours
2. **Blue section**: Day-Specific Hours
3. **Purple section**: Special Periods & Availability Blocks
Each section has an "Add Rule" button and shows how many rules you've created.
## Understanding Schedule Rules
### What You'll See
Rules are organized into **three colored sections**:
**1. General Availability Hours (Green section)**
* Rules that apply to multiple days at once
* Shows count: "X rules", "X allow", "X block"
* Use this for your basic schedule pattern
**2. Day-Specific Hours (Blue section)**
* Rules for individual days of the week (Monday, Tuesday, etc.)
* Shows count: "X rules", "X allow", "X block"
* Use this when certain days are different
**3. Special Periods & Availability Blocks (Purple section)**
* Rules for date ranges or special occasions
* Shows count: "X rules", "X allow", "X block"
* Use this for vacations, holidays, recurring blocks
**Each saved rule displays:**
* **Action and time**: "ALLOW • 09:00-17:00" or "BLOCK • 13:00-14:00"
* **Scope**: "general", "weekdays", "monday", etc.
* **Audience**: Icon showing "ALL", "Patients Only", or "Medical Reps"
* **Date created**: When you added this rule
* **Toggle switch**: Turn the rule ON or OFF without deleting it
### Scope Options (Which Days)
When creating a rule, you choose which days it applies to:
**In General Availability Hours section:**
* **Every day** - All 7 days of the week
* Example: "9 AM to 5 PM every single day"
* **Weekdays** - Monday through Friday only
* Example: "9 AM to 8 PM on work days"
* **Weekends** - Saturday and Sunday only
* Example: "10 AM to 2 PM on Saturdays and Sundays"
**In Day-Specific Hours section:**
You can create rules for individual days:
* Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday
* Example: "Mondays 9-1, Thursdays 2-8"
**In Special Periods section:**
You can set date ranges or specific calendar periods (the exact options here may vary).
**How they interact:**
More specific rules override general ones:
* Day-Specific beats General
* Special Periods beat both
Example:
* General: "Weekdays 9-5"
* Day-Specific: "Monday 9-1"
* Result: Monday follows 9-1, other weekdays follow 9-5
### Rule Components
Each rule has several parts you can configure:
#### Action Type
**Allow** (most common):
* Opens time slots for booking
* Green indicator
* *Meaning:* "I'm available during this time"
**Block**:
* Prevents bookings
* Red indicator
* *Meaning:* "Do not allow bookings during this time"
* *Use when:* Regular lunch hours, admin time, etc.
#### Audience
Controls who can book during this time:
**All** (default):
* Anyone can book - patients and medical reps
* Most common choice for regular hours
**Patients only**:
* Only patients can book
* Medical reps cannot book during this time
* Use when you want to reserve time specifically for patient care
**Medical reps**:
* Only pharmaceutical/medical representatives can book
* Patients cannot book during this time
* Use when you allocate specific slots for medical rep meetings
#### Time Range
* **Start Time** - When this availability begins (e.g., 09:00 AM)
* **End Time** - When this availability ends (e.g., 05:00 PM)
**Tips:**
* Use 24-hour format or AM/PM clearly
* End time must be after start time
* Can span across noon (e.g., 10 AM to 2 PM includes lunch unless blocked)
#### Active/Inactive Toggle
* **Active** (green) - Rule is currently in effect
* **Inactive** (gray) - Rule exists but is not applied
*Use inactive for:* Temporarily disabling a rule without deleting it
## Creating a New Schedule Rule
### Step-by-Step Process
1. **Choose which section** to add the rule to:
* Click "Add Rule" in **General Availability Hours** (green) for broad patterns
* Click "Add Rule" in **Day-Specific Hours** (blue) for individual days
* Click "Add Rule" in **Special Periods** (purple) for date ranges
2. **The form appears right there** (no popup window)
* You'll see a form labeled "Add New Rule"
* It appears inside the section where you clicked
3. **Fill out the form fields:**
**Action** (dropdown):
* Select "Allow" for times you're available
* Select "Block" for times you're unavailable
* Default is "Allow"
**Scope** (dropdown):
* Options depend on which section you're in
* General section: Every day, Weekdays, Weekends
* Day-Specific section: Monday, Tuesday, Wednesday, etc.
* Special Periods section: May include date range options
**Start Time** (time picker):
* Click the field and select time (e.g., 09:00)
* Default is 09:00 (9 AM)
**End Time** (time picker):
* Click the field and select time (e.g., 17:00)
* Default is 17:00 (5 PM)
* Must be after Start Time
**Audience** (dropdown):
* Select "All" for everyone
* Select "Patients only" to exclude medical reps
* Select "Medical reps" to exclude patients
* Default is "All"
4. **Click "Save Rule"**
* Or click "Cancel" to discard
5. **What happens immediately:**
* You see "Saved!" message briefly
* The rule appears as a card below the form
* The weekly calendar grid updates to show the new availability
* The rule counts at the top increase (e.g., "1 Available")
* The rule is automatically turned ON (toggle switch is green)
### Common Rule Examples
**Example 1: Basic Weekday Hours**
* Action: Allow
* Audience: All
* Scope: Weekdays
* Time: 09:00 AM - 05:00 PM
*Result:* Patients can book Monday to Friday, 9 AM to 5 PM.
**Example 2: Different Hours Each Day**
Create separate rules:
* Monday: 09:00 AM - 01:00 PM (Allow, All, Monday)
* Tuesday: 02:00 PM - 08:00 PM (Allow, All, Tuesday)
* Wednesday: Off (no rule or Block rule)
* Thursday: 09:00 AM - 01:00 PM (Allow, All, Thursday)
* Friday: 09:00 AM - 05:00 PM (Allow, All, Friday)
**Example 3: Split Shift with Lunch Block**
Two rules:
* Rule 1: Allow, All, Weekdays, 09:00 AM - 01:00 PM
* Rule 2: Allow, All, Weekdays, 05:00 PM - 08:00 PM
* (Gap from 1 PM to 5 PM is automatically unavailable)
Or with explicit block:
* Rule 1: Allow, All, Weekdays, 09:00 AM - 08:00 PM
* Rule 2: Block, All, Weekdays, 01:00 PM - 05:00 PM
**Example 4: Medical Rep Hours**
* Allow, Medical Rep, Monday, 10:00 AM - 11:00 AM
* Allow, Patient, Monday, 09:00 AM - 10:00 AM
* Allow, Patient, Monday, 11:00 AM - 01:00 PM
*Result:* 10-11 AM reserved for medical reps only, rest for patients.
**Example 5: Weekend Hours**
* Allow, All, Weekends, 10:00 AM - 02:00 PM
*Result:* Available Saturday and Sunday, 10 AM to 2 PM.
## Editing Schedule Rules
### How to Edit
1. **Find the rule** you want to change in the list
2. **Click the edit icon** (pencil) next to the rule
3. **The rule expands** into an editable form
4. **Make your changes**:
* Change days, times, audience, or action
* System validates as you type
5. **Click "Save"** to apply changes
6. **Or click "Cancel"** to discard changes
### What You Can Change
* **Scope** (which days)
* **Time range** (start and end times)
* **Audience** (who can book)
* **Action** (Allow or Block)
* **Active status** (turn on/off)
### What Happens When You Edit
* **Future bookings** are affected immediately
* **Existing bookings** that fall during the new rule are not automatically cancelled
* System may warn if your change conflicts with existing rules
* Week view updates to reflect new schedule
**Important:** If you shorten hours or block times, check if any confirmed bookings are affected.
## Deleting Schedule Rules
### When to Delete
* Rule no longer needed
* You made a mistake and want to start over
* Replacing with a different pattern
### How to Delete
1. **Find the rule** in the list
2. **Click the delete icon** (trash) next to the rule
3. **Confirm deletion** in the popup
4. **Rule is removed** immediately
### What Happens
* Time slots for that rule disappear
* Patients can no longer book during those times
* Existing confirmed bookings are NOT automatically cancelled
* Week view updates to remove the availability
**Tip:** If unsure, make the rule "Inactive" instead of deleting. You can reactivate it later.
## Toggling Rules On/Off
Instead of deleting, you can temporarily disable rules.
### How to Toggle
1. **Find the rule** in the list
2. **Click the toggle switch** (looks like a switch icon)
* **Green/On** = Active (rule is in effect)
* **Gray/Off** = Inactive (rule is ignored)
### When to Use
* **Temporary closures** without deleting the rule
* **Testing** different schedules
* **Seasonal changes** (turn off summer hours, turn on winter hours)
**Example:** You usually work Saturdays 10-2, but this month you're not. Turn off the Saturday rule for now, turn it back on next month.
## Duplicating Rules
To quickly create similar rules without re-entering everything:
1. **Find a rule** similar to what you need
2. **Click the duplicate icon** (copy icon)
3. **A copy is created** with same settings
4. **Edit the copy** to change days or times as needed
**Use case:** You have "Monday 9-5" and want "Tuesday 9-5" too. Duplicate Monday rule, change day to Tuesday.
## Weekly Schedule Overview (Calendar Grid)
At the top of the page, you'll see a visual weekly calendar showing all your availability.
### Understanding the Week Grid
**Header:**
* Shows current week range (e.g., "Nov 17-23, 2025")
* "Live Preview" indicator
* Previous/Next week navigation arrows
**Seven columns** = Days of the week (Monday through Sunday)
* Each day shows abbreviated name (Mon, Tue, etc.) and full name
* Today is marked with a "Today" badge
* Each day has a "+" button at the top
**Inside each day column:**
**When you have rules:**
* Colored blocks showing your availability
* Each block shows the time range (e.g., "9:00 AM → 5:00 PM")
* Shows audience icon (ALL, Patients Only, or Medical Reps)
* Clickable to see details
* Shows count at bottom (e.g., "1 available, 0 blocked")
**When you have no rules:**
* Empty state icon
* Message: "No rules set"
* "Click + to add"
### How to Use the Week Grid
**Quick visual check:**
* See your entire week at a glance
* Verify rules are working correctly
* Spot days with no coverage
**Navigation:**
* Click arrows to see previous or next week
* Check how your schedule looks in upcoming weeks
**Quick add:**
* Click the "+" button on any day to quickly add a rule for that day
## Emergency Changes vs. Regular Planning
**Important distinction:**
Schedule Management is for **all planning - both regular patterns AND future one-time events**. Schedule Interruptions are ONLY for immediate emergencies happening TODAY.
**Use Schedule Management (this page) for:**
* Your regular working hours that repeat weekly
* **Planned vacations or time off** (set for future dates)
* **Conferences, meetings, appointments** (tomorrow or later)
* **Any future date blocking** (even if it's one-time)
* Permanent schedule changes
* Predictable patterns
**Use [Schedule Interruptions](./schedule-interruptions.md) ONLY for:**
* **Emergencies happening TODAY** (doctor sick, running late)
* **Immediate unplanned needs** (family emergency, traffic delay)
* **Last-minute changes to TODAY's schedule only**
**Key Rule:** If it's for **tomorrow or any future date**, use Schedule Management (this page). Interruptions are locked to TODAY only.
**Examples:**
* ✅ "I have a conference next week" → Use Schedule Management (Day-Specific Hours or Special Period)
* ✅ "Going on vacation next month" → Use Schedule Management (Special Period with date range)
* ✅ "Taking tomorrow off" → Use Schedule Management (Day-Specific Hours for tomorrow)
* ✅ "Stuck in traffic RIGHT NOW" → Use [Schedule Interruptions](./schedule-interruptions.md)
* ✅ "Family emergency TODAY—leaving immediately" → Use [Schedule Interruptions](./schedule-interruptions.md)
## Understanding Priority and Conflicts
### Rule Conflicts
When you have multiple rules affecting the same time:
**System behavior:**
* More specific rules override general rules
* Day-specific beats Weekdays/Weekends beats Everyday
* Date Range beats Day-specific for those dates
* Block rules override Allow rules (safety first)
**Examples:**
* Weekdays 9-5 (Allow) + Monday 12-1 (Block) = Monday 12-1 is blocked
* Everyday 9-5 (Allow) + Saturday 10-2 (Allow) = Saturday follows the 10-2 rule
* Weekdays 9-5 (Allow) + March 15 to March 20 Date Range 9-12 (Allow) = During those dates, only 9-12 is available
**The system usually warns you** if you create conflicting rules.
### Validation Messages
While creating or editing rules, you might see:
**Errors (Red):**
* "End time must be after start time"
* "Rule overlaps with existing rule"
* "Time range is invalid"
* Must fix before saving
**Warnings (Yellow):**
* "This will affect X existing bookings"
* "Similar rule already exists"
* "Large time gap detected"
* Can save but review recommended
## Tips for Effective Schedule Management
### For Setting Up Your Schedule
1. **Start with General Availability Hours (green section)**
* Create one simple rule first (e.g., "Weekdays 9-5")
* Check the weekly grid to see it appear
* Build from there
2. **Use the right section for each rule**
* **General** (green) = Broad patterns covering multiple days
* **Day-Specific** (blue) = Individual days that are different
* **Special Periods** (purple) = Vacations, holidays, date ranges
* Keeps your schedule organized and easy to understand
3. **Plan for regular breaks**
* Block lunch hours using a rule in General Availability
* Example: Block rule for Weekdays 1-2 PM
* Don't create a new rule every day—make it repeat
4. **Check the weekly grid after creating rules**
* Scroll up to see the calendar
* Verify your availability looks correct
* Look for gaps or mistakes
### For Managing Changes
1. **Plan Ahead for Future Dates**
* Use Schedule Management (this page) to block future dates - don't use Interruptions
* Create Special Periods or Day-Specific Hours for vacations, conferences, time off
* Set these well in advance so patients book around them naturally
* Reduces cancellations since slots won't be available
2. **Use Interruptions ONLY for TODAY**
* [Schedule Interruptions](./schedule-interruptions.md) are locked to TODAY only
* For emergencies happening RIGHT NOW
* Running late, sudden illness, immediate unplanned needs
* Never for tomorrow or future dates
3. **Review Impact When Blocking Future Dates**
* Check if patients have already booked those dates
* Contact affected patients before creating the block
* Consider rescheduling manually if needed
* The earlier you plan, the fewer conflicts
4. **Use Appropriate Tools**
* Regular weekly patterns → Schedule Rules (General or Day-Specific)
* Future one-time events → Schedule Management (Special Periods or Day-Specific Hours)
* TODAY's emergencies only → [Schedule Interruptions](./schedule-interruptions.md)
* Rule: If it's not happening TODAY, don't use Interruptions
### For Better Patient Experience
1. **Consistent Hours**
* Try to maintain predictable schedule
* Patients appreciate consistency
* Changes should be communicated
2. **Adequate Availability**
* Ensure enough slots for patient demand
* Monitor booking patterns
* Adjust if slots fill too quickly
3. **Buffer Time**
* Consider blocking 5-10 minutes between shifts
* Allows catch-up if running late
* Prevents back-to-back exhaustion
4. **Emergency Protocol**
* For emergencies happening TODAY: Use [Schedule Interruptions](./schedule-interruptions.md)
* For planned future blocking: Use Schedule Management (this page)
* Know the difference: TODAY = Interruptions, Future = Schedule Management
* Learn about Cascade Delay for delays in the [Interruptions guide](./schedule-interruptions.md#cascade-delay-effect)
### Common Workflows
**Setting up a new schedule from scratch:**
1. Go to General Availability Hours (green section)
2. Click "Add Rule"
3. Set Action: Allow, Scope: Weekdays, Time: 9 AM - 5 PM, Audience: All
4. Click "Save Rule"
5. Check the weekly grid—you should see availability Mon-Fri
6. If you work weekends, add another rule in General Availability
7. If specific days are different, add rules in Day-Specific Hours (blue)
8. Done!
**Adding a regular lunch break:**
1. Go to General Availability Hours (green section)
2. Click "Add Rule"
3. Set Action: Block, Scope: Weekdays, Time: 1 PM - 2 PM, Audience: All
4. Click "Save Rule"
5. The weekly grid now shows the lunch gap
6. Patients cannot book during this time
**Planning a vacation or future time off:**
1. Go to Special Periods & Availability Blocks (purple section)
2. Click "Add Rule"
3. Set Action: Block, select date range (e.g., Dec 20-30), Audience: All
4. If you need specific time blocking, set times; otherwise, block all day
5. Click "Save Rule"
6. Those dates are now blocked in the calendar
7. Patients cannot book during this period
**Note:** This is for FUTURE dates. For emergencies happening TODAY, use [Schedule Interruptions](./schedule-interruptions.md).
**Changing your regular hours:**
1. Find the rule you want to change in its section
2. Click the edit icon (pencil) on the rule card
3. Update the time, scope, or other fields
4. Click "Save"
5. The weekly grid updates immediately
6. Consider informing regular patients of the change
## Related Features
To learn more about connected features:
* **[Schedule Interruptions](./schedule-interruptions.md)** - For TODAY's emergencies ONLY (running late, sudden illness, immediate needs)
* **[Queue Management](./queue-management.md)** - Managing daily patient flow and appointments
* **[Booking Details Panel](./booking-details-panel.md)** - Viewing detailed appointment information
* **Dashboard** - Overview of your clinic's operations
* **Patient Management** - Managing patient records
* **Settings** - Configuring clinic preferences
## Common Questions
### "What if I create a rule by mistake?"
Delete it immediately using the delete icon on the rule card. The weekly grid updates right away to remove that availability.
### "Can I temporarily turn off a rule without deleting it?"
Yes! Use the toggle switch on the rule card. When turned OFF (gray), the rule exists but doesn't apply. Turn it back ON (green) whenever you want.
### "Which section should I use for my rules?"
* **General Availability Hours** (green) = Use for patterns covering multiple days (Everyday, Weekdays, Weekends)
* **Day-Specific Hours** (blue) = Use when individual days are different (Monday has different hours than Tuesday)
* **Special Periods** (purple) = Use for vacations, holidays, or date-specific blocks
### "What does 'Audience: All' mean?"
It means both patients and medical reps can book during that time. Choose "Patients only" or "Medical reps" if you want to restrict who can book.
### "Can I have different hours for different services?"
Currently, the Audience field lets you separate Patients from Medical Reps, but not different patient service types. For more complex scheduling, contact support.
### "What happens if my rules overlap?"
More specific rules override general ones. Day-Specific beats General, and Special Periods beat both. Block rules take priority over Allow rules for safety.
### "Why don't I see my rule in the weekly grid?"
Check these:
* Is the rule toggle turned ON (green)?
* Are you looking at the correct week? Use the navigation arrows.
* Did you set the time range correctly?
* Is there a conflicting Block rule?
## Remember
* **General Availability Hours** (green) = Broad patterns for multiple days
* **Day-Specific Hours** (blue) = Individual days that are different
* **Special Periods** (purple) = Vacations, holidays, date ranges
* **Weekly grid** = Visual check that rules are working correctly
* **Toggle switch** = Turn rules on/off without deleting them
* **More specific rules override general ones** = Day-Specific beats General
* **Plan ahead** = Set vacation blocks early so patients book around them
* **Use the right section** = Keeps your schedule organized and easy to manage
With proper schedule management, your appointments run smoothly, patients know when you're available, and you maintain control over your time!
# Settings & Administration (/docs/user-guide/provider/settings)
# Settings & Administration
Configure your clinic's profile, branding, and operational settings.
## Doctor Profile
Your public profile is what patients see when they search for you. Keep it professional and up-to-date.
1. Go to **Settings > Profile**.
2. **Photo**: Upload a high-quality profile picture.
3. **Bio**: Write a brief introduction about your experience and expertise.
4. **Specialties**: Tag your areas of practice (e.g., Cardiology, Pediatrics).
5. **Qualifications**: List your degrees and certifications.
## Branding (Hospital Admins)
Customize the look and feel of your hospital's page.
1. Go to **Settings > Branding**.
2. **Logo**: Upload your hospital logo.
3. **Banner Image**: Set a cover image for your profile page.
4. **Theme Color**: Choose a primary color that matches your brand.
## Resource Settings
Manage the physical and digital resources of your clinic.
* **Rooms/Cabins**: Define the physical spaces available.
* **Equipment**: Track specialized equipment if needed.
## User Management
(For Hospital Admins)
* **Staff**: Add receptionists, nurses, or other staff members.
* **Roles**: Assign permissions (e.g., "View Only", "Queue Manager").
# Documentation (/docs)
Welcome to the NammaDoctor documentation. Please select a guide below to get started.
## Guides
* [Patient Guide](/docs/patient/getting-started) - Learn how to book appointments and track your queue status.
* [Provider Guide](/docs/provider/queue-management) - Manage your clinic, schedule, and patient queue efficiently.
# Getting Started (/docs/patient/getting-started)
Welcome to NammaDoctor! This guide will help you set up your account so you can start booking appointments and tracking your live queue status.
## Creating Your Account
Signing up takes just a few minutes. You'll need your mobile number to get started.
### Why Create an Account?
* **Book appointments** with your favorite doctors
* **Track your position** in the queue in real-time
* **View your appointment history** anytime
* **Get SMS reminders** before your appointments
### Step 1: Enter Your Mobile Number
1. Click **"Sign Up"** in the top navigation.
2. Type your **10-digit mobile number** (example: 9876543210).
3. Click **"Continue"**.
> **Tip:** We recommend using your mobile number to receive appointment reminders via SMS. You can also use your email address.
### Step 2: Verify with OTP
You'll receive a 6-digit code via SMS (or email).
1. Enter the code you received.
2. Click **"Verify"**.
**Didn't receive the code?**
* Wait 1-2 minutes.
* Check your spam folder (if using email).
* Click **"Resend Code"** to get a new one.
### Step 3: Complete Your Profile
Fill in a few details to finish setting up:
1. **Full Name**: Your first and last name.
2. **Create a Password**: Choose something secure.
3. **Gender & Birth Year** (Optional): Helps doctors provide better care.
4. Agree to the Terms of Service and click **"Create Account"**.
## Logging In
Once registered, you can log in to access your dashboard.
1. Click **"Login"** at the top right of the homepage.
2. Enter your registered **Mobile Number** or **Email**.
3. Enter your **Password**.
4. Click **Sign In**.
> **Note:** If you forget your password, use the "Forgot Password" link to reset it via email or SMS.
## Managing Your Profile
Keep your profile up to date to ensure doctors have the correct information.
1. Click on your **Avatar** or **Name** in the top navigation bar.
2. Select **Profile** or **Account Settings**.
3. Here you can:
* Update your **Name** and **Contact Information**.
* Change your **Password**.
* Manage notification preferences.
## Troubleshooting
If you're having trouble signing up or logging in:
* **Check your number**: Make sure you entered the correct mobile number.
* **Network issues**: Ensure you have SMS reception.
* **Clear cache**: Try clearing your browser cache or using a different browser.
Still stuck? Contact our support team for help.
## Next Steps
Now that you are set up, check out our [Patient Guide](./patient-guide) to learn how to find doctors, book appointments, and use the live queue.
# Patient Guide (/docs/patient/patient-guide)
Welcome to the NammaDoctor Patient Guide. This document explains how to find care, book appointments, and use our unique live queue system.
For first-time users, we recommend starting with our [Getting Started](./getting-started) guide to create your account.
## Finding Doctors and Hospitals
NammaDoctor makes it easy to find the right care provider near you.
1. **Search**: On the homepage, use the search bar to enter a **Specialty** (e.g., Cardiologist, Dentist) or a **Hospital Name**.
2. **Filter**: You can filter results by location, availability, and consultation fees.
3. **View Profile**: Click on a doctor or hospital card to view detailed information, including qualifications, services, and patient reviews.
## Booking an Appointment
Once you have found a doctor, booking a slot is simple.
1. **Select a Slot**: On the doctor's profile, you will see a list of available time slots. Click on a time that works for you.
2. **Confirm Details**: Review the appointment details. You may be asked to provide a reason for the visit.
3. **Payment**: If a consultation fee applies, proceed to payment. We support UPI and other standard payment methods.
4. **Confirmation**: You will receive a booking confirmation via SMS and Email with your **Token Number**.
## Managing Your Appointments
Keep track of all your bookings - past, present, and upcoming - all in one place.
### Your Dashboard
1. **Log in** to your account.
2. Click on your **profile picture** and select **"My Appointments"**.
Here you will see:
* **Today's Appointments**: Active bookings for the current day.
* **Upcoming**: Future scheduled visits.
* **History**: Past completed or cancelled appointments.
### Understanding Appointment Statuses
* **Payment Pending** 🟡: You have 10 minutes to complete payment.
* **Confirmed** 🟢: Payment done, booking confirmed.
* **Checked In** 🔵: You have arrived at the clinic.
* **Waiting** 🟣: The doctor has called you.
* **In Progress** đźź : Consultation is ongoing.
* **Completed** âś…: Consultation finished.
* **Cancelled** ❌: Appointment cancelled.
* **Missed** ⚠️: You did not show up.
## Using the Live Queue
NammaDoctor features a **Live Queue** system that saves you from waiting for hours at the clinic.
### How to Check Your Queue Position
1. Go to **My Appointments**.
2. Click on **"View Queue"** for today's appointment.
3. The queue screen will open, showing your current position.
### Understanding the Queue Screen
* **Your Position**: The big number shows your place in line. Position #1 means you are next!
* **Estimated Wait**: A real-time estimate of when you will be seen.
* **Queue Info**: Total patients waiting and how many have been seen.
### Automatic Updates
The screen updates automatically every 30 seconds. You don't need to refresh manually.
### When You're Next
As soon as you reach Position #1, a **"You're Next!"** banner appears. This is your signal to head to the consultation room.
> **Tip:** You don't need to reach the clinic hours in advance. Check the live status and arrive just before your turn!
# Booking Details Panel (/docs/provider/booking-details-panel)
## What is the Booking Details Panel?
The Booking Details Panel is a sliding information window that appears from the right side of your screen when you click on any patient in the Queue Management list. Think of it as a detailed file that shows everything about that specific patient's appointment.
### Why Use This Feature?
When managing a busy queue, you often need quick answers to questions like:
* "What time was this patient supposed to arrive?"
* "How long have they been waiting?"
* "What's their phone number so I can call them?"
* "What does the patient see on their phone about their position?"
* "When was this appointment created?"
Instead of searching through different screens or asking the patient repeatedly, this panel brings all the information to you in one place without leaving the queue screen.
**The key advantage:** You get complete patient and appointment details in 2-3 seconds with just one click.
## How to Open the Panel
There are two ways to open the Booking Details Panel:
### Method 1: Click Anywhere on the Patient Row
Simply click anywhere on the patient's row in the queue table (except on the action buttons).
### Method 2: Click the Arrow Button
Every patient row has a small arrow (>) button on the far right. Click it to open the panel.
**What happens:** A panel slides in from the right side, showing detailed information. The queue list stays visible on the left, slightly dimmed.
## How to Close the Panel
To close the panel and return to the full queue view:
* Click the **X button** (top right corner of the panel)
* Click anywhere on the dimmed queue list in the background
* Press the **Escape key** on your keyboard
The panel closes instantly and you're back to the queue view.
## Understanding the Panel Layout
The panel has two main sections:
### Header Section (Top Blue Bar)
Shows at a glance:
* **Booking Number** (e.g., "#60414442")
* **Current Status** (e.g., "CHECKED IN")
* **Patient Name** (e.g., "Deepak Kumar")
* **Phone Number** (clickable to copy)
This header stays visible even when you scroll down through the tabs.
### Tab Section (Main Content)
Contains four tabs with different types of information:
1. **Overview** - Booking and patient basic details
2. **Queue Position** - Live queue status
3. **Timeline** - Appointment history
4. **Notes** - Additional remarks
Click any tab to switch between different views.
## Overview Tab
This is the default tab that opens first. It contains the most frequently needed information divided into two sections.
### Booking Details Section
This section shows everything about the appointment itself:
**1. Booking ID**
* Example: "#60414442"
* Unique number for this appointment
* *Use it for:* Reference in reports, tracking issues, or when calling patient back
**2. Status**
* Example: "CHECKED IN", "CALLED", "CONFIRMED"
* Current state of the appointment
* *What it tells you:* Where this patient is in their journey
**3. Category**
* Usually shows: "PATIENT"
* Type of appointment
* *What it means:* Regular patient consultation (as opposed to admin tasks or other categories)
**4. Priority**
* Shows: Normal priority, High priority, or "—" (no priority)
* Whether this patient needs to be seen urgently
* *When set:* Emergency cases, VIP patients, or medical urgency
* *Appears as:* "—" for most regular appointments
**5. Scheduled Start**
* Example: "9:38 am"
* Original appointment time when patient booked
* *Use it for:* Knowing when patient was supposed to arrive
**6. Scheduled End**
* Example: "9:40 am"
* When appointment was expected to finish
* *Usually:* 2 minutes after start (standard consultation slot)
**7. Expected Start**
* Example: "9:38 am" or "10:15 am"
* **Current** expected start time (adjusted for delays)
* *How it works:* If doctor is running late, this time shifts forward
* *Compare with Scheduled Start:* If different, you're running behind schedule
**8. Expected End**
* Example: "9:40 am" or "10:17 am"
* Current expected finish time (adjusted for delays)
* *Use it for:* Estimating when you'll be free for the next patient
**9. Resource**
* Example: "doctor-0001-01-Consultation"
* Which doctor and service type
* *What it shows:* The doctor's ID and consultation type
* *Helpful when:* Multiple doctors or services in same clinic
**10. Created**
* Example: "6:25 am"
* When this booking was originally made
* *Use it for:* Understanding if it's a last-minute booking or planned ahead
### Patient Information Section
This section shows details about the patient:
**1. Name**
* Full patient name
* Example: "Deepak Kumar"
**2. Contact**
* Patient's phone number
* Example: "+919999999999"
* **Special feature:** Click the small copy icon next to the number to copy it
* *Use it for:* Calling patient if they're delayed or to inform about wait times
### When to Use the Overview Tab
**Before calling a patient:**
* Check their name pronunciation
* Verify they're at the right time slot
* See if they have priority status
**When a patient is delayed:**
* Compare Scheduled Start vs Expected Start to see how much delay
* Get their phone number to call them
**For record-keeping:**
* Note the Booking ID for reports
* Check when booking was created
**When managing resources:**
* Verify which doctor/resource this patient is assigned to
* Confirm consultation type
## Queue Position Tab
This tab shows **exactly what the patient sees on their phone** when they check their queue position. It's like looking over the patient's shoulder at their mobile screen.
### Why This Matters
When patients call asking "How much longer?", you can:
1. Click their name to open this panel
2. Switch to Queue Position tab
3. See the same information they're seeing
4. Give them accurate answers
This prevents misunderstandings and shows patients you're using the same system they are.
### What's Shown in Queue Position Tab
#### Visual Queue Line
A graphical representation showing:
**Patient's Position (YOU marker):**
* Shows where the patient is in the queue
* Example: "Position #1", "Position #2", etc.
* *Lower number = closer to seeing doctor*
**Arrow Indicators:**
* Right-pointing arrows showing flow direction
* Represents movement toward the doctor
**Status Icons:**
* 📢 Called - Patient has been called
* 👨‍⚕️ Doctor - Doctor's position in the visual
* Various symbols showing current state
**How to read it:**
* Patient starts on the left
* Moves right as queue progresses
* Reaches doctor icon on the right when it's their turn
#### Summary Statistics
Three key numbers displayed prominently:
**1. Ahead of You**
* Example: "0 Ahead of You", "3 Ahead of You"
* Number of patients who will be seen before this one
* *0 means:* They're next in line
* *Higher numbers mean:* More waiting time
**2. Expected Wait Time**
* Shows a clock icon with status
* Examples:
* "⏰ On time" (green) - No delay
* "⏰ 5m delay" (yellow) - Small delay
* "⏰ 20m delay" (red) - Significant delay
* *Calculated based on:* Current queue speed and number ahead
**3. Scheduled Time**
* Example: "9:38 am"
* Original appointment time
* *Reminder of:* When patient was supposed to be seen
#### Live Queue Status
Bottom section showing:
**Auto-refresh Timer:**
* Example: "Auto-refresh 300s"
* Shows how often data updates automatically
* *Means:* Information refreshes every 5 minutes (300 seconds)
**Refresh Button:**
* Manual refresh option
* Patient can click it to get latest queue position immediately
* *In the panel:* You see the same button
**Last Updated Time:**
* Example: "Last updated at 07:04:14 am"
* Shows when data was last fetched
* *Helps verify:* Information is current
#### Queue Overview Section
Additional statistics shown:
**Total Patients Today:**
* Example: "7 Patients"
* How many patients are scheduled for the doctor today
* *Helps patient understand:* How busy the clinic is
**Queue Progress:**
* Visual breakdown showing:
* **Waiting Room:** "2" - Patients checked in and waiting
* **Being Called:** "5" - Patients currently being called
* **With Doctor:** "0" - Patients in consultation
* **Arrows between stages** show flow direction
* *Explanation text:* "Patients move through these stages from left to right"
#### Queue Context (Technical Details)
For administrative reference:
* **Resource ID:** Internal system ID (e.g., "60414338")
* **Service Date:** Date of appointment (e.g., "2025-11-20")
* **Last Updated:** Timestamp of last data refresh
* **Patient ID:** Internal patient ID (e.g., "60413949")
**When you need this:**
* Troubleshooting technical issues
* Coordinating with IT support
* Verifying system data accuracy
### When to Use Queue Position Tab
**When patient asks "How much longer?":**
1. Open their booking panel
2. Switch to Queue Position tab
3. Look at "Ahead of You" number
4. Check "Expected Wait Time"
5. Give them accurate estimate
**When patient says "The app shows I'm next":**
1. Verify by checking this tab
2. Confirm if they're really Position #1
3. Explain any discrepancy if the app is outdated
**When explaining delays to patients:**
1. Show them the wait time status (on time vs delayed)
2. Point to "Queue Progress" to explain how many ahead
3. Helps manage expectations transparently
**For training new staff:**
* Show them what patients see on their phones
* Helps them answer patient questions better
* Builds empathy for patient experience
## Timeline Tab
*(This tab shows appointment history and status changes - details to be confirmed from actual implementation)*
The Timeline tab displays a chronological history of all events related to this appointment:
**Typical events shown:**
* When booking was created
* When patient checked in
* When patient was called
* Status changes
* Any modifications to the appointment
* Cancellations or rescheduling
**When to use:**
* Investigating issues with an appointment
* Understanding why a patient's status changed
* Audit trail for quality assurance
* Resolving disputes about timing
## Notes Tab
*(This tab allows adding/viewing additional notes - details to be confirmed from actual implementation)*
The Notes tab provides space for adding or viewing additional information about the patient or appointment.
**Typical uses:**
* Special medical requirements
* Communication notes (e.g., "Prefers morning slots")
* Behavioral notes (e.g., "Always arrives 15 min early")
* Follow-up reminders
* Administrative notes
**When to use:**
* Recording important patient preferences
* Noting special circumstances
* Communication between staff members
* Future reference for repeat visits
## Tips for Using the Booking Details Panel Effectively
### For Quick Information Gathering
1. **Use keyboard shortcuts** - Press Escape to close quickly
2. **Keep it open while making calls** - Panel stays open, so you can reference info while talking to patient
3. **Copy phone numbers** - Click the copy icon rather than writing it down
### For Better Patient Communication
1. **Show patients the Queue Position tab** - If they're at the desk, you can show them what they'll see on their phone
2. **Use it to explain delays** - Visual queue line helps explain why they're waiting
3. **Reference specific times** - Use "Scheduled Start" vs "Expected Start" to show exact delay
### For Efficient Queue Management
1. **Don't close the panel immediately** - Keep it open if you're about to call the patient
2. **Check priority before calling** - Ensure no high-priority patients are waiting
3. **Verify resource assignment** - Make sure patient is in the right doctor's queue
### Common Workflows
**When a patient arrives late:**
1. Click their name to open panel
2. Check "Scheduled Start" to see how late they are
3. Check "Expected Start" to see if you can still fit them in
4. Make decision to accommodate or reschedule
**When a patient calls asking about wait time:**
1. Search for their name in queue
2. Open panel and go to Queue Position tab
3. Tell them "You have X people ahead, expected wait is Y minutes"
4. Use "Expected Start" to give them specific time
**When checking end-of-day completion:**
1. Filter to show "Completed" status
2. Open each completed booking
3. Verify "Created" vs completion time for statistics
4. Check if any notes need follow-up
## Important Points to Remember
### About Information Accuracy
* **Real-time updates:** Most information updates automatically
* **Manual refresh available:** Use the refresh button if something seems wrong
* **Status reflects queue list:** If you update status in queue, it updates in panel too
### About Privacy
* **Visible to staff only:** Patients cannot see the full panel (only their Queue Position view)
* **Phone numbers are sensitive:** Don't share them unnecessarily
* **Notes are internal:** Only clinic staff can see notes
### About System Behavior
* **Panel doesn't lock the queue:** You can still use action buttons in the main queue while panel is open
* **Changes update both views:** If someone else updates the patient status, both queue and panel update
* **Multi-patient viewing:** You can open different patient panels by clicking on different rows
## Related Features
* **[Queue Management](./queue-management)** - Main queue screen where you access this panel
* **Patient Management** - Creating and managing patient profiles
* **Schedule Management** - Setting up doctor schedules and time slots
* **Dashboard** - Overview of clinic operations
## Troubleshooting
### "Panel won't open when I click patient row"
**Check:**
* Are you clicking on an action button instead of the row itself?
* Try clicking the arrow (>) button on the far right
* Refresh the page if the issue persists
### "Information looks outdated"
**Solutions:**
* Click the refresh button in Queue Position tab
* Close and reopen the panel
* Refresh the main queue screen
### "Can't find a patient in the panel"
**Remember:**
* Panel shows details for ONE patient at a time
* Click different patient rows to switch between patients
* Close current panel before opening a new one for clarity
### "Phone number won't copy"
**Try:**
* Click directly on the copy icon (small button next to number)
* If it still doesn't work, you can type it manually from what's displayed
* Report to IT if copy function consistently fails
***
**Remember:** The Booking Details Panel is your quick reference tool. Use it whenever you need more information about a patient than what's shown in the queue table. It saves time and reduces errors by putting all information in one organized view.
# Patient Management (/docs/provider/patient-management)
The **Patients** section allows you to view and manage your patient database. It serves as a digital registry of everyone who has visited your clinic.
## Patient List
Navigate to **Patients** in the sidebar to see the full list.
* **Search**: Quickly find a patient by Name, Mobile Number, or ID.
* **Filter**: Sort by "Last Visit", "Newest", etc.
## Patient Profile
Click on any patient to view their detailed profile.
### 1. Personal Details
* Name, Age, Gender.
* Contact Information (Phone, Email).
* Address.
### 2. Visit History
A timeline of all past appointments and consultations with your clinic.
* **Date**: When they visited.
* **Doctor**: Who they saw.
* **Diagnosis/Notes**: Summary of the visit (if recorded).
### 3. Upcoming Appointments
See if the patient has any future bookings scheduled.
## Adding a New Patient
While most patients are added automatically when they book or walk in, you can manually add a record.
1. Click **+ Add Patient**.
2. Enter the required details.
3. Save.
This is useful for migrating legacy records or adding family members.
# Queue Management (/docs/provider/queue-management)
## What is Queue Management?
### Why Use This Feature?
In traditional clinics, managing patients often means:
* Calling out names loudly in crowded waiting rooms
* Patients constantly asking "How much longer?"
* Confusion about who's next
* Lost track of no-shows and cancellations
* Paper registers that get messy
The Queue Management screen solves all these problems by:
1. **Showing Everyone at Once** - See all patients for the day in one organized list
2. **Automatic Queue Positions** - System assigns position numbers so patients know their turn
3. **Clear Status for Each Patient** - Know instantly who's waiting, who's called, who completed
4. **One-Click Actions** - Check in, call, start service, or complete with single button clicks
5. **Real-Time Updates** - Numbers change automatically as you work
6. **No Shouting Needed** - Patients can see their position on their phones
This means less confusion, shorter wait times, and happier patients.
## How to Access
1. Log into the Control Panel
2. Click **Queue** in the left sidebar
3. The Queue Management screen opens
## Understanding the Dashboard
### The Numbers at the Top
When you open Queue Management, you'll see 5 boxes with numbers. These give you a quick snapshot of the day:
### The Numbers at the Top
When you open Queue Management, you'll see 5 boxes with numbers. These give you a quick snapshot of the day:
1. **Active Patients** - How many patients are currently in the system (waiting, called, or with doctor)
* *Why it matters:* Tells you how busy you are right now
2. **Avg Wait Time** - Average waiting time in minutes
* *Why it matters:* If this number is high (above 20-30 minutes), patients are waiting too long
3. **Delayed** - Number of patients waiting longer than they should
* *Why it matters:* These patients need attention - they've been waiting past their appointment time
4. **Completed Today** - How many patients finished appointments today
* *Why it matters:* Shows your productivity for the day
5. **On-Time Rate** - What percentage of patients are being seen on time
* *Why it matters:* 100% means perfect timing, below 80% means you're falling behind
**Tip:** Keep an eye on "Delayed" and "On-Time Rate". If delays increase, you may need to speed up or adjust the schedule.
## Finding and Filtering Patients
With many patients throughout the day, you need ways to find them quickly. The system provides several tools:
### Status Filter Buttons (The Colored Buttons)
Right below the numbers, you'll see colored pill-shaped buttons. These let you show or hide different groups of patients:
* **Hold** (yellow badge) - Patients whose booking expired but weren't checked in
* *Common situation:* They booked yesterday for today but haven't arrived
* **Confirmed** (green badge) - Patients with future bookings who haven't checked in yet
* *Common situation:* They booked online, appointment time hasn't arrived
* **Called** (blue badge) - Patients called to the consultation room
* *Common situation:* You called their name, they're on the way to the doctor
* **In Service** (dark blue badge) - Patients currently with the doctor
* *Common situation:* Consultation happening right now
* **Completed** (gray badge) - Patients who finished their appointments
* *When to check:* End of day to see how many you served
* **Cancelled** (red badge) - Cancelled appointments
* *When to check:* Track cancellations for the day
* **No Show** (pink badge) - Patients who didn't show up
* *When to check:* Mark patients who never arrived despite booking
**How to use:** Click any button to show/hide that group. A checkmark (âś“) means you're seeing that group.
**Common combinations:**
* Click only "Confirmed", "Called", "In Service" to see active patients
* Click "Completed" alone to review finished appointments
* Click "Hold" and "Confirmed" to see who might still arrive
### The Search Box
The search box (with magnifying glass icon) helps find a specific patient fast.
**You can search by:**
* Patient name: Type "Kumar" to find all Kumars
* Phone number: Type "99999" to find by phone
* Booking ID: Type "60414" to find by booking number
**Best for:** When a patient calls asking about their appointment, or when they arrive and you need to find them quickly.
### Filter by Waiting Time (Delay Dropdown)
The dropdown menu next to search lets you filter by how long patients are waiting:
* **All Delays** - Show everyone (no filter)
* **5+ minutes** - Patients waiting more than 5 minutes
* **10+ minutes** - Patients waiting more than 10 minutes
* **20+ minutes** - Patients waiting more than 20 minutes
* **30+ minutes** - Patients waiting more than 30 minutes
**When to use:** If you want to prioritize patients who've been waiting too long, select "20+ minutes" to see them first.
### Quick Filter Shortcuts
At the bottom of the filter area, you'll see quick shortcut buttons:
* **Active** - One click to show only active patients (waiting + called + in service)
* *Use this most of the time for daily work*
* **Active with Called** - Same as above
* **Delayed** - Show only delayed patients
* *Use when you need to catch up with backlog*
* **Today's Completed** - Show completed appointments
* *Use at end of day to count finished consultations*
## The Patient List Table
The main area shows all patients in a table format. Let's understand each column:
### What Each Column Shows
1. **Pos (Position)**
* Shows queue position: 1, 2, 3, 4...
* Only appears for checked-in patients who are actively waiting
* Shows "-" for patients not yet checked in
* *How it helps:* Patients with lower numbers go first
2. **Booking ID**
* Unique number for each appointment (e.g., "60414442")
* *How it helps:* Reference number for tracking and reports
3. **Patient**
* Shows three things together:
* Patient's name (e.g., "Deepak Kumar")
* Appointment time (e.g., "9:38 am")
* Phone number (you can click to copy it)
* *How it helps:* All patient info in one place
4. **Status**
* Current state in colored badges
* Examples: CONFIRMED, CHECKED IN WAITING, CALLED, IN SERVICE, COMPLETED
* Colors match the filter buttons
* *How it helps:* Know instantly where each patient is in their journey
5. **Delay**
* How many minutes late (e.g., "0m", "15m", "30m")
* Shows "0m" if on time or ahead of schedule
* *How it helps:* Spot patients waiting too long
6. **Actions**
* Buttons to move patient to next stage
* Changes based on current status
* *How it helps:* One-click to update patient status
7. **Arrow (>)**
* Click to see full patient details in side panel
* *How it helps:* Get detailed information without leaving the page
## Working with Patients - Step by Step
Now let's learn how to actually manage patients through their journey. Each patient goes through stages, and you help them move forward.
### Stage 1: Patient Books Appointment
When a patient books (online or phone), they appear in your list with **CONFIRMED** status and no position number (shows "-").
**What you see:**
* Status: Green badge "CONFIRMED"
* Position: "-" (not in queue yet)
* Actions: "Check In" and "Cancel" buttons
**What it means:** Patient has an appointment but hasn't arrived at the clinic yet.
### Stage 2: Patient Arrives - Checking Them In
When a patient walks into your clinic:
1. **Find their name** in the table
* Use search if needed
* Look for green "CONFIRMED" badge
2. **Click the "Check In" button** next to their name
3. **What happens:**
* Status changes to "CHECKED IN WAITING" (yellow badge)
* They get a position number (Pos column now shows 8, 9, 10, etc.)
* They're now officially in the waiting queue
**What this means for the patient:** They can now see their position on their phone and know how many people are ahead.
**Common question:** "What if they arrived early?"
* Still check them in. They'll get a position and wait their turn based on appointment time.
**Common question:** "What if they're late?"
* Check them in. System tracks the delay automatically.
### Stage 3: Calling the Next Patient
When the doctor is ready for the next patient, you have two options:
#### Option A: Use "Call Next" Button (Recommended)
1. **Click the blue "Call Next" button** at the top right of the screen
2. **System automatically:**
* Finds the next patient in queue
* Changes their status to "CALLED" (blue badge)
* Can trigger notifications to patient's phone
3. **Why use this:** It's automatic and prevents mistakes in queue order
#### Option B: Manual Call (for specific situations)
If you need to call a specific patient (not necessarily next in line):
1. Find the patient with "CHECKED IN WAITING" status
2. Their Actions will show available buttons
3. Click appropriate action button
**Note:** "Call Next" is simpler and reduces errors.
### Stage 4: Patient Enters Consultation Room
When the called patient comes to the doctor's room:
1. **Find the patient** with "CALLED" status (blue badge)
2. **Click "Start Service" button**
3. **What happens:**
* Status changes to "IN SERVICE" (darker blue badge)
* Other patients see this person is with doctor
* Timer starts tracking consultation time
**Why this matters:** Patients in waiting room know the doctor is busy, helps manage expectations.
### Stage 5: Consultation Finishes
When the doctor finishes with a patient:
1. **Find the patient** with "IN SERVICE" status
2. **Click "Complete" button**
3. **What happens:**
* Status changes to "COMPLETED" (gray badge)
* Patient leaves the active queue
* Position numbers readjust for remaining patients
* "Completed Today" counter increases
**Tip:** Complete patients promptly so the count stays accurate throughout the day.
### Handling Cancellations
Sometimes patients cancel or need to be removed from the queue.
**Who can be cancelled:**
* CONFIRMED patients (before check-in)
* CHECKED IN WAITING patients
* CALLED patients
* Even IN SERVICE patients (rare, but possible)
**How to cancel:**
1. **Find the patient** you need to cancel
2. **Click the "Cancel" button** in their Actions column
3. **A popup appears** asking for confirmation
4. **Confirm or select a reason** (if required)
5. **What happens:**
* Status changes to "CANCELLED" (red badge)
* They're removed from active queue
* Position numbers readjust for others
**Common reasons to cancel:**
* Patient called to say they can't come
* Patient waited too long and left
* Emergency change in schedule
### Handling No-Shows
If a patient was called but never came to the consultation room:
**Option 1:** Mark as No Show (if your system provides this action)
**Option 2:** Cancel them with reason "No Show"
**Why track this:** Helps understand patient behavior and can affect future bookings.
## Viewing Detailed Patient Information
When you need more information about a patient than what's shown in the queue table, click on any patient row. This opens the **Booking Details Panel** - a detailed view that slides in from the right.
### What You Can See
The panel contains four tabs with different information:
1. **Overview** - Booking ID, status, times, patient name, phone number
2. **Queue Position** - Exactly what the patient sees on their phone (useful when they ask "how much longer?")
3. **Timeline** - Appointment history and status changes
4. **Notes** - Additional remarks about the patient
### Quick Actions
* **Copy phone number** - Click the copy icon next to patient's phone
* **Close panel** - Click X button or click outside the panel
* **Switch patients** - Click different patient rows to view different patients
For complete details about using this panel, see **[Booking Details Panel](./booking-details-panel)**.
**When to use:** Before calling a patient, when patient asks about wait time, or when you need complete appointment details.
## The Refresh Button
The circular arrow button (↻) next to the filters manually refreshes the patient list.
**When to use:**
* If the screen seems stuck
* If you know a patient just booked but don't see them
* If numbers don't match what you expect
**Usually not needed:** The screen updates automatically most of the time.
## Tips for Smooth Queue Management
### For Receptionists
1. **Check in patients as soon as they arrive**
* Don't make them wait to be added to the queue
* Faster check-in = patients can see their position sooner
2. **Use "Call Next" instead of manual selection**
* Prevents accidentally skipping someone
* Maintains fair queue order
3. **Keep the "Active" filter on during busy hours**
* Shows only patients who matter right now
* Less clutter, less confusion
4. **Complete patients promptly**
* Keeps the queue accurate
* Helps track daily productivity
5. **Check "Delayed" filter if wait times are growing**
* See who's been waiting longest
* Can call family to inform about delays
### For Doctors
1. **Glance at "Active Patients" number**
* Tells you how many more to go
* Helps plan your energy and breaks
2. **Check "Avg Wait Time"**
* If over 30 minutes, consider speeding up
* Or inform waiting patients about delay
3. **Use patient details panel**
* Quickly review patient info before they enter
* Check appointment times and notes
### Understanding Colors
The system uses colors consistently:
* **Green** = Confirmed/future appointments
* **Yellow** = Waiting (checked in or on hold)
* **Blue** = Active movement (called, in service)
* **Gray** = Completed (done)
* **Red** = Problem status (cancelled)
* **Pink** = No show
These colors appear in both the filter buttons and status badges, making it easy to scan visually.
## Common Scenarios
### "Patient says they're here but I don't see them"
1. Check if search box has old text - clear it
2. Check status filters - make sure "Confirmed" is selected
3. Click refresh button
4. Search by phone number
5. They might have booked for different day/doctor
### "Two patients arrived at same time"
1. Check in both patients
2. System assigns positions based on appointment time
3. Earlier appointment gets lower position number
4. Use "Call Next" - it handles this automatically
### "Patient needs to leave early"
1. Find the patient in the list
2. Check their position
3. If urgent, you can manually call them ahead
4. Or cancel and reschedule
### "Doctor is running very late"
1. Check "Delayed" filter to see how many affected
2. Note the "Avg Wait Time" number
3. Consider informing waiting patients
4. Use patient details to get phone numbers for calling
### "End of day - checking completion"
1. Click "Today's Completed" quick filter
2. Check the count in "Completed Today" metric
3. Review "No Show" and "Cancelled" to understand gaps
4. Clear all filters to see if anyone was missed
## Remember
* **The system helps, but you control it** - Always verify before taking action
* **One patient at a time** - Don't rush, accuracy matters
* **Colors guide you** - Green = future, Yellow = waiting, Blue = active, Gray = done
* **Position numbers are automatic** - Trust the system's queue order
* **Check in promptly, complete promptly** - Keeps everything accurate
With practice, managing the queue becomes natural and much easier than paper registers or verbal tracking!
## Related Features
To learn more about connected features:
* **[Booking Details Panel](./booking-details-panel)** - Detailed guide on viewing patient and appointment information
* **Dashboard** - Overview of your clinic's daily operations
* **Schedule Management** - Setting up doctor availability and time slots
* **Patient Management** - Creating and managing patient records
* **Settings** - Configuring queue and appointment preferences
# Schedule Interruptions (/docs/provider/schedule-interruptions)
## What are Interruptions?
Schedule Interruptions are for **immediate, unplanned needs happening TODAY**.
**Critical Rule: Interruptions are ONLY for today's schedule**
* If you need to block time for a **future date**, use [Schedule Management](./schedule-management) instead
* Interruptions are designed for emergencies and last-minute changes happening RIGHT NOW
* They help you handle unexpected situations that come up during the day
### Real-Life Examples
**Use Interruptions (TODAY ONLY):**
* "I need to leave NOW—family emergency"
* "Just got delayed by 30 minutes, still on my way"
* "Feeling sick right now, canceling rest of today"
* "Urgent meeting just called for this afternoon"
* "Need an unplanned break—exhausted from morning rush"
**DON'T use Interruptions for future dates:**
* "I have a conference next week" → Use [Schedule Management](./schedule-management)
* "Going on vacation next month" → Use [Schedule Management](./schedule-management)
* "Meeting scheduled for tomorrow" → Use [Schedule Management](./schedule-management)
### Quick Decision Guide
**Use Interruptions when:**
* It's happening TODAY
* It's unplanned or just came up
* It's an emergency or last-minute change
* You need to act immediately
**Use [Schedule Management](./schedule-management) when:**
* It's for a future date (tomorrow or later)
* You're planning ahead
* You want to block time in advance
* Example: Vacation, scheduled meetings, planned time off
## Types of Interruptions
All interruption types are for TODAY ONLY. The type helps you categorize why you're interrupting:
**Emergency** (Most common for interruptions)
* Happens suddenly RIGHT NOW
* Examples:
* "Sudden illness—need to leave immediately"
* "Family emergency—canceling rest of today"
* "Doctor called to hospital urgently"
* "Accident on the way to clinic—running 1 hour late"
* When to use: Unexpected situations forcing immediate action
**Break** (Unplanned break today)
* Short pause you didn't anticipate
* Examples:
* "Need urgent 15-minute call with specialist NOW"
* "Feeling exhausted—taking unplanned 30-min break"
* "Equipment issue—30 min to fix"
* When to use: Quick unplanned pauses in TODAY's schedule
**Delay Announcement** (Running late today)
* You're on your way but delayed
* Examples:
* "Traffic jam—30 minutes late"
* "Previous patient emergency ran over—running behind"
* "Meeting went longer—delayed by 45 minutes"
* When to use: To inform patients you're late but still coming TODAY
**Delay Announcement** (Running late today)
* You're on your way but delayed
* Examples:
* "Traffic jam—30 minutes late"
* "Previous patient emergency ran over—running behind"
* "Meeting went longer—delayed by 45 minutes"
* When to use: To inform patients you're late but still coming TODAY
**Note:** The type helps you track why interruptions happen. All types only work for TODAY's schedule.
{/* SCREENSHOT: interruptions-types.png | Interruption type dropdown showing Break, Time Off, Closure, Emergency options */}
## When to Use Interruptions
### DO use Interruptions for:
**TODAY's emergencies:**
* "Need to leave NOW—family emergency"
* "Feeling sick—canceling rest of today"
* "Just got delayed—running 30 min late"
**Immediate unplanned events:**
* "Urgent meeting just came up for this afternoon"
* "Equipment broke—need 1 hour to fix"
* "Called away for emergency consultation"
**Last-minute TODAY changes:**
* "Taking unplanned break right now"
* "Need to leave early today unexpectedly"
* "Can't continue—personal emergency"
### DON'T use Interruptions for:
**Future dates (use Schedule Management instead):**
* "I have a conference next week" → Use [Schedule Management](./schedule-management)
* "Going on vacation next month" → Use [Schedule Management](./schedule-management)
* "Meeting tomorrow at 2 PM" → Use [Schedule Management](./schedule-management)
**Planned time off:**
* "Taking next Friday off" → Use [Schedule Management](./schedule-management)
* "No appointments this Saturday" → Use [Schedule Management](./schedule-management)
**Rule of thumb:** If it's **not happening TODAY**, don't use interruptions. Use [Schedule Management](./schedule-management) to block future dates.
## Creating an Interruption
### Step-by-Step Process
1. **Navigate to Interruptions**
* Click "Interruptions" in the sidebar
* Or use quick-access button if available
2. **Choose Interruption Type**
* Emergency (most common)
* Break (unplanned pause)
* Delay Announcement (running late)
3. **Set Start Time**
* **Date**: Automatically set to TODAY (cannot be changed)
* **Time**: Select when the interruption starts (e.g., "RIGHT NOW" or "2:00 PM TODAY")
* Use time picker provided
4. **Set Duration**
* Enter how long in minutes
* Or select from quick options (15 min, 30 min, 1 hour, "Rest of Day")
* System calculates end time automatically
* **"Rest of Day"** option: Blocks from start time until end of your schedule TODAY
5. **Set Duration**
* Enter how long in minutes
* Or select from quick options (15 min, 30 min, 1 hour, "Rest of Day")
* System calculates end time automatically
* **"Rest of Day"** option: Blocks from start time until end of your schedule TODAY
{/* SCREENSHOT: interruptions-create-form.png | Create Interruption form showing Type, Start Time, Duration fields */}
5. **Choose Effect on Existing Bookings**
The system asks what to do with appointments already booked for TODAY during this time:
**Cancel:**
* Cancels all conflicting bookings for TODAY
* Patients are notified
* *Use when:* You absolutely cannot see those patients TODAY
**Running Late:**
* Pushes TODAY's conflicting bookings to later time slots
* Delays the queue for rest of TODAY
* *Use when:* You're late but still working TODAY
6. **Preview Impact**
* System shows how many bookings TODAY are affected
* Lists patients who will be cancelled or delayed
* Shows impact on TODAY's queue timing
{/* SCREENSHOT: interruptions-impact-preview.png | Impact preview showing affected bookings with patient names and what will happen to each */}
7. **Add Note (Optional)**
* Enter reason for your reference
* Example: "Traffic delay" or "Family emergency"
8. **Click "Create" or "Confirm"**
9. **What happens:**
* Time is blocked immediately for TODAY
* Affected bookings TODAY are cancelled or delayed
* Patients receive notifications (if configured)
* No new bookings allowed during interruption time TODAY
* Tomorrow's schedule is not affected—interruptions only impact TODAY
### Important: Impact on Patients TODAY
**Before creating an interruption, the system shows you:**
* **How many patients** have appointments during that time TODAY
* **Their names and booking IDs**
* **What will happen** to each booking (cancelled or delayed)
**Review this carefully:**
* Can you quickly call affected patients?
* Do you need to manually reschedule them for tomorrow?
* Is this emergency urgent enough to justify automatic cancellations?
**Remember:** Interruptions are for emergencies and unplanned situations TODAY. For planned changes, use [Schedule Management](./schedule-management) to give patients advance notice.
### Effect Options Explained
#### Cancel Effect ("I can't see these patients TODAY")
**What happens:**
* All appointments during this time TODAY are **cancelled**
* Patients are removed from TODAY's queue
* They need to book a different day
* Time slots become unavailable for TODAY
**When to choose Cancel:**
* You're sick and leaving NOW
* Family emergency—can't continue TODAY
* Equipment failure—can't see patients rest of TODAY
* You absolutely cannot accommodate those patients TODAY
**Patient experience:**
* They get immediate cancellation notice
* They have to find a new appointment (tomorrow or later)
* It's inconvenient but necessary for emergencies
**Example:**
* You feel sick at 2 PM and need to leave immediately
* Create interruption: 2 PM - Rest of Day, Cancel effect
* All appointments from 2 PM onwards TODAY are cancelled
* Patients have to rebook for tomorrow or later
***
#### Running Late Effect ("I'm late but still coming TODAY")
**What happens:**
* Appointments are **NOT cancelled**—they're still valid for TODAY
* Everyone's time gets pushed back by how late you are
* Patients still see you TODAY, just later than originally scheduled
* The whole queue for TODAY shifts later
**When to choose Running Late:**
* You're stuck in traffic but on your way
* A meeting is running over but you'll be back soon
* Temporary delay TODAY, not full absence
* You can still see all the patients TODAY, just later
**Patient experience:**
* Their appointment still happens TODAY
* They wait longer than expected
* They still see you the same day
**Example:**
* You're stuck in traffic at 10 AM, will arrive at 10:30
* Create interruption: 10:00-10:30 AM, Running Late
* Patient scheduled for 10:30 AM is now expected at 11:00 AM (30 min later)
* Patient scheduled for 11:00 AM is now expected at 11:30 AM (30 min later)
* Everyone after that is also delayed by 30 minutes for TODAY
* They all still see you TODAY, just later
**Important:** Use Running Late only when you're confident you'll arrive TODAY. If unsure, use Cancel instead.
{/* SCREENSHOT: interruptions-effect-comparison.png | Side-by-side comparison showing Cancel effect vs Running Late effect on patient bookings */}
## Viewing and Managing Interruptions
### Interruptions List
When you open the Interruptions screen, you see:
**TODAY's interruptions prominently displayed:**
* Current active interruption (if any)
* Interruptions created earlier today
* Shows real-time status
**Each entry shows:**
* **Type** icon and label (Emergency, Break, Delay)
* **Time range** (TODAY only)
* **Duration**
* **Impact summary** (e.g., "3 bookings affected")
* **Note/Reason**
* **Status** (Active, Completed)
{/* SCREENSHOT: interruptions-list.png | Interruptions list showing past and upcoming interruptions with type, date, duration, and status */}
### Interruption Statuses
**Active:**
* Happening RIGHT NOW
* Time block currently in effect
* Bookings already affected
* Can be extended or ended early if needed
**Completed:**
* Already passed TODAY
* Historical record for TODAY
* Shows what happened earlier
### Ending an Interruption Early
**For Active Interruptions:**
* You can end them before the scheduled time
* Example: "Traffic cleared up—arriving earlier than expected"
* Click "End Now" to restore normal schedule
* Queue automatically adjusts
**Why end early:**
* Delay resolved faster than expected
* Emergency situation cleared up
* You're ready to resume normal schedule NOW
**Note:** Interruptions are automatically cleared at midnight. Tomorrow starts fresh with your normal schedule.
## Common Workflows
### Handling an Emergency RIGHT NOW
1. Open Interruptions (quick access from anywhere)
2. Create Emergency interruption
3. Start time: "NOW" (current time)
4. Duration: "Rest of Day" or specific hours
5. Choose effect (Cancel if leaving, Cascade if just delayed)
6. Quickly review impact
7. Confirm
8. System immediately notifies affected patients
### Announcing You're Running Late
1. Open Interruptions
2. Create "Delay Announcement" interruption
3. Start time: "NOW"
4. Duration: How late you'll be (e.g., "30 minutes")
5. Choose "Running Late" effect
6. Patients automatically get updated wait times
7. Confirm
### Taking an Unplanned Break NOW
1. Open Interruptions
2. Create "Break" interruption
3. Start time: "NOW"
4. Duration: Break length (15-60 minutes)
5. Choose "Running Late" (queue waits) or "Cancel" (if break is long)
6. Confirm
### Leaving Early TODAY Due to Emergency
1. Open Interruptions
2. Create "Emergency" interruption
3. Start time: "NOW" or when you're leaving
4. Duration: "Rest of Day"
5. Choose "Cancel" effect
6. Review affected patients
7. Confirm
8. Have staff call affected patients to reschedule for tomorrow
## Common Questions
### "How is this different from blocking time in Schedule Management?"
**Schedule Interruptions (THIS FEATURE - TODAY ONLY):**
* For immediate, unplanned needs happening TODAY
* Examples: "Stuck in traffic NOW", "Emergency RIGHT NOW", "Need unplanned break TODAY"
* Date is locked to TODAY
**[Schedule Management](./schedule-management) (FOR FUTURE DATES):**
* For planning ahead—tomorrow and beyond
* For repeating patterns (every Monday, every day, etc.)
* For permanent changes to your schedule
* Examples: "Conference next week", "Vacation next month", "Every day lunch 1-2 PM"
### "What if I need to block time for tomorrow?"
**Don't use Interruptions.** Use [Schedule Management](./schedule-management):
* Go to Schedule Management
* Create a Day-Specific Hours rule for tomorrow
* Or create a Special Period for the specific time range
Interruptions are ONLY for TODAY's emergencies.
### "Can I create interruptions for future dates?"
**No.** The system prevents selecting future dates. Interruptions are designed for immediate needs happening TODAY. For any future date planning, use [Schedule Management](./schedule-management).
### "What happens at midnight?"
Interruptions are automatically cleared at midnight. Each day starts fresh. If you need to block the same time tomorrow, create a new schedule rule in [Schedule Management](./schedule-management).
### "What if I'm running late and it's affecting tomorrow too?"
Create interruption for TODAY's delay only. For tomorrow, use [Schedule Management](./schedule-management) to adjust your hours if you know you'll start late.
### "If I use Running Late, how much later are patients delayed?"
By exactly the duration of the interruption. If you create a 30-minute delay, everyone after it is delayed by 30 minutes for TODAY only.
### "Can I extend an active interruption?"
End the current one early and create a new one with longer duration. Or simply create another interruption for the additional time needed.
## Tips for Using Interruptions Effectively
### 1. Use for Emergencies and Immediate Needs Only
**TODAY ONLY rule:**
* Interruptions are designed for unplanned situations happening NOW
* If you can plan ahead (even by a day), use [Schedule Management](./schedule-management) instead
* Patients appreciate advance notice over last-minute changes
**Example:**
* ✅ RIGHT: "Stuck in traffic NOW—create 30-min delay"
* ❌ WRONG: "I have a conference next week—use Schedule Management instead"
### 2. Choose the Right Effect
**Cancel effect when:**
* You're leaving and won't be back TODAY
* Emergency requires you to stop seeing patients
* You're sick and going home
* Absolutely cannot continue TODAY
**Running Late when:**
* You're late but definitely coming TODAY
* Brief interruption that won't cancel your whole day
* Confident you can still see everyone TODAY, just later
### 3. Communicate with Patients
**The system notifies patients, but:**
* For emergencies affecting many patients, have staff call them
* Provide expected resume time if using Cascade Delay
* Apologize for inconvenience—emergencies happen
### 4. Review Before Confirming
**Always check the impact preview:**
* How many patients affected?
* Can you contact them quickly?
* Is canceling really necessary or can you delay?
### 5. End Interruptions Early If Possible
**If situation resolves faster:**
* Click "End Now" to restore normal schedule
* Patients appreciate getting back on track sooner
* Shows you respect their time
## Key Takeaways
âś… **DO:**
* Use interruptions for TODAY's emergencies only
* Create delay announcements when running late
* Review patient impact before confirming
* End interruptions early if situation resolves
* Use "Rest of Day" for emergencies requiring you to leave
❌ **DON'T:**
* Try to block future dates (use [Schedule Management](./schedule-management))
* Use for planned events (vacations, conferences)
* Use for recurring needs (daily lunch breaks)
* Forget to notify affected patients personally when possible
**Remember:** Interruptions = Immediate, Unplanned, TODAY. Everything else = [Schedule Management](./schedule-management).
**Before you click "Create":**
* Read the impact preview carefully
* Consider: Can I call these patients personally?
* Would it be better to reschedule them manually first?
* Is this emergency serious enough to auto-cancel?
### 3. Choose the Right Effect
**Ask yourself:**
* "Will I be here at all?" → Choose **Cancel**
* "Will I be late but still working?" → Choose **Running Late**
* "Am I 100% sure I'll be back?" → If no, choose **Cancel** to be safe
### 4. Use the Right Tool
**Decision tree:**
1. Does this happen every week on the same days? → Use [Schedule Management](./schedule-management)
2. Is this a permanent change to my hours? → Use [Schedule Management](./schedule-management)
3. Is this a one-time exception or emergency? → Use Interruptions (this page)
**Common mistakes:**
* Creating daily interruptions for lunch → Should be a Block rule in [Schedule Management](./schedule-management)
* Creating interruption for "every Monday" → Should be a Day-Specific rule in [Schedule Management](./schedule-management)
* Using interruption for permanent hour change → Should edit existing rule in [Schedule Management](./schedule-management)
### 5. Keep an Emergency Protocol Ready
**Know these steps by heart:**
1. Open Control Panel
2. Click "Interruptions" in sidebar
3. Click "Create Interruption" or "Add"
4. Choose type: Emergency
5. Set time: Now (or when leaving)
6. Set duration: Best estimate
7. Choose effect: Cancel (if unsure) or Running Late (if coming back)
8. Review impact
9. Confirm
10. Have reception call affected patients
**Practice once** so you're confident when a real emergency happens.
## Related Features
To learn more about connected features:
* **[Schedule Management](./schedule-management)** - Managing your regular weekly availability patterns
* **[Queue Management](./queue-management)** - Managing daily patient flow and appointments
* **[Booking Details Panel](./booking-details-panel)** - Viewing detailed appointment information
## Remember
* Interruptions are for **one-time exceptions**, not regular patterns
* Always **review impact** before confirming
* **Plan ahead** to minimize patient cancellations
* Use **[Schedule Rules](./schedule-management)** for recurring weekly patterns
* Choose effect carefully: **Cancel** vs **Running Late**
Back to [Schedule Management](./schedule-management) for managing your regular availability.
# Schedule & Availability Management (/docs/provider/schedule-management)
## What is Schedule Management?
### Why Use This Feature?
In traditional clinics, managing availability often means:
* Writing working hours on a board or telling reception staff verbally
* Patients booking when you're not actually available
* Manually blocking time for lunch breaks or emergencies
* Confusion when you take a day off or leave early
* Lost bookings because patients don't know your actual schedule
The Schedule Management system solves these problems by:
1. **Setting Clear Working Hours** - Define when you're available for each type of appointment
2. **Automatic Slot Generation** - System creates time slots based on your rules
3. **Preventing Wrong Bookings** - Patients can only book when you're actually available
4. **Easy Blocking for Breaks** - Mark lunch, meetings, or emergencies with one click
5. **Real-Time Updates** - Changes reflect immediately for online bookings
6. **Flexible Rules** - Different hours for different days, different rules for different services
This means fewer scheduling mistakes, better time management, and patients booking only when you can actually see them.
## How Schedule Management Works
Schedule Management has **three main sections** that work together:
### 1. General Availability Hours
**What it is:** Your default working hours that apply broadly (every day, weekdays, or weekends)
**Examples:**
* "Every day: 9 AM to 5 PM"
* "Weekdays only: 9 AM to 8 PM"
* "Weekends: 10 AM to 2 PM"
**Use this for:** Your basic, consistent schedule that covers multiple days at once.
### 2. Day-Specific Hours
**What it is:** Override the general hours for specific days of the week
**Examples:**
* "Mondays: 9 AM to 1 PM" (different from your general weekday hours)
* "Saturdays: 9 AM to 2 PM" (different from your general weekend hours)
* "Wednesdays: Closed" (block a specific day)
**Use this for:** Days that have different hours than your general pattern.
### 3. Special Periods & Availability Blocks
**What it is:** Date ranges, holidays, or future one-time events
**Examples:**
* "December 20-30: Vacation (closed)"
* "Next Friday: Conference (blocked)"
* "Every Tuesday 1-2 PM: Lunch break"
* "January 1: Holiday (closed)"
* "Tomorrow: Doctor appointment (unavailable 2-4 PM)"
**Use this for:** Specific future date ranges, planned time off, or recurring special blocks.
**Important:** For immediate needs happening TODAY (emergencies, running late), use [Schedule Interruptions](./schedule-interruptions) instead.
**How they work together:**
* Start with General Hours (covers most of your week)
* Add Day-Specific Hours for days that have different hours
* Add Special Periods for future planned time off, vacations, holidays
* For TODAY's emergencies only, use [Schedule Interruptions](./schedule-interruptions)
* More specific rules override general ones automatically
## How to Access Schedule Management
1. Log into the Control Panel
2. Click **Schedule** in the left sidebar
3. The Schedule Management screen opens
**What you'll see:**
**At the top:**
* Three numbers showing: Available rules, Blocked rules, Total rules
**Main area - Weekly Schedule Overview:**
* Calendar grid showing Monday through Sunday
* Your availability displayed visually with colored blocks
* Current week is shown by default
**Below the calendar - Three colored sections:**
1. **Green section**: General Availability Hours
2. **Blue section**: Day-Specific Hours
3. **Purple section**: Special Periods & Availability Blocks
Each section has an "Add Rule" button and shows how many rules you've created.
{/* SCREENSHOT: schedule-main-overview.png | Schedule Management main page showing three colored sections (green, blue, purple) with weekly calendar grid at top */}
## Understanding Schedule Rules
### What You'll See
Rules are organized into **three colored sections**:
**1. General Availability Hours (Green section)**
* Rules that apply to multiple days at once
* Shows count: "X rules", "X allow", "X block"
* Use this for your basic schedule pattern
**2. Day-Specific Hours (Blue section)**
* Rules for individual days of the week (Monday, Tuesday, etc.)
* Shows count: "X rules", "X allow", "X block"
* Use this when certain days are different
**3. Special Periods & Availability Blocks (Purple section)**
* Rules for date ranges or special occasions
* Shows count: "X rules", "X allow", "X block"
* Use this for vacations, holidays, recurring blocks
**Each saved rule displays:**
* **Action and time**: "ALLOW • 09:00-17:00" or "BLOCK • 13:00-14:00"
* **Scope**: "general", "weekdays", "monday", etc.
* **Audience**: Icon showing "ALL", "Patients Only", or "Medical Reps"
* **Date created**: When you added this rule
* **Toggle switch**: Turn the rule ON or OFF without deleting it
{/* SCREENSHOT: schedule-rule-cards.png | Example of saved schedule rules showing action, time, scope, audience and toggle switch */}
### Scope Options (Which Days)
When creating a rule, you choose which days it applies to:
**In General Availability Hours section:**
* **Every day** - All 7 days of the week
* Example: "9 AM to 5 PM every single day"
* **Weekdays** - Monday through Friday only
* Example: "9 AM to 8 PM on work days"
* **Weekends** - Saturday and Sunday only
* Example: "10 AM to 2 PM on Saturdays and Sundays"
**In Day-Specific Hours section:**
You can create rules for individual days:
* Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday
* Example: "Mondays 9-1, Thursdays 2-8"
**In Special Periods section:**
You can set date ranges or specific calendar periods (the exact options here may vary).
**How they interact:**
More specific rules override general ones:
* Day-Specific beats General
* Special Periods beat both
Example:
* General: "Weekdays 9-5"
* Day-Specific: "Monday 9-1"
* Result: Monday follows 9-1, other weekdays follow 9-5
{/* SCREENSHOT: schedule-scope-dropdown.png | Scope dropdown showing options: Every day, Weekdays, Weekends */}
### Rule Components
Each rule has several parts you can configure:
#### Action Type
**Allow** (most common):
* Opens time slots for booking
* Green indicator
* *Meaning:* "I'm available during this time"
**Block**:
* Prevents bookings
* Red indicator
* *Meaning:* "Do not allow bookings during this time"
* *Use when:* Regular lunch hours, admin time, etc.
{/* SCREENSHOT: schedule-action-dropdown.png | Action dropdown showing Allow and Block options with icons */}
#### Audience
Controls who can book during this time:
**All** (default):
* Anyone can book - patients and medical reps
* Most common choice for regular hours
**Patients only**:
* Only patients can book
* Medical reps cannot book during this time
* Use when you want to reserve time specifically for patient care
**Medical reps**:
* Only pharmaceutical/medical representatives can book
* Patients cannot book during this time
* Use when you allocate specific slots for medical rep meetings
{/* SCREENSHOT: schedule-audience-dropdown.png | Audience dropdown showing All, Patients only, and Medical reps options with icons */}
#### Time Range
* **Start Time** - When this availability begins (e.g., 09:00 AM)
* **End Time** - When this availability ends (e.g., 05:00 PM)
**Tips:**
* Use 24-hour format or AM/PM clearly
* End time must be after start time
* Can span across noon (e.g., 10 AM to 2 PM includes lunch unless blocked)
#### Active/Inactive Toggle
* **Active** (green) - Rule is currently in effect
* **Inactive** (gray) - Rule exists but is not applied
*Use inactive for:* Temporarily disabling a rule without deleting it
## Creating a New Schedule Rule
### Step-by-Step Process
1. **Choose which section** to add the rule to:
* Click "Add Rule" in **General Availability Hours** (green) for broad patterns
* Click "Add Rule" in **Day-Specific Hours** (blue) for individual days
* Click "Add Rule" in **Special Periods** (purple) for date ranges
2. **The form appears right there** (no popup window)
* You'll see a form labeled "Add New Rule"
* It appears inside the section where you clicked
{/* SCREENSHOT: schedule-add-rule-form.png | Inline "Add New Rule" form showing all fields: Action, Scope, Start Time, End Time, Audience with default values */}
3. **Fill out the form fields:**
**Action** (dropdown):
* Select "Allow" for times you're available
* Select "Block" for times you're unavailable
* Default is "Allow"
**Scope** (dropdown):
* Options depend on which section you're in
* General section: Every day, Weekdays, Weekends
* Day-Specific section: Monday, Tuesday, Wednesday, etc.
* Special Periods section: May include date range options
**Start Time** (time picker):
* Click the field and select time (e.g., 09:00)
* Default is 09:00 (9 AM)
**End Time** (time picker):
* Click the field and select time (e.g., 17:00)
* Default is 17:00 (5 PM)
* Must be after Start Time
**Audience** (dropdown):
* Select "All" for everyone
* Select "Patients only" to exclude medical reps
* Select "Medical reps" to exclude patients
* Default is "All"
4. **Click "Save Rule"**
* Or click "Cancel" to discard
5. **What happens immediately:**
* You see "Saved!" message briefly
* The rule appears as a card below the form
* The weekly calendar grid updates to show the new availability
* The rule counts at the top increase (e.g., "1 Available")
* The rule is automatically turned ON (toggle switch is green)
{/* SCREENSHOT: schedule-rule-saved.png | After saving a rule showing "Saved!" message and the new rule card appearing below */}
### Common Rule Examples
**Example 1: Basic Weekday Hours**
* Action: Allow
* Audience: All
* Scope: Weekdays
* Time: 09:00 AM - 05:00 PM
*Result:* Patients can book Monday to Friday, 9 AM to 5 PM.
**Example 2: Different Hours Each Day**
Create separate rules:
* Monday: 09:00 AM - 01:00 PM (Allow, All, Monday)
* Tuesday: 02:00 PM - 08:00 PM (Allow, All, Tuesday)
* Wednesday: Off (no rule or Block rule)
* Thursday: 09:00 AM - 01:00 PM (Allow, All, Thursday)
* Friday: 09:00 AM - 05:00 PM (Allow, All, Friday)
**Example 3: Split Shift with Lunch Block**
Two rules:
* Rule 1: Allow, All, Weekdays, 09:00 AM - 01:00 PM
* Rule 2: Allow, All, Weekdays, 05:00 PM - 08:00 PM
* (Gap from 1 PM to 5 PM is automatically unavailable)
Or with explicit block:
* Rule 1: Allow, All, Weekdays, 09:00 AM - 08:00 PM
* Rule 2: Block, All, Weekdays, 01:00 PM - 05:00 PM
**Example 4: Medical Rep Hours**
* Allow, Medical Rep, Monday, 10:00 AM - 11:00 AM
* Allow, Patient, Monday, 09:00 AM - 10:00 AM
* Allow, Patient, Monday, 11:00 AM - 01:00 PM
*Result:* 10-11 AM reserved for medical reps only, rest for patients.
**Example 5: Weekend Hours**
* Allow, All, Weekends, 10:00 AM - 02:00 PM
*Result:* Available Saturday and Sunday, 10 AM to 2 PM.
## Editing Schedule Rules
### How to Edit
1. **Find the rule** you want to change in the list
2. **Click the edit icon** (pencil) next to the rule
3. **The rule expands** into an editable form
4. **Make your changes**:
* Change days, times, audience, or action
* System validates as you type
5. **Click "Save"** to apply changes
6. **Or click "Cancel"** to discard changes
### What You Can Change
* **Scope** (which days)
* **Time range** (start and end times)
* **Audience** (who can book)
* **Action** (Allow or Block)
* **Active status** (turn on/off)
### What Happens When You Edit
* **Future bookings** are affected immediately
* **Existing bookings** that fall during the new rule are not automatically cancelled
* System may warn if your change conflicts with existing rules
* Week view updates to reflect new schedule
**Important:** If you shorten hours or block times, check if any confirmed bookings are affected.
## Deleting Schedule Rules
### When to Delete
* Rule no longer needed
* You made a mistake and want to start over
* Replacing with a different pattern
### How to Delete
1. **Find the rule** in the list
2. **Click the delete icon** (trash) next to the rule
3. **Confirm deletion** in the popup
4. **Rule is removed** immediately
### What Happens
* Time slots for that rule disappear
* Patients can no longer book during those times
* Existing confirmed bookings are NOT automatically cancelled
* Week view updates to remove the availability
**Tip:** If unsure, make the rule "Inactive" instead of deleting. You can reactivate it later.
## Toggling Rules On/Off
Instead of deleting, you can temporarily disable rules.
### How to Toggle
1. **Find the rule** in the list
2. **Click the toggle switch** (looks like a switch icon)
* **Green/On** = Active (rule is in effect)
* **Gray/Off** = Inactive (rule is ignored)
### When to Use
* **Temporary closures** without deleting the rule
* **Testing** different schedules
* **Seasonal changes** (turn off summer hours, turn on winter hours)
**Example:** You usually work Saturdays 10-2, but this month you're not. Turn off the Saturday rule for now, turn it back on next month.
## Duplicating Rules
To quickly create similar rules without re-entering everything:
1. **Find a rule** similar to what you need
2. **Click the duplicate icon** (copy icon)
3. **A copy is created** with same settings
4. **Edit the copy** to change days or times as needed
**Use case:** You have "Monday 9-5" and want "Tuesday 9-5" too. Duplicate Monday rule, change day to Tuesday.
## Weekly Schedule Overview (Calendar Grid)
At the top of the page, you'll see a visual weekly calendar showing all your availability.
### Understanding the Week Grid
**Header:**
* Shows current week range (e.g., "Nov 17-23, 2025")
* "Live Preview" indicator
* Previous/Next week navigation arrows
**Seven columns** = Days of the week (Monday through Sunday)
* Each day shows abbreviated name (Mon, Tue, etc.) and full name
* Today is marked with a "Today" badge
* Each day has a "+" button at the top
**Inside each day column:**
**When you have rules:**
* Colored blocks showing your availability
* Each block shows the time range (e.g., "9:00 AM → 5:00 PM")
* Shows audience icon (ALL, Patients Only, or Medical Reps)
* Clickable to see details
* Shows count at bottom (e.g., "1 available, 0 blocked")
**When you have no rules:**
* Empty state icon
* Message: "No rules set"
* "Click + to add"
{/* SCREENSHOT: schedule-empty-state.png | Empty weekly calendar showing "No rules set, Click + to add" message in each day column */}
### How to Use the Week Grid
**Quick visual check:**
* See your entire week at a glance
* Verify rules are working correctly
* Spot days with no coverage
**Navigation:**
* Click arrows to see previous or next week
* Check how your schedule looks in upcoming weeks
**Quick add:**
* Click the "+" button on any day to quickly add a rule for that day
{/* SCREENSHOT: schedule-weekly-grid-with-rules.png | Weekly calendar grid showing availability blocks across Monday-Sunday with time ranges and audience icons */}
## Emergency Changes vs. Regular Planning
**Important distinction:**
Schedule Management is for **all planning - both regular patterns AND future one-time events**. Schedule Interruptions are ONLY for immediate emergencies happening TODAY.
**Use Schedule Management (this page) for:**
* Your regular working hours that repeat weekly
* **Planned vacations or time off** (set for future dates)
* **Conferences, meetings, appointments** (tomorrow or later)
* **Any future date blocking** (even if it's one-time)
* Permanent schedule changes
* Predictable patterns
**Use [Schedule Interruptions](./schedule-interruptions) ONLY for:**
* **Emergencies happening TODAY** (doctor sick, running late)
* **Immediate unplanned needs** (family emergency, traffic delay)
* **Last-minute changes to TODAY's schedule only**
**Key Rule:** If it's for **tomorrow or any future date**, use Schedule Management (this page). Interruptions are locked to TODAY only.
**Examples:**
* ✅ "I have a conference next week" → Use Schedule Management (Day-Specific Hours or Special Period)
* ✅ "Going on vacation next month" → Use Schedule Management (Special Period with date range)
* ✅ "Taking tomorrow off" → Use Schedule Management (Day-Specific Hours for tomorrow)
* ✅ "Stuck in traffic RIGHT NOW" → Use [Schedule Interruptions](./schedule-interruptions)
* ✅ "Family emergency TODAY—leaving immediately" → Use [Schedule Interruptions](./schedule-interruptions)
{/* SCREENSHOT: schedule-three-sections.png | Three colored sections stacked vertically: General Availability Hours (green), Day-Specific Hours (blue), Special Periods (purple) */}
## Understanding Priority and Conflicts
### Rule Conflicts
When you have multiple rules affecting the same time:
**System behavior:**
* More specific rules override general rules
* Day-specific beats Weekdays/Weekends beats Everyday
* Date Range beats Day-specific for those dates
* Block rules override Allow rules (safety first)
**Examples:**
* Weekdays 9-5 (Allow) + Monday 12-1 (Block) = Monday 12-1 is blocked
* Everyday 9-5 (Allow) + Saturday 10-2 (Allow) = Saturday follows the 10-2 rule
* Weekdays 9-5 (Allow) + March 15 to March 20 Date Range 9-12 (Allow) = During those dates, only 9-12 is available
**The system usually warns you** if you create conflicting rules.
### Validation Messages
While creating or editing rules, you might see:
**Errors (Red):**
* "End time must be after start time"
* "Rule overlaps with existing rule"
* "Time range is invalid"
* Must fix before saving
**Warnings (Yellow):**
* "This will affect X existing bookings"
* "Similar rule already exists"
* "Large time gap detected"
* Can save but review recommended
## Tips for Effective Schedule Management
### For Setting Up Your Schedule
1. **Start with General Availability Hours (green section)**
* Create one simple rule first (e.g., "Weekdays 9-5")
* Check the weekly grid to see it appear
* Build from there
2. **Use the right section for each rule**
* **General** (green) = Broad patterns covering multiple days
* **Day-Specific** (blue) = Individual days that are different
* **Special Periods** (purple) = Vacations, holidays, date ranges
* Keeps your schedule organized and easy to understand
3. **Plan for regular breaks**
* Block lunch hours using a rule in General Availability
* Example: Block rule for Weekdays 1-2 PM
* Don't create a new rule every day—make it repeat
4. **Check the weekly grid after creating rules**
* Scroll up to see the calendar
* Verify your availability looks correct
* Look for gaps or mistakes
### For Managing Changes
1. **Plan Ahead for Future Dates**
* Use Schedule Management (this page) to block future dates - don't use Interruptions
* Create Special Periods or Day-Specific Hours for vacations, conferences, time off
* Set these well in advance so patients book around them naturally
* Reduces cancellations since slots won't be available
2. **Use Interruptions ONLY for TODAY**
* [Schedule Interruptions](./schedule-interruptions) are locked to TODAY only
* For emergencies happening RIGHT NOW
* Running late, sudden illness, immediate unplanned needs
* Never for tomorrow or future dates
3. **Review Impact When Blocking Future Dates**
* Check if patients have already booked those dates
* Contact affected patients before creating the block
* Consider rescheduling manually if needed
* The earlier you plan, the fewer conflicts
4. **Use Appropriate Tools**
* Regular weekly patterns → Schedule Rules (General or Day-Specific)
* Future one-time events → Schedule Management (Special Periods or Day-Specific Hours)
* TODAY's emergencies only → [Schedule Interruptions](./schedule-interruptions)
* Rule: If it's not happening TODAY, don't use Interruptions
### For Better Patient Experience
1. **Consistent Hours**
* Try to maintain predictable schedule
* Patients appreciate consistency
* Changes should be communicated
2. **Adequate Availability**
* Ensure enough slots for patient demand
* Monitor booking patterns
* Adjust if slots fill too quickly
3. **Buffer Time**
* Consider blocking 5-10 minutes between shifts
* Allows catch-up if running late
* Prevents back-to-back exhaustion
4. **Emergency Protocol**
* For emergencies happening TODAY: Use [Schedule Interruptions](./schedule-interruptions)
* For planned future blocking: Use Schedule Management (this page)
* Know the difference: TODAY = Interruptions, Future = Schedule Management
* Learn about Cascade Delay for delays in the [Interruptions guide](./schedule-interruptions.md#cascade-delay-effect)
### Common Workflows
**Setting up a new schedule from scratch:**
1. Go to General Availability Hours (green section)
2. Click "Add Rule"
3. Set Action: Allow, Scope: Weekdays, Time: 9 AM - 5 PM, Audience: All
4. Click "Save Rule"
5. Check the weekly grid—you should see availability Mon-Fri
6. If you work weekends, add another rule in General Availability
7. If specific days are different, add rules in Day-Specific Hours (blue)
8. Done!
**Adding a regular lunch break:**
1. Go to General Availability Hours (green section)
2. Click "Add Rule"
3. Set Action: Block, Scope: Weekdays, Time: 1 PM - 2 PM, Audience: All
4. Click "Save Rule"
5. The weekly grid now shows the lunch gap
6. Patients cannot book during this time
**Planning a vacation or future time off:**
1. Go to Special Periods & Availability Blocks (purple section)
2. Click "Add Rule"
3. Set Action: Block, select date range (e.g., Dec 20-30), Audience: All
4. If you need specific time blocking, set times; otherwise, block all day
5. Click "Save Rule"
6. Those dates are now blocked in the calendar
7. Patients cannot book during this period
**Note:** This is for FUTURE dates. For emergencies happening TODAY, use [Schedule Interruptions](./schedule-interruptions).
**Changing your regular hours:**
1. Find the rule you want to change in its section
2. Click the edit icon (pencil) on the rule card
3. Update the time, scope, or other fields
4. Click "Save"
5. The weekly grid updates immediately
6. Consider informing regular patients of the change
## Related Features
To learn more about connected features:
* **[Schedule Interruptions](./schedule-interruptions)** - For TODAY's emergencies ONLY (running late, sudden illness, immediate needs)
* **[Queue Management](./queue-management)** - Managing daily patient flow and appointments
* **[Booking Details Panel](./booking-details-panel)** - Viewing detailed appointment information
* **Dashboard** - Overview of your clinic's operations
* **Patient Management** - Managing patient records
* **Settings** - Configuring clinic preferences
## Common Questions
### "What if I create a rule by mistake?"
Delete it immediately using the delete icon on the rule card. The weekly grid updates right away to remove that availability.
### "Can I temporarily turn off a rule without deleting it?"
Yes! Use the toggle switch on the rule card. When turned OFF (gray), the rule exists but doesn't apply. Turn it back ON (green) whenever you want.
### "Which section should I use for my rules?"
* **General Availability Hours** (green) = Use for patterns covering multiple days (Everyday, Weekdays, Weekends)
* **Day-Specific Hours** (blue) = Use when individual days are different (Monday has different hours than Tuesday)
* **Special Periods** (purple) = Use for vacations, holidays, or date-specific blocks
### "What does 'Audience: All' mean?"
It means both patients and medical reps can book during that time. Choose "Patients only" or "Medical reps" if you want to restrict who can book.
### "Can I have different hours for different services?"
Currently, the Audience field lets you separate Patients from Medical Reps, but not different patient service types. For more complex scheduling, contact support.
### "What happens if my rules overlap?"
More specific rules override general ones. Day-Specific beats General, and Special Periods beat both. Block rules take priority over Allow rules for safety.
### "Why don't I see my rule in the weekly grid?"
Check these:
* Is the rule toggle turned ON (green)?
* Are you looking at the correct week? Use the navigation arrows.
* Did you set the time range correctly?
* Is there a conflicting Block rule?
## Remember
* **General Availability Hours** (green) = Broad patterns for multiple days
* **Day-Specific Hours** (blue) = Individual days that are different
* **Special Periods** (purple) = Vacations, holidays, date ranges
* **Weekly grid** = Visual check that rules are working correctly
* **Toggle switch** = Turn rules on/off without deleting them
* **More specific rules override general ones** = Day-Specific beats General
* **Plan ahead** = Set vacation blocks early so patients book around them
* **Use the right section** = Keeps your schedule organized and easy to manage
With proper schedule management, your appointments run smoothly, patients know when you're available, and you maintain control over your time!
# Settings & Administration (/docs/provider/settings)
## Doctor Profile
Your public profile is what patients see when they search for you. Keep it professional and up-to-date.
1. Go to **Settings > Profile**.
2. **Photo**: Upload a high-quality profile picture.
3. **Bio**: Write a brief introduction about your experience and expertise.
4. **Specialties**: Tag your areas of practice (e.g., Cardiology, Pediatrics).
5. **Qualifications**: List your degrees and certifications.
## Branding (Hospital Admins)
Customize the look and feel of your hospital's page.
1. Go to **Settings > Branding**.
2. **Logo**: Upload your hospital logo.
3. **Banner Image**: Set a cover image for your profile page.
4. **Theme Color**: Choose a primary color that matches your brand.
## Resource Settings
Manage the physical and digital resources of your clinic.
* **Rooms/Cabins**: Define the physical spaces available.
* **Equipment**: Track specialized equipment if needed.
## User Management
(For Hospital Admins)
* **Staff**: Add receptionists, nurses, or other staff members.
* **Roles**: Assign permissions (e.g., "View Only", "Queue Manager").
# Documentation (/docs/user-guide)
Welcome to the NammaDoctor documentation. Please select a guide below to get started.
## Guides
* [Patient Guide](/docs/patient/getting-started) - Learn how to book appointments and track your queue status.
* [Provider Guide](/docs/provider/queue-management) - Manage your clinic, schedule, and patient queue efficiently.
# Getting Started (/docs/user-guide/patient/getting-started)
# Getting Started
Welcome to NammaDoctor! This guide will help you set up your account so you can start booking appointments and tracking your live queue status.
## Creating Your Account
Signing up takes just a few minutes. You'll need your mobile number to get started.
### Why Create an Account?
* **Book appointments** with your favorite doctors
* **Track your position** in the queue in real-time
* **View your appointment history** anytime
* **Get SMS reminders** before your appointments
### Step 1: Enter Your Mobile Number
1. Click **"Sign Up"** in the top navigation.
2. Type your **10-digit mobile number** (example: 9876543210).
3. Click **"Continue"**.
> **Tip:** We recommend using your mobile number to receive appointment reminders via SMS. You can also use your email address.
### Step 2: Verify with OTP
You'll receive a 6-digit code via SMS (or email).
1. Enter the code you received.
2. Click **"Verify"**.
**Didn't receive the code?**
* Wait 1-2 minutes.
* Check your spam folder (if using email).
* Click **"Resend Code"** to get a new one.
### Step 3: Complete Your Profile
Fill in a few details to finish setting up:
1. **Full Name**: Your first and last name.
2. **Create a Password**: Choose something secure.
3. **Gender & Birth Year** (Optional): Helps doctors provide better care.
4. Agree to the Terms of Service and click **"Create Account"**.
## Logging In
Once registered, you can log in to access your dashboard.
1. Click **"Login"** at the top right of the homepage.
2. Enter your registered **Mobile Number** or **Email**.
3. Enter your **Password**.
4. Click **Sign In**.
> **Note:** If you forget your password, use the "Forgot Password" link to reset it via email or SMS.
## Managing Your Profile
Keep your profile up to date to ensure doctors have the correct information.
1. Click on your **Avatar** or **Name** in the top navigation bar.
2. Select **Profile** or **Account Settings**.
3. Here you can:
* Update your **Name** and **Contact Information**.
* Change your **Password**.
* Manage notification preferences.
## Troubleshooting
If you're having trouble signing up or logging in:
* **Check your number**: Make sure you entered the correct mobile number.
* **Network issues**: Ensure you have SMS reception.
* **Clear cache**: Try clearing your browser cache or using a different browser.
Still stuck? Contact our support team for help.
## Next Steps
Now that you are set up, check out our [Patient Guide](./patient-guide.md) to learn how to find doctors, book appointments, and use the live queue.
# Patient Guide (/docs/user-guide/patient/patient-guide)
# Patient Guide
Welcome to the NammaDoctor Patient Guide. This document explains how to find care, book appointments, and use our unique live queue system.
For first-time users, we recommend starting with our [Getting Started](./getting-started.md) guide to create your account.
## Finding Doctors and Hospitals
NammaDoctor makes it easy to find the right care provider near you.
1. **Search**: On the homepage, use the search bar to enter a **Specialty** (e.g., Cardiologist, Dentist) or a **Hospital Name**.
2. **Filter**: You can filter results by location, availability, and consultation fees.
3. **View Profile**: Click on a doctor or hospital card to view detailed information, including qualifications, services, and patient reviews.
## Booking an Appointment
Once you have found a doctor, booking a slot is simple.
1. **Select a Slot**: On the doctor's profile, you will see a list of available time slots. Click on a time that works for you.
2. **Confirm Details**: Review the appointment details. You may be asked to provide a reason for the visit.
3. **Payment**: If a consultation fee applies, proceed to payment. We support UPI and other standard payment methods.
4. **Confirmation**: You will receive a booking confirmation via SMS and Email with your **Token Number**.
## Managing Your Appointments
Keep track of all your bookings - past, present, and upcoming - all in one place.
### Your Dashboard
1. **Log in** to your account.
2. Click on your **profile picture** and select **"My Appointments"**.
Here you will see:
* **Today's Appointments**: Active bookings for the current day.
* **Upcoming**: Future scheduled visits.
* **History**: Past completed or cancelled appointments.
### Understanding Appointment Statuses
* **Payment Pending** 🟡: You have 10 minutes to complete payment.
* **Confirmed** 🟢: Payment done, booking confirmed.
* **Checked In** 🔵: You have arrived at the clinic.
* **Waiting** 🟣: The doctor has called you.
* **In Progress** đźź : Consultation is ongoing.
* **Completed** âś…: Consultation finished.
* **Cancelled** ❌: Appointment cancelled.
* **Missed** ⚠️: You did not show up.
## Using the Live Queue
NammaDoctor features a **Live Queue** system that saves you from waiting for hours at the clinic.
### How to Check Your Queue Position
1. Go to **My Appointments**.
2. Click on **"View Queue"** for today's appointment.
3. The queue screen will open, showing your current position.
### Understanding the Queue Screen
* **Your Position**: The big number shows your place in line. Position #1 means you are next!
* **Estimated Wait**: A real-time estimate of when you will be seen.
* **Queue Info**: Total patients waiting and how many have been seen.
### Automatic Updates
The screen updates automatically every 30 seconds. You don't need to refresh manually.
### When You're Next
As soon as you reach Position #1, a **"You're Next!"** banner appears. This is your signal to head to the consultation room.
> **Tip:** You don't need to reach the clinic hours in advance. Check the live status and arrive just before your turn!
# Booking Details Panel (/docs/user-guide/provider/booking-details-panel)
# Booking Details Panel
## What is the Booking Details Panel?
The Booking Details Panel is a sliding information window that appears from the right side of your screen when you click on any patient in the Queue Management list. Think of it as a detailed file that shows everything about that specific patient's appointment.
### Why Use This Feature?
When managing a busy queue, you often need quick answers to questions like:
* "What time was this patient supposed to arrive?"
* "How long have they been waiting?"
* "What's their phone number so I can call them?"
* "What does the patient see on their phone about their position?"
* "When was this appointment created?"
Instead of searching through different screens or asking the patient repeatedly, this panel brings all the information to you in one place without leaving the queue screen.
**The key advantage:** You get complete patient and appointment details in 2-3 seconds with just one click.
## How to Open the Panel
There are two ways to open the Booking Details Panel:
### Method 1: Click Anywhere on the Patient Row
Simply click anywhere on the patient's row in the queue table (except on the action buttons).
### Method 2: Click the Arrow Button
Every patient row has a small arrow (>) button on the far right. Click it to open the panel.
**What happens:** A panel slides in from the right side, showing detailed information. The queue list stays visible on the left, slightly dimmed.
## How to Close the Panel
To close the panel and return to the full queue view:
* Click the **X button** (top right corner of the panel)
* Click anywhere on the dimmed queue list in the background
* Press the **Escape key** on your keyboard
The panel closes instantly and you're back to the queue view.
## Understanding the Panel Layout
The panel has two main sections:
### Header Section (Top Blue Bar)
Shows at a glance:
* **Booking Number** (e.g., "#60414442")
* **Current Status** (e.g., "CHECKED IN")
* **Patient Name** (e.g., "Deepak Kumar")
* **Phone Number** (clickable to copy)
This header stays visible even when you scroll down through the tabs.
### Tab Section (Main Content)
Contains four tabs with different types of information:
1. **Overview** - Booking and patient basic details
2. **Queue Position** - Live queue status
3. **Timeline** - Appointment history
4. **Notes** - Additional remarks
Click any tab to switch between different views.
## Overview Tab
This is the default tab that opens first. It contains the most frequently needed information divided into two sections.
### Booking Details Section
This section shows everything about the appointment itself:
**1. Booking ID**
* Example: "#60414442"
* Unique number for this appointment
* *Use it for:* Reference in reports, tracking issues, or when calling patient back
**2. Status**
* Example: "CHECKED IN", "CALLED", "CONFIRMED"
* Current state of the appointment
* *What it tells you:* Where this patient is in their journey
**3. Category**
* Usually shows: "PATIENT"
* Type of appointment
* *What it means:* Regular patient consultation (as opposed to admin tasks or other categories)
**4. Priority**
* Shows: Normal priority, High priority, or "—" (no priority)
* Whether this patient needs to be seen urgently
* *When set:* Emergency cases, VIP patients, or medical urgency
* *Appears as:* "—" for most regular appointments
**5. Scheduled Start**
* Example: "9:38 am"
* Original appointment time when patient booked
* *Use it for:* Knowing when patient was supposed to arrive
**6. Scheduled End**
* Example: "9:40 am"
* When appointment was expected to finish
* *Usually:* 2 minutes after start (standard consultation slot)
**7. Expected Start**
* Example: "9:38 am" or "10:15 am"
* **Current** expected start time (adjusted for delays)
* *How it works:* If doctor is running late, this time shifts forward
* *Compare with Scheduled Start:* If different, you're running behind schedule
**8. Expected End**
* Example: "9:40 am" or "10:17 am"
* Current expected finish time (adjusted for delays)
* *Use it for:* Estimating when you'll be free for the next patient
**9. Resource**
* Example: "doctor-0001-01-Consultation"
* Which doctor and service type
* *What it shows:* The doctor's ID and consultation type
* *Helpful when:* Multiple doctors or services in same clinic
**10. Created**
* Example: "6:25 am"
* When this booking was originally made
* *Use it for:* Understanding if it's a last-minute booking or planned ahead
### Patient Information Section
This section shows details about the patient:
**1. Name**
* Full patient name
* Example: "Deepak Kumar"
**2. Contact**
* Patient's phone number
* Example: "+919999999999"
* **Special feature:** Click the small copy icon next to the number to copy it
* *Use it for:* Calling patient if they're delayed or to inform about wait times
### When to Use the Overview Tab
**Before calling a patient:**
* Check their name pronunciation
* Verify they're at the right time slot
* See if they have priority status
**When a patient is delayed:**
* Compare Scheduled Start vs Expected Start to see how much delay
* Get their phone number to call them
**For record-keeping:**
* Note the Booking ID for reports
* Check when booking was created
**When managing resources:**
* Verify which doctor/resource this patient is assigned to
* Confirm consultation type
## Queue Position Tab
This tab shows **exactly what the patient sees on their phone** when they check their queue position. It's like looking over the patient's shoulder at their mobile screen.
### Why This Matters
When patients call asking "How much longer?", you can:
1. Click their name to open this panel
2. Switch to Queue Position tab
3. See the same information they're seeing
4. Give them accurate answers
This prevents misunderstandings and shows patients you're using the same system they are.
### What's Shown in Queue Position Tab
#### Visual Queue Line
A graphical representation showing:
**Patient's Position (YOU marker):**
* Shows where the patient is in the queue
* Example: "Position #1", "Position #2", etc.
* *Lower number = closer to seeing doctor*
**Arrow Indicators:**
* Right-pointing arrows showing flow direction
* Represents movement toward the doctor
**Status Icons:**
* 📢 Called - Patient has been called
* 👨‍⚕️ Doctor - Doctor's position in the visual
* Various symbols showing current state
**How to read it:**
* Patient starts on the left
* Moves right as queue progresses
* Reaches doctor icon on the right when it's their turn
#### Summary Statistics
Three key numbers displayed prominently:
**1. Ahead of You**
* Example: "0 Ahead of You", "3 Ahead of You"
* Number of patients who will be seen before this one
* *0 means:* They're next in line
* *Higher numbers mean:* More waiting time
**2. Expected Wait Time**
* Shows a clock icon with status
* Examples:
* "⏰ On time" (green) - No delay
* "⏰ 5m delay" (yellow) - Small delay
* "⏰ 20m delay" (red) - Significant delay
* *Calculated based on:* Current queue speed and number ahead
**3. Scheduled Time**
* Example: "9:38 am"
* Original appointment time
* *Reminder of:* When patient was supposed to be seen
#### Live Queue Status
Bottom section showing:
**Auto-refresh Timer:**
* Example: "Auto-refresh 300s"
* Shows how often data updates automatically
* *Means:* Information refreshes every 5 minutes (300 seconds)
**Refresh Button:**
* Manual refresh option
* Patient can click it to get latest queue position immediately
* *In the panel:* You see the same button
**Last Updated Time:**
* Example: "Last updated at 07:04:14 am"
* Shows when data was last fetched
* *Helps verify:* Information is current
#### Queue Overview Section
Additional statistics shown:
**Total Patients Today:**
* Example: "7 Patients"
* How many patients are scheduled for the doctor today
* *Helps patient understand:* How busy the clinic is
**Queue Progress:**
* Visual breakdown showing:
* **Waiting Room:** "2" - Patients checked in and waiting
* **Being Called:** "5" - Patients currently being called
* **With Doctor:** "0" - Patients in consultation
* **Arrows between stages** show flow direction
* *Explanation text:* "Patients move through these stages from left to right"
#### Queue Context (Technical Details)
For administrative reference:
* **Resource ID:** Internal system ID (e.g., "60414338")
* **Service Date:** Date of appointment (e.g., "2025-11-20")
* **Last Updated:** Timestamp of last data refresh
* **Patient ID:** Internal patient ID (e.g., "60413949")
**When you need this:**
* Troubleshooting technical issues
* Coordinating with IT support
* Verifying system data accuracy
### When to Use Queue Position Tab
**When patient asks "How much longer?":**
1. Open their booking panel
2. Switch to Queue Position tab
3. Look at "Ahead of You" number
4. Check "Expected Wait Time"
5. Give them accurate estimate
**When patient says "The app shows I'm next":**
1. Verify by checking this tab
2. Confirm if they're really Position #1
3. Explain any discrepancy if the app is outdated
**When explaining delays to patients:**
1. Show them the wait time status (on time vs delayed)
2. Point to "Queue Progress" to explain how many ahead
3. Helps manage expectations transparently
**For training new staff:**
* Show them what patients see on their phones
* Helps them answer patient questions better
* Builds empathy for patient experience
## Timeline Tab
*(This tab shows appointment history and status changes - details to be confirmed from actual implementation)*
The Timeline tab displays a chronological history of all events related to this appointment:
**Typical events shown:**
* When booking was created
* When patient checked in
* When patient was called
* Status changes
* Any modifications to the appointment
* Cancellations or rescheduling
**When to use:**
* Investigating issues with an appointment
* Understanding why a patient's status changed
* Audit trail for quality assurance
* Resolving disputes about timing
## Notes Tab
*(This tab allows adding/viewing additional notes - details to be confirmed from actual implementation)*
The Notes tab provides space for adding or viewing additional information about the patient or appointment.
**Typical uses:**
* Special medical requirements
* Communication notes (e.g., "Prefers morning slots")
* Behavioral notes (e.g., "Always arrives 15 min early")
* Follow-up reminders
* Administrative notes
**When to use:**
* Recording important patient preferences
* Noting special circumstances
* Communication between staff members
* Future reference for repeat visits
## Tips for Using the Booking Details Panel Effectively
### For Quick Information Gathering
1. **Use keyboard shortcuts** - Press Escape to close quickly
2. **Keep it open while making calls** - Panel stays open, so you can reference info while talking to patient
3. **Copy phone numbers** - Click the copy icon rather than writing it down
### For Better Patient Communication
1. **Show patients the Queue Position tab** - If they're at the desk, you can show them what they'll see on their phone
2. **Use it to explain delays** - Visual queue line helps explain why they're waiting
3. **Reference specific times** - Use "Scheduled Start" vs "Expected Start" to show exact delay
### For Efficient Queue Management
1. **Don't close the panel immediately** - Keep it open if you're about to call the patient
2. **Check priority before calling** - Ensure no high-priority patients are waiting
3. **Verify resource assignment** - Make sure patient is in the right doctor's queue
### Common Workflows
**When a patient arrives late:**
1. Click their name to open panel
2. Check "Scheduled Start" to see how late they are
3. Check "Expected Start" to see if you can still fit them in
4. Make decision to accommodate or reschedule
**When a patient calls asking about wait time:**
1. Search for their name in queue
2. Open panel and go to Queue Position tab
3. Tell them "You have X people ahead, expected wait is Y minutes"
4. Use "Expected Start" to give them specific time
**When checking end-of-day completion:**
1. Filter to show "Completed" status
2. Open each completed booking
3. Verify "Created" vs completion time for statistics
4. Check if any notes need follow-up
## Important Points to Remember
### About Information Accuracy
* **Real-time updates:** Most information updates automatically
* **Manual refresh available:** Use the refresh button if something seems wrong
* **Status reflects queue list:** If you update status in queue, it updates in panel too
### About Privacy
* **Visible to staff only:** Patients cannot see the full panel (only their Queue Position view)
* **Phone numbers are sensitive:** Don't share them unnecessarily
* **Notes are internal:** Only clinic staff can see notes
### About System Behavior
* **Panel doesn't lock the queue:** You can still use action buttons in the main queue while panel is open
* **Changes update both views:** If someone else updates the patient status, both queue and panel update
* **Multi-patient viewing:** You can open different patient panels by clicking on different rows
## Related Features
* **[Queue Management](./queue-management.md)** - Main queue screen where you access this panel
* **Patient Management** - Creating and managing patient profiles
* **Schedule Management** - Setting up doctor schedules and time slots
* **Dashboard** - Overview of clinic operations
## Troubleshooting
### "Panel won't open when I click patient row"
**Check:**
* Are you clicking on an action button instead of the row itself?
* Try clicking the arrow (>) button on the far right
* Refresh the page if the issue persists
### "Information looks outdated"
**Solutions:**
* Click the refresh button in Queue Position tab
* Close and reopen the panel
* Refresh the main queue screen
### "Can't find a patient in the panel"
**Remember:**
* Panel shows details for ONE patient at a time
* Click different patient rows to switch between patients
* Close current panel before opening a new one for clarity
### "Phone number won't copy"
**Try:**
* Click directly on the copy icon (small button next to number)
* If it still doesn't work, you can type it manually from what's displayed
* Report to IT if copy function consistently fails
***
**Remember:** The Booking Details Panel is your quick reference tool. Use it whenever you need more information about a patient than what's shown in the queue table. It saves time and reduces errors by putting all information in one organized view.
# Patient Management (/docs/user-guide/provider/patient-management)
# Patient Management
The **Patients** section allows you to view and manage your patient database. It serves as a digital registry of everyone who has visited your clinic.
## Patient List
Navigate to **Patients** in the sidebar to see the full list.
* **Search**: Quickly find a patient by Name, Mobile Number, or ID.
* **Filter**: Sort by "Last Visit", "Newest", etc.
## Patient Profile
Click on any patient to view their detailed profile.
### 1. Personal Details
* Name, Age, Gender.
* Contact Information (Phone, Email).
* Address.
### 2. Visit History
A timeline of all past appointments and consultations with your clinic.
* **Date**: When they visited.
* **Doctor**: Who they saw.
* **Diagnosis/Notes**: Summary of the visit (if recorded).
### 3. Upcoming Appointments
See if the patient has any future bookings scheduled.
## Adding a New Patient
While most patients are added automatically when they book or walk in, you can manually add a record.
1. Click **+ Add Patient**.
2. Enter the required details.
3. Save.
This is useful for migrating legacy records or adding family members.
# Queue Management (/docs/user-guide/provider/queue-management)
# Queue Management
## What is Queue Management?
Queue Management is your control center for handling all patient appointments throughout the day. Think of it as your digital reception desk - it shows you who's waiting, who's been called, and who's with the doctor right now.
### Why Use This Feature?
In traditional clinics, managing patients often means:
* Calling out names loudly in crowded waiting rooms
* Patients constantly asking "How much longer?"
* Confusion about who's next
* Lost track of no-shows and cancellations
* Paper registers that get messy
The Queue Management screen solves all these problems by:
1. **Showing Everyone at Once** - See all patients for the day in one organized list
2. **Automatic Queue Positions** - System assigns position numbers so patients know their turn
3. **Clear Status for Each Patient** - Know instantly who's waiting, who's called, who completed
4. **One-Click Actions** - Check in, call, start service, or complete with single button clicks
5. **Real-Time Updates** - Numbers change automatically as you work
6. **No Shouting Needed** - Patients can see their position on their phones
This means less confusion, shorter wait times, and happier patients.
## How to Access
1. Log into the Control Panel
2. Click **Queue** in the left sidebar
3. The Queue Management screen opens
## Understanding the Dashboard
### The Numbers at the Top
When you open Queue Management, you'll see 5 boxes with numbers. These give you a quick snapshot of the day:
### The Numbers at the Top
When you open Queue Management, you'll see 5 boxes with numbers. These give you a quick snapshot of the day:
1. **Active Patients** - How many patients are currently in the system (waiting, called, or with doctor)
* *Why it matters:* Tells you how busy you are right now
2. **Avg Wait Time** - Average waiting time in minutes
* *Why it matters:* If this number is high (above 20-30 minutes), patients are waiting too long
3. **Delayed** - Number of patients waiting longer than they should
* *Why it matters:* These patients need attention - they've been waiting past their appointment time
4. **Completed Today** - How many patients finished appointments today
* *Why it matters:* Shows your productivity for the day
5. **On-Time Rate** - What percentage of patients are being seen on time
* *Why it matters:* 100% means perfect timing, below 80% means you're falling behind
**Tip:** Keep an eye on "Delayed" and "On-Time Rate". If delays increase, you may need to speed up or adjust the schedule.
## Finding and Filtering Patients
With many patients throughout the day, you need ways to find them quickly. The system provides several tools:
### Status Filter Buttons (The Colored Buttons)
Right below the numbers, you'll see colored pill-shaped buttons. These let you show or hide different groups of patients:
* **Hold** (yellow badge) - Patients whose booking expired but weren't checked in
* *Common situation:* They booked yesterday for today but haven't arrived
* **Confirmed** (green badge) - Patients with future bookings who haven't checked in yet
* *Common situation:* They booked online, appointment time hasn't arrived
* **Called** (blue badge) - Patients called to the consultation room
* *Common situation:* You called their name, they're on the way to the doctor
* **In Service** (dark blue badge) - Patients currently with the doctor
* *Common situation:* Consultation happening right now
* **Completed** (gray badge) - Patients who finished their appointments
* *When to check:* End of day to see how many you served
* **Cancelled** (red badge) - Cancelled appointments
* *When to check:* Track cancellations for the day
* **No Show** (pink badge) - Patients who didn't show up
* *When to check:* Mark patients who never arrived despite booking
**How to use:** Click any button to show/hide that group. A checkmark (âś“) means you're seeing that group.
**Common combinations:**
* Click only "Confirmed", "Called", "In Service" to see active patients
* Click "Completed" alone to review finished appointments
* Click "Hold" and "Confirmed" to see who might still arrive
### The Search Box
The search box (with magnifying glass icon) helps find a specific patient fast.
**You can search by:**
* Patient name: Type "Kumar" to find all Kumars
* Phone number: Type "99999" to find by phone
* Booking ID: Type "60414" to find by booking number
**Best for:** When a patient calls asking about their appointment, or when they arrive and you need to find them quickly.
### Filter by Waiting Time (Delay Dropdown)
The dropdown menu next to search lets you filter by how long patients are waiting:
* **All Delays** - Show everyone (no filter)
* **5+ minutes** - Patients waiting more than 5 minutes
* **10+ minutes** - Patients waiting more than 10 minutes
* **20+ minutes** - Patients waiting more than 20 minutes
* **30+ minutes** - Patients waiting more than 30 minutes
**When to use:** If you want to prioritize patients who've been waiting too long, select "20+ minutes" to see them first.
### Quick Filter Shortcuts
At the bottom of the filter area, you'll see quick shortcut buttons:
* **Active** - One click to show only active patients (waiting + called + in service)
* *Use this most of the time for daily work*
* **Active with Called** - Same as above
* **Delayed** - Show only delayed patients
* *Use when you need to catch up with backlog*
* **Today's Completed** - Show completed appointments
* *Use at end of day to count finished consultations*
## The Patient List Table
The main area shows all patients in a table format. Let's understand each column:
### What Each Column Shows
1. **Pos (Position)**
* Shows queue position: 1, 2, 3, 4...
* Only appears for checked-in patients who are actively waiting
* Shows "-" for patients not yet checked in
* *How it helps:* Patients with lower numbers go first
2. **Booking ID**
* Unique number for each appointment (e.g., "60414442")
* *How it helps:* Reference number for tracking and reports
3. **Patient**
* Shows three things together:
* Patient's name (e.g., "Deepak Kumar")
* Appointment time (e.g., "9:38 am")
* Phone number (you can click to copy it)
* *How it helps:* All patient info in one place
4. **Status**
* Current state in colored badges
* Examples: CONFIRMED, CHECKED IN WAITING, CALLED, IN SERVICE, COMPLETED
* Colors match the filter buttons
* *How it helps:* Know instantly where each patient is in their journey
5. **Delay**
* How many minutes late (e.g., "0m", "15m", "30m")
* Shows "0m" if on time or ahead of schedule
* *How it helps:* Spot patients waiting too long
6. **Actions**
* Buttons to move patient to next stage
* Changes based on current status
* *How it helps:* One-click to update patient status
7. **Arrow (>)**
* Click to see full patient details in side panel
* *How it helps:* Get detailed information without leaving the page
## Working with Patients - Step by Step
Now let's learn how to actually manage patients through their journey. Each patient goes through stages, and you help them move forward.
### Stage 1: Patient Books Appointment
When a patient books (online or phone), they appear in your list with **CONFIRMED** status and no position number (shows "-").
**What you see:**
* Status: Green badge "CONFIRMED"
* Position: "-" (not in queue yet)
* Actions: "Check In" and "Cancel" buttons
**What it means:** Patient has an appointment but hasn't arrived at the clinic yet.
### Stage 2: Patient Arrives - Checking Them In
When a patient walks into your clinic:
1. **Find their name** in the table
* Use search if needed
* Look for green "CONFIRMED" badge
2. **Click the "Check In" button** next to their name
3. **What happens:**
* Status changes to "CHECKED IN WAITING" (yellow badge)
* They get a position number (Pos column now shows 8, 9, 10, etc.)
* They're now officially in the waiting queue
**What this means for the patient:** They can now see their position on their phone and know how many people are ahead.
**Common question:** "What if they arrived early?"
* Still check them in. They'll get a position and wait their turn based on appointment time.
**Common question:** "What if they're late?"
* Check them in. System tracks the delay automatically.
### Stage 3: Calling the Next Patient
When the doctor is ready for the next patient, you have two options:
#### Option A: Use "Call Next" Button (Recommended)
1. **Click the blue "Call Next" button** at the top right of the screen
2. **System automatically:**
* Finds the next patient in queue
* Changes their status to "CALLED" (blue badge)
* Can trigger notifications to patient's phone
3. **Why use this:** It's automatic and prevents mistakes in queue order
#### Option B: Manual Call (for specific situations)
If you need to call a specific patient (not necessarily next in line):
1. Find the patient with "CHECKED IN WAITING" status
2. Their Actions will show available buttons
3. Click appropriate action button
**Note:** "Call Next" is simpler and reduces errors.
### Stage 4: Patient Enters Consultation Room
When the called patient comes to the doctor's room:
1. **Find the patient** with "CALLED" status (blue badge)
2. **Click "Start Service" button**
3. **What happens:**
* Status changes to "IN SERVICE" (darker blue badge)
* Other patients see this person is with doctor
* Timer starts tracking consultation time
**Why this matters:** Patients in waiting room know the doctor is busy, helps manage expectations.
### Stage 5: Consultation Finishes
When the doctor finishes with a patient:
1. **Find the patient** with "IN SERVICE" status
2. **Click "Complete" button**
3. **What happens:**
* Status changes to "COMPLETED" (gray badge)
* Patient leaves the active queue
* Position numbers readjust for remaining patients
* "Completed Today" counter increases
**Tip:** Complete patients promptly so the count stays accurate throughout the day.
### Handling Cancellations
Sometimes patients cancel or need to be removed from the queue.
**Who can be cancelled:**
* CONFIRMED patients (before check-in)
* CHECKED IN WAITING patients
* CALLED patients
* Even IN SERVICE patients (rare, but possible)
**How to cancel:**
1. **Find the patient** you need to cancel
2. **Click the "Cancel" button** in their Actions column
3. **A popup appears** asking for confirmation
4. **Confirm or select a reason** (if required)
5. **What happens:**
* Status changes to "CANCELLED" (red badge)
* They're removed from active queue
* Position numbers readjust for others
**Common reasons to cancel:**
* Patient called to say they can't come
* Patient waited too long and left
* Emergency change in schedule
### Handling No-Shows
If a patient was called but never came to the consultation room:
**Option 1:** Mark as No Show (if your system provides this action)
**Option 2:** Cancel them with reason "No Show"
**Why track this:** Helps understand patient behavior and can affect future bookings.
## Viewing Detailed Patient Information
When you need more information about a patient than what's shown in the queue table, click on any patient row. This opens the **Booking Details Panel** - a detailed view that slides in from the right.
### What You Can See
The panel contains four tabs with different information:
1. **Overview** - Booking ID, status, times, patient name, phone number
2. **Queue Position** - Exactly what the patient sees on their phone (useful when they ask "how much longer?")
3. **Timeline** - Appointment history and status changes
4. **Notes** - Additional remarks about the patient
### Quick Actions
* **Copy phone number** - Click the copy icon next to patient's phone
* **Close panel** - Click X button or click outside the panel
* **Switch patients** - Click different patient rows to view different patients
For complete details about using this panel, see **[Booking Details Panel](./booking-details-panel.md)**.
**When to use:** Before calling a patient, when patient asks about wait time, or when you need complete appointment details.
## The Refresh Button
The circular arrow button (↻) next to the filters manually refreshes the patient list.
**When to use:**
* If the screen seems stuck
* If you know a patient just booked but don't see them
* If numbers don't match what you expect
**Usually not needed:** The screen updates automatically most of the time.
## Tips for Smooth Queue Management
### For Receptionists
1. **Check in patients as soon as they arrive**
* Don't make them wait to be added to the queue
* Faster check-in = patients can see their position sooner
2. **Use "Call Next" instead of manual selection**
* Prevents accidentally skipping someone
* Maintains fair queue order
3. **Keep the "Active" filter on during busy hours**
* Shows only patients who matter right now
* Less clutter, less confusion
4. **Complete patients promptly**
* Keeps the queue accurate
* Helps track daily productivity
5. **Check "Delayed" filter if wait times are growing**
* See who's been waiting longest
* Can call family to inform about delays
### For Doctors
1. **Glance at "Active Patients" number**
* Tells you how many more to go
* Helps plan your energy and breaks
2. **Check "Avg Wait Time"**
* If over 30 minutes, consider speeding up
* Or inform waiting patients about delay
3. **Use patient details panel**
* Quickly review patient info before they enter
* Check appointment times and notes
### Understanding Colors
The system uses colors consistently:
* **Green** = Confirmed/future appointments
* **Yellow** = Waiting (checked in or on hold)
* **Blue** = Active movement (called, in service)
* **Gray** = Completed (done)
* **Red** = Problem status (cancelled)
* **Pink** = No show
These colors appear in both the filter buttons and status badges, making it easy to scan visually.
## Common Scenarios
### "Patient says they're here but I don't see them"
1. Check if search box has old text - clear it
2. Check status filters - make sure "Confirmed" is selected
3. Click refresh button
4. Search by phone number
5. They might have booked for different day/doctor
### "Two patients arrived at same time"
1. Check in both patients
2. System assigns positions based on appointment time
3. Earlier appointment gets lower position number
4. Use "Call Next" - it handles this automatically
### "Patient needs to leave early"
1. Find the patient in the list
2. Check their position
3. If urgent, you can manually call them ahead
4. Or cancel and reschedule
### "Doctor is running very late"
1. Check "Delayed" filter to see how many affected
2. Note the "Avg Wait Time" number
3. Consider informing waiting patients
4. Use patient details to get phone numbers for calling
### "End of day - checking completion"
1. Click "Today's Completed" quick filter
2. Check the count in "Completed Today" metric
3. Review "No Show" and "Cancelled" to understand gaps
4. Clear all filters to see if anyone was missed
## Remember
* **The system helps, but you control it** - Always verify before taking action
* **One patient at a time** - Don't rush, accuracy matters
* **Colors guide you** - Green = future, Yellow = waiting, Blue = active, Gray = done
* **Position numbers are automatic** - Trust the system's queue order
* **Check in promptly, complete promptly** - Keeps everything accurate
With practice, managing the queue becomes natural and much easier than paper registers or verbal tracking!
## Related Features
To learn more about connected features:
* **[Booking Details Panel](./booking-details-panel.md)** - Detailed guide on viewing patient and appointment information
* **Dashboard** - Overview of your clinic's daily operations
* **Schedule Management** - Setting up doctor availability and time slots
* **Patient Management** - Creating and managing patient records
* **Settings** - Configuring queue and appointment preferences
# Schedule Interruptions (/docs/user-guide/provider/schedule-interruptions)
# Schedule Interruptions
## What are Interruptions?
Schedule Interruptions are for **immediate, unplanned needs happening TODAY**.
**Critical Rule: Interruptions are ONLY for today's schedule**
* If you need to block time for a **future date**, use [Schedule Management](./schedule-management.md) instead
* Interruptions are designed for emergencies and last-minute changes happening RIGHT NOW
* They help you handle unexpected situations that come up during the day
### Real-Life Examples
**Use Interruptions (TODAY ONLY):**
* "I need to leave NOW—family emergency"
* "Just got delayed by 30 minutes, still on my way"
* "Feeling sick right now, canceling rest of today"
* "Urgent meeting just called for this afternoon"
* "Need an unplanned break—exhausted from morning rush"
**DON'T use Interruptions for future dates:**
* "I have a conference next week" → Use [Schedule Management](./schedule-management.md)
* "Going on vacation next month" → Use [Schedule Management](./schedule-management.md)
* "Meeting scheduled for tomorrow" → Use [Schedule Management](./schedule-management.md)
### Quick Decision Guide
**Use Interruptions when:**
* It's happening TODAY
* It's unplanned or just came up
* It's an emergency or last-minute change
* You need to act immediately
**Use [Schedule Management](./schedule-management.md) when:**
* It's for a future date (tomorrow or later)
* You're planning ahead
* You want to block time in advance
* Example: Vacation, scheduled meetings, planned time off
## Types of Interruptions
All interruption types are for TODAY ONLY. The type helps you categorize why you're interrupting:
**Emergency** (Most common for interruptions)
* Happens suddenly RIGHT NOW
* Examples:
* "Sudden illness—need to leave immediately"
* "Family emergency—canceling rest of today"
* "Doctor called to hospital urgently"
* "Accident on the way to clinic—running 1 hour late"
* When to use: Unexpected situations forcing immediate action
**Break** (Unplanned break today)
* Short pause you didn't anticipate
* Examples:
* "Need urgent 15-minute call with specialist NOW"
* "Feeling exhausted—taking unplanned 30-min break"
* "Equipment issue—30 min to fix"
* When to use: Quick unplanned pauses in TODAY's schedule
**Delay Announcement** (Running late today)
* You're on your way but delayed
* Examples:
* "Traffic jam—30 minutes late"
* "Previous patient emergency ran over—running behind"
* "Meeting went longer—delayed by 45 minutes"
* When to use: To inform patients you're late but still coming TODAY
**Delay Announcement** (Running late today)
* You're on your way but delayed
* Examples:
* "Traffic jam—30 minutes late"
* "Previous patient emergency ran over—running behind"
* "Meeting went longer—delayed by 45 minutes"
* When to use: To inform patients you're late but still coming TODAY
**Note:** The type helps you track why interruptions happen. All types only work for TODAY's schedule.
## When to Use Interruptions
### DO use Interruptions for:
**TODAY's emergencies:**
* "Need to leave NOW—family emergency"
* "Feeling sick—canceling rest of today"
* "Just got delayed—running 30 min late"
**Immediate unplanned events:**
* "Urgent meeting just came up for this afternoon"
* "Equipment broke—need 1 hour to fix"
* "Called away for emergency consultation"
**Last-minute TODAY changes:**
* "Taking unplanned break right now"
* "Need to leave early today unexpectedly"
* "Can't continue—personal emergency"
### DON'T use Interruptions for:
**Future dates (use Schedule Management instead):**
* "I have a conference next week" → Use [Schedule Management](./schedule-management.md)
* "Going on vacation next month" → Use [Schedule Management](./schedule-management.md)
* "Meeting tomorrow at 2 PM" → Use [Schedule Management](./schedule-management.md)
**Planned time off:**
* "Taking next Friday off" → Use [Schedule Management](./schedule-management.md)
* "No appointments this Saturday" → Use [Schedule Management](./schedule-management.md)
**Rule of thumb:** If it's **not happening TODAY**, don't use interruptions. Use [Schedule Management](./schedule-management.md) to block future dates.
## Creating an Interruption
### Step-by-Step Process
1. **Navigate to Interruptions**
* Click "Interruptions" in the sidebar
* Or use quick-access button if available
2. **Choose Interruption Type**
* Emergency (most common)
* Break (unplanned pause)
* Delay Announcement (running late)
3. **Set Start Time**
* **Date**: Automatically set to TODAY (cannot be changed)
* **Time**: Select when the interruption starts (e.g., "RIGHT NOW" or "2:00 PM TODAY")
* Use time picker provided
4. **Set Duration**
* Enter how long in minutes
* Or select from quick options (15 min, 30 min, 1 hour, "Rest of Day")
* System calculates end time automatically
* **"Rest of Day"** option: Blocks from start time until end of your schedule TODAY
5. **Set Duration**
* Enter how long in minutes
* Or select from quick options (15 min, 30 min, 1 hour, "Rest of Day")
* System calculates end time automatically
* **"Rest of Day"** option: Blocks from start time until end of your schedule TODAY
5. **Choose Effect on Existing Bookings**
The system asks what to do with appointments already booked for TODAY during this time:
**Cancel:**
* Cancels all conflicting bookings for TODAY
* Patients are notified
* *Use when:* You absolutely cannot see those patients TODAY
**Running Late:**
* Pushes TODAY's conflicting bookings to later time slots
* Delays the queue for rest of TODAY
* *Use when:* You're late but still working TODAY
6. **Preview Impact**
* System shows how many bookings TODAY are affected
* Lists patients who will be cancelled or delayed
* Shows impact on TODAY's queue timing
7. **Add Note (Optional)**
* Enter reason for your reference
* Example: "Traffic delay" or "Family emergency"
8. **Click "Create" or "Confirm"**
9. **What happens:**
* Time is blocked immediately for TODAY
* Affected bookings TODAY are cancelled or delayed
* Patients receive notifications (if configured)
* No new bookings allowed during interruption time TODAY
* Tomorrow's schedule is not affected—interruptions only impact TODAY
### Important: Impact on Patients TODAY
**Before creating an interruption, the system shows you:**
* **How many patients** have appointments during that time TODAY
* **Their names and booking IDs**
* **What will happen** to each booking (cancelled or delayed)
**Review this carefully:**
* Can you quickly call affected patients?
* Do you need to manually reschedule them for tomorrow?
* Is this emergency urgent enough to justify automatic cancellations?
**Remember:** Interruptions are for emergencies and unplanned situations TODAY. For planned changes, use [Schedule Management](./schedule-management.md) to give patients advance notice.
### Effect Options Explained
#### Cancel Effect ("I can't see these patients TODAY")
**What happens:**
* All appointments during this time TODAY are **cancelled**
* Patients are removed from TODAY's queue
* They need to book a different day
* Time slots become unavailable for TODAY
**When to choose Cancel:**
* You're sick and leaving NOW
* Family emergency—can't continue TODAY
* Equipment failure—can't see patients rest of TODAY
* You absolutely cannot accommodate those patients TODAY
**Patient experience:**
* They get immediate cancellation notice
* They have to find a new appointment (tomorrow or later)
* It's inconvenient but necessary for emergencies
**Example:**
* You feel sick at 2 PM and need to leave immediately
* Create interruption: 2 PM - Rest of Day, Cancel effect
* All appointments from 2 PM onwards TODAY are cancelled
* Patients have to rebook for tomorrow or later
***
#### Running Late Effect ("I'm late but still coming TODAY")
**What happens:**
* Appointments are **NOT cancelled**—they're still valid for TODAY
* Everyone's time gets pushed back by how late you are
* Patients still see you TODAY, just later than originally scheduled
* The whole queue for TODAY shifts later
**When to choose Running Late:**
* You're stuck in traffic but on your way
* A meeting is running over but you'll be back soon
* Temporary delay TODAY, not full absence
* You can still see all the patients TODAY, just later
**Patient experience:**
* Their appointment still happens TODAY
* They wait longer than expected
* They still see you the same day
**Example:**
* You're stuck in traffic at 10 AM, will arrive at 10:30
* Create interruption: 10:00-10:30 AM, Running Late
* Patient scheduled for 10:30 AM is now expected at 11:00 AM (30 min later)
* Patient scheduled for 11:00 AM is now expected at 11:30 AM (30 min later)
* Everyone after that is also delayed by 30 minutes for TODAY
* They all still see you TODAY, just later
**Important:** Use Running Late only when you're confident you'll arrive TODAY. If unsure, use Cancel instead.
## Viewing and Managing Interruptions
### Interruptions List
When you open the Interruptions screen, you see:
**TODAY's interruptions prominently displayed:**
* Current active interruption (if any)
* Interruptions created earlier today
* Shows real-time status
**Each entry shows:**
* **Type** icon and label (Emergency, Break, Delay)
* **Time range** (TODAY only)
* **Duration**
* **Impact summary** (e.g., "3 bookings affected")
* **Note/Reason**
* **Status** (Active, Completed)
### Interruption Statuses
**Active:**
* Happening RIGHT NOW
* Time block currently in effect
* Bookings already affected
* Can be extended or ended early if needed
**Completed:**
* Already passed TODAY
* Historical record for TODAY
* Shows what happened earlier
### Ending an Interruption Early
**For Active Interruptions:**
* You can end them before the scheduled time
* Example: "Traffic cleared up—arriving earlier than expected"
* Click "End Now" to restore normal schedule
* Queue automatically adjusts
**Why end early:**
* Delay resolved faster than expected
* Emergency situation cleared up
* You're ready to resume normal schedule NOW
**Note:** Interruptions are automatically cleared at midnight. Tomorrow starts fresh with your normal schedule.
## Common Workflows
### Handling an Emergency RIGHT NOW
1. Open Interruptions (quick access from anywhere)
2. Create Emergency interruption
3. Start time: "NOW" (current time)
4. Duration: "Rest of Day" or specific hours
5. Choose effect (Cancel if leaving, Cascade if just delayed)
6. Quickly review impact
7. Confirm
8. System immediately notifies affected patients
### Announcing You're Running Late
1. Open Interruptions
2. Create "Delay Announcement" interruption
3. Start time: "NOW"
4. Duration: How late you'll be (e.g., "30 minutes")
5. Choose "Running Late" effect
6. Patients automatically get updated wait times
7. Confirm
### Taking an Unplanned Break NOW
1. Open Interruptions
2. Create "Break" interruption
3. Start time: "NOW"
4. Duration: Break length (15-60 minutes)
5. Choose "Running Late" (queue waits) or "Cancel" (if break is long)
6. Confirm
### Leaving Early TODAY Due to Emergency
1. Open Interruptions
2. Create "Emergency" interruption
3. Start time: "NOW" or when you're leaving
4. Duration: "Rest of Day"
5. Choose "Cancel" effect
6. Review affected patients
7. Confirm
8. Have staff call affected patients to reschedule for tomorrow
## Common Questions
### "How is this different from blocking time in Schedule Management?"
**Schedule Interruptions (THIS FEATURE - TODAY ONLY):**
* For immediate, unplanned needs happening TODAY
* Examples: "Stuck in traffic NOW", "Emergency RIGHT NOW", "Need unplanned break TODAY"
* Date is locked to TODAY
**[Schedule Management](./schedule-management.md) (FOR FUTURE DATES):**
* For planning ahead—tomorrow and beyond
* For repeating patterns (every Monday, every day, etc.)
* For permanent changes to your schedule
* Examples: "Conference next week", "Vacation next month", "Every day lunch 1-2 PM"
### "What if I need to block time for tomorrow?"
**Don't use Interruptions.** Use [Schedule Management](./schedule-management.md):
* Go to Schedule Management
* Create a Day-Specific Hours rule for tomorrow
* Or create a Special Period for the specific time range
Interruptions are ONLY for TODAY's emergencies.
### "Can I create interruptions for future dates?"
**No.** The system prevents selecting future dates. Interruptions are designed for immediate needs happening TODAY. For any future date planning, use [Schedule Management](./schedule-management.md).
### "What happens at midnight?"
Interruptions are automatically cleared at midnight. Each day starts fresh. If you need to block the same time tomorrow, create a new schedule rule in [Schedule Management](./schedule-management.md).
### "What if I'm running late and it's affecting tomorrow too?"
Create interruption for TODAY's delay only. For tomorrow, use [Schedule Management](./schedule-management.md) to adjust your hours if you know you'll start late.
### "If I use Running Late, how much later are patients delayed?"
By exactly the duration of the interruption. If you create a 30-minute delay, everyone after it is delayed by 30 minutes for TODAY only.
### "Can I extend an active interruption?"
End the current one early and create a new one with longer duration. Or simply create another interruption for the additional time needed.
## Tips for Using Interruptions Effectively
### 1. Use for Emergencies and Immediate Needs Only
**TODAY ONLY rule:**
* Interruptions are designed for unplanned situations happening NOW
* If you can plan ahead (even by a day), use [Schedule Management](./schedule-management.md) instead
* Patients appreciate advance notice over last-minute changes
**Example:**
* ✅ RIGHT: "Stuck in traffic NOW—create 30-min delay"
* ❌ WRONG: "I have a conference next week—use Schedule Management instead"
### 2. Choose the Right Effect
**Cancel effect when:**
* You're leaving and won't be back TODAY
* Emergency requires you to stop seeing patients
* You're sick and going home
* Absolutely cannot continue TODAY
**Running Late when:**
* You're late but definitely coming TODAY
* Brief interruption that won't cancel your whole day
* Confident you can still see everyone TODAY, just later
### 3. Communicate with Patients
**The system notifies patients, but:**
* For emergencies affecting many patients, have staff call them
* Provide expected resume time if using Cascade Delay
* Apologize for inconvenience—emergencies happen
### 4. Review Before Confirming
**Always check the impact preview:**
* How many patients affected?
* Can you contact them quickly?
* Is canceling really necessary or can you delay?
### 5. End Interruptions Early If Possible
**If situation resolves faster:**
* Click "End Now" to restore normal schedule
* Patients appreciate getting back on track sooner
* Shows you respect their time
## Key Takeaways
âś… **DO:**
* Use interruptions for TODAY's emergencies only
* Create delay announcements when running late
* Review patient impact before confirming
* End interruptions early if situation resolves
* Use "Rest of Day" for emergencies requiring you to leave
❌ **DON'T:**
* Try to block future dates (use [Schedule Management](./schedule-management.md))
* Use for planned events (vacations, conferences)
* Use for recurring needs (daily lunch breaks)
* Forget to notify affected patients personally when possible
**Remember:** Interruptions = Immediate, Unplanned, TODAY. Everything else = [Schedule Management](./schedule-management.md).
**Before you click "Create":**
* Read the impact preview carefully
* Consider: Can I call these patients personally?
* Would it be better to reschedule them manually first?
* Is this emergency serious enough to auto-cancel?
### 3. Choose the Right Effect
**Ask yourself:**
* "Will I be here at all?" → Choose **Cancel**
* "Will I be late but still working?" → Choose **Running Late**
* "Am I 100% sure I'll be back?" → If no, choose **Cancel** to be safe
### 4. Use the Right Tool
**Decision tree:**
1. Does this happen every week on the same days? → Use [Schedule Management](./schedule-management.md)
2. Is this a permanent change to my hours? → Use [Schedule Management](./schedule-management.md)
3. Is this a one-time exception or emergency? → Use Interruptions (this page)
**Common mistakes:**
* Creating daily interruptions for lunch → Should be a Block rule in [Schedule Management](./schedule-management.md)
* Creating interruption for "every Monday" → Should be a Day-Specific rule in [Schedule Management](./schedule-management.md)
* Using interruption for permanent hour change → Should edit existing rule in [Schedule Management](./schedule-management.md)
### 5. Keep an Emergency Protocol Ready
**Know these steps by heart:**
1. Open Control Panel
2. Click "Interruptions" in sidebar
3. Click "Create Interruption" or "Add"
4. Choose type: Emergency
5. Set time: Now (or when leaving)
6. Set duration: Best estimate
7. Choose effect: Cancel (if unsure) or Running Late (if coming back)
8. Review impact
9. Confirm
10. Have reception call affected patients
**Practice once** so you're confident when a real emergency happens.
## Related Features
To learn more about connected features:
* **[Schedule Management](./schedule-management.md)** - Managing your regular weekly availability patterns
* **[Queue Management](./queue-management.md)** - Managing daily patient flow and appointments
* **[Booking Details Panel](./booking-details-panel.md)** - Viewing detailed appointment information
## Remember
* Interruptions are for **one-time exceptions**, not regular patterns
* Always **review impact** before confirming
* **Plan ahead** to minimize patient cancellations
* Use **[Schedule Rules](./schedule-management.md)** for recurring weekly patterns
* Choose effect carefully: **Cancel** vs **Running Late**
Back to [Schedule Management](./schedule-management.md) for managing your regular availability.
# Schedule & Availability Management (/docs/user-guide/provider/schedule-management)
# Schedule & Availability Management
## What is Schedule Management?
Schedule Management is your tool for controlling when patients can book appointments with you. Think of it as your digital appointment calendar - it tells the system when you're available to see patients and when you're not.
### Why Use This Feature?
In traditional clinics, managing availability often means:
* Writing working hours on a board or telling reception staff verbally
* Patients booking when you're not actually available
* Manually blocking time for lunch breaks or emergencies
* Confusion when you take a day off or leave early
* Lost bookings because patients don't know your actual schedule
The Schedule Management system solves these problems by:
1. **Setting Clear Working Hours** - Define when you're available for each type of appointment
2. **Automatic Slot Generation** - System creates time slots based on your rules
3. **Preventing Wrong Bookings** - Patients can only book when you're actually available
4. **Easy Blocking for Breaks** - Mark lunch, meetings, or emergencies with one click
5. **Real-Time Updates** - Changes reflect immediately for online bookings
6. **Flexible Rules** - Different hours for different days, different rules for different services
This means fewer scheduling mistakes, better time management, and patients booking only when you can actually see them.
## How Schedule Management Works
Schedule Management has **three main sections** that work together:
### 1. General Availability Hours
**What it is:** Your default working hours that apply broadly (every day, weekdays, or weekends)
**Examples:**
* "Every day: 9 AM to 5 PM"
* "Weekdays only: 9 AM to 8 PM"
* "Weekends: 10 AM to 2 PM"
**Use this for:** Your basic, consistent schedule that covers multiple days at once.
### 2. Day-Specific Hours
**What it is:** Override the general hours for specific days of the week
**Examples:**
* "Mondays: 9 AM to 1 PM" (different from your general weekday hours)
* "Saturdays: 9 AM to 2 PM" (different from your general weekend hours)
* "Wednesdays: Closed" (block a specific day)
**Use this for:** Days that have different hours than your general pattern.
### 3. Special Periods & Availability Blocks
**What it is:** Date ranges, holidays, or future one-time events
**Examples:**
* "December 20-30: Vacation (closed)"
* "Next Friday: Conference (blocked)"
* "Every Tuesday 1-2 PM: Lunch break"
* "January 1: Holiday (closed)"
* "Tomorrow: Doctor appointment (unavailable 2-4 PM)"
**Use this for:** Specific future date ranges, planned time off, or recurring special blocks.
**Important:** For immediate needs happening TODAY (emergencies, running late), use [Schedule Interruptions](./schedule-interruptions.md) instead.
**How they work together:**
* Start with General Hours (covers most of your week)
* Add Day-Specific Hours for days that have different hours
* Add Special Periods for future planned time off, vacations, holidays
* For TODAY's emergencies only, use [Schedule Interruptions](./schedule-interruptions.md)
* More specific rules override general ones automatically
## How to Access Schedule Management
1. Log into the Control Panel
2. Click **Schedule** in the left sidebar
3. The Schedule Management screen opens
**What you'll see:**
**At the top:**
* Three numbers showing: Available rules, Blocked rules, Total rules
**Main area - Weekly Schedule Overview:**
* Calendar grid showing Monday through Sunday
* Your availability displayed visually with colored blocks
* Current week is shown by default
**Below the calendar - Three colored sections:**
1. **Green section**: General Availability Hours
2. **Blue section**: Day-Specific Hours
3. **Purple section**: Special Periods & Availability Blocks
Each section has an "Add Rule" button and shows how many rules you've created.
## Understanding Schedule Rules
### What You'll See
Rules are organized into **three colored sections**:
**1. General Availability Hours (Green section)**
* Rules that apply to multiple days at once
* Shows count: "X rules", "X allow", "X block"
* Use this for your basic schedule pattern
**2. Day-Specific Hours (Blue section)**
* Rules for individual days of the week (Monday, Tuesday, etc.)
* Shows count: "X rules", "X allow", "X block"
* Use this when certain days are different
**3. Special Periods & Availability Blocks (Purple section)**
* Rules for date ranges or special occasions
* Shows count: "X rules", "X allow", "X block"
* Use this for vacations, holidays, recurring blocks
**Each saved rule displays:**
* **Action and time**: "ALLOW • 09:00-17:00" or "BLOCK • 13:00-14:00"
* **Scope**: "general", "weekdays", "monday", etc.
* **Audience**: Icon showing "ALL", "Patients Only", or "Medical Reps"
* **Date created**: When you added this rule
* **Toggle switch**: Turn the rule ON or OFF without deleting it
### Scope Options (Which Days)
When creating a rule, you choose which days it applies to:
**In General Availability Hours section:**
* **Every day** - All 7 days of the week
* Example: "9 AM to 5 PM every single day"
* **Weekdays** - Monday through Friday only
* Example: "9 AM to 8 PM on work days"
* **Weekends** - Saturday and Sunday only
* Example: "10 AM to 2 PM on Saturdays and Sundays"
**In Day-Specific Hours section:**
You can create rules for individual days:
* Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday
* Example: "Mondays 9-1, Thursdays 2-8"
**In Special Periods section:**
You can set date ranges or specific calendar periods (the exact options here may vary).
**How they interact:**
More specific rules override general ones:
* Day-Specific beats General
* Special Periods beat both
Example:
* General: "Weekdays 9-5"
* Day-Specific: "Monday 9-1"
* Result: Monday follows 9-1, other weekdays follow 9-5
### Rule Components
Each rule has several parts you can configure:
#### Action Type
**Allow** (most common):
* Opens time slots for booking
* Green indicator
* *Meaning:* "I'm available during this time"
**Block**:
* Prevents bookings
* Red indicator
* *Meaning:* "Do not allow bookings during this time"
* *Use when:* Regular lunch hours, admin time, etc.
#### Audience
Controls who can book during this time:
**All** (default):
* Anyone can book - patients and medical reps
* Most common choice for regular hours
**Patients only**:
* Only patients can book
* Medical reps cannot book during this time
* Use when you want to reserve time specifically for patient care
**Medical reps**:
* Only pharmaceutical/medical representatives can book
* Patients cannot book during this time
* Use when you allocate specific slots for medical rep meetings
#### Time Range
* **Start Time** - When this availability begins (e.g., 09:00 AM)
* **End Time** - When this availability ends (e.g., 05:00 PM)
**Tips:**
* Use 24-hour format or AM/PM clearly
* End time must be after start time
* Can span across noon (e.g., 10 AM to 2 PM includes lunch unless blocked)
#### Active/Inactive Toggle
* **Active** (green) - Rule is currently in effect
* **Inactive** (gray) - Rule exists but is not applied
*Use inactive for:* Temporarily disabling a rule without deleting it
## Creating a New Schedule Rule
### Step-by-Step Process
1. **Choose which section** to add the rule to:
* Click "Add Rule" in **General Availability Hours** (green) for broad patterns
* Click "Add Rule" in **Day-Specific Hours** (blue) for individual days
* Click "Add Rule" in **Special Periods** (purple) for date ranges
2. **The form appears right there** (no popup window)
* You'll see a form labeled "Add New Rule"
* It appears inside the section where you clicked
3. **Fill out the form fields:**
**Action** (dropdown):
* Select "Allow" for times you're available
* Select "Block" for times you're unavailable
* Default is "Allow"
**Scope** (dropdown):
* Options depend on which section you're in
* General section: Every day, Weekdays, Weekends
* Day-Specific section: Monday, Tuesday, Wednesday, etc.
* Special Periods section: May include date range options
**Start Time** (time picker):
* Click the field and select time (e.g., 09:00)
* Default is 09:00 (9 AM)
**End Time** (time picker):
* Click the field and select time (e.g., 17:00)
* Default is 17:00 (5 PM)
* Must be after Start Time
**Audience** (dropdown):
* Select "All" for everyone
* Select "Patients only" to exclude medical reps
* Select "Medical reps" to exclude patients
* Default is "All"
4. **Click "Save Rule"**
* Or click "Cancel" to discard
5. **What happens immediately:**
* You see "Saved!" message briefly
* The rule appears as a card below the form
* The weekly calendar grid updates to show the new availability
* The rule counts at the top increase (e.g., "1 Available")
* The rule is automatically turned ON (toggle switch is green)
### Common Rule Examples
**Example 1: Basic Weekday Hours**
* Action: Allow
* Audience: All
* Scope: Weekdays
* Time: 09:00 AM - 05:00 PM
*Result:* Patients can book Monday to Friday, 9 AM to 5 PM.
**Example 2: Different Hours Each Day**
Create separate rules:
* Monday: 09:00 AM - 01:00 PM (Allow, All, Monday)
* Tuesday: 02:00 PM - 08:00 PM (Allow, All, Tuesday)
* Wednesday: Off (no rule or Block rule)
* Thursday: 09:00 AM - 01:00 PM (Allow, All, Thursday)
* Friday: 09:00 AM - 05:00 PM (Allow, All, Friday)
**Example 3: Split Shift with Lunch Block**
Two rules:
* Rule 1: Allow, All, Weekdays, 09:00 AM - 01:00 PM
* Rule 2: Allow, All, Weekdays, 05:00 PM - 08:00 PM
* (Gap from 1 PM to 5 PM is automatically unavailable)
Or with explicit block:
* Rule 1: Allow, All, Weekdays, 09:00 AM - 08:00 PM
* Rule 2: Block, All, Weekdays, 01:00 PM - 05:00 PM
**Example 4: Medical Rep Hours**
* Allow, Medical Rep, Monday, 10:00 AM - 11:00 AM
* Allow, Patient, Monday, 09:00 AM - 10:00 AM
* Allow, Patient, Monday, 11:00 AM - 01:00 PM
*Result:* 10-11 AM reserved for medical reps only, rest for patients.
**Example 5: Weekend Hours**
* Allow, All, Weekends, 10:00 AM - 02:00 PM
*Result:* Available Saturday and Sunday, 10 AM to 2 PM.
## Editing Schedule Rules
### How to Edit
1. **Find the rule** you want to change in the list
2. **Click the edit icon** (pencil) next to the rule
3. **The rule expands** into an editable form
4. **Make your changes**:
* Change days, times, audience, or action
* System validates as you type
5. **Click "Save"** to apply changes
6. **Or click "Cancel"** to discard changes
### What You Can Change
* **Scope** (which days)
* **Time range** (start and end times)
* **Audience** (who can book)
* **Action** (Allow or Block)
* **Active status** (turn on/off)
### What Happens When You Edit
* **Future bookings** are affected immediately
* **Existing bookings** that fall during the new rule are not automatically cancelled
* System may warn if your change conflicts with existing rules
* Week view updates to reflect new schedule
**Important:** If you shorten hours or block times, check if any confirmed bookings are affected.
## Deleting Schedule Rules
### When to Delete
* Rule no longer needed
* You made a mistake and want to start over
* Replacing with a different pattern
### How to Delete
1. **Find the rule** in the list
2. **Click the delete icon** (trash) next to the rule
3. **Confirm deletion** in the popup
4. **Rule is removed** immediately
### What Happens
* Time slots for that rule disappear
* Patients can no longer book during those times
* Existing confirmed bookings are NOT automatically cancelled
* Week view updates to remove the availability
**Tip:** If unsure, make the rule "Inactive" instead of deleting. You can reactivate it later.
## Toggling Rules On/Off
Instead of deleting, you can temporarily disable rules.
### How to Toggle
1. **Find the rule** in the list
2. **Click the toggle switch** (looks like a switch icon)
* **Green/On** = Active (rule is in effect)
* **Gray/Off** = Inactive (rule is ignored)
### When to Use
* **Temporary closures** without deleting the rule
* **Testing** different schedules
* **Seasonal changes** (turn off summer hours, turn on winter hours)
**Example:** You usually work Saturdays 10-2, but this month you're not. Turn off the Saturday rule for now, turn it back on next month.
## Duplicating Rules
To quickly create similar rules without re-entering everything:
1. **Find a rule** similar to what you need
2. **Click the duplicate icon** (copy icon)
3. **A copy is created** with same settings
4. **Edit the copy** to change days or times as needed
**Use case:** You have "Monday 9-5" and want "Tuesday 9-5" too. Duplicate Monday rule, change day to Tuesday.
## Weekly Schedule Overview (Calendar Grid)
At the top of the page, you'll see a visual weekly calendar showing all your availability.
### Understanding the Week Grid
**Header:**
* Shows current week range (e.g., "Nov 17-23, 2025")
* "Live Preview" indicator
* Previous/Next week navigation arrows
**Seven columns** = Days of the week (Monday through Sunday)
* Each day shows abbreviated name (Mon, Tue, etc.) and full name
* Today is marked with a "Today" badge
* Each day has a "+" button at the top
**Inside each day column:**
**When you have rules:**
* Colored blocks showing your availability
* Each block shows the time range (e.g., "9:00 AM → 5:00 PM")
* Shows audience icon (ALL, Patients Only, or Medical Reps)
* Clickable to see details
* Shows count at bottom (e.g., "1 available, 0 blocked")
**When you have no rules:**
* Empty state icon
* Message: "No rules set"
* "Click + to add"
### How to Use the Week Grid
**Quick visual check:**
* See your entire week at a glance
* Verify rules are working correctly
* Spot days with no coverage
**Navigation:**
* Click arrows to see previous or next week
* Check how your schedule looks in upcoming weeks
**Quick add:**
* Click the "+" button on any day to quickly add a rule for that day
## Emergency Changes vs. Regular Planning
**Important distinction:**
Schedule Management is for **all planning - both regular patterns AND future one-time events**. Schedule Interruptions are ONLY for immediate emergencies happening TODAY.
**Use Schedule Management (this page) for:**
* Your regular working hours that repeat weekly
* **Planned vacations or time off** (set for future dates)
* **Conferences, meetings, appointments** (tomorrow or later)
* **Any future date blocking** (even if it's one-time)
* Permanent schedule changes
* Predictable patterns
**Use [Schedule Interruptions](./schedule-interruptions.md) ONLY for:**
* **Emergencies happening TODAY** (doctor sick, running late)
* **Immediate unplanned needs** (family emergency, traffic delay)
* **Last-minute changes to TODAY's schedule only**
**Key Rule:** If it's for **tomorrow or any future date**, use Schedule Management (this page). Interruptions are locked to TODAY only.
**Examples:**
* ✅ "I have a conference next week" → Use Schedule Management (Day-Specific Hours or Special Period)
* ✅ "Going on vacation next month" → Use Schedule Management (Special Period with date range)
* ✅ "Taking tomorrow off" → Use Schedule Management (Day-Specific Hours for tomorrow)
* ✅ "Stuck in traffic RIGHT NOW" → Use [Schedule Interruptions](./schedule-interruptions.md)
* ✅ "Family emergency TODAY—leaving immediately" → Use [Schedule Interruptions](./schedule-interruptions.md)
## Understanding Priority and Conflicts
### Rule Conflicts
When you have multiple rules affecting the same time:
**System behavior:**
* More specific rules override general rules
* Day-specific beats Weekdays/Weekends beats Everyday
* Date Range beats Day-specific for those dates
* Block rules override Allow rules (safety first)
**Examples:**
* Weekdays 9-5 (Allow) + Monday 12-1 (Block) = Monday 12-1 is blocked
* Everyday 9-5 (Allow) + Saturday 10-2 (Allow) = Saturday follows the 10-2 rule
* Weekdays 9-5 (Allow) + March 15 to March 20 Date Range 9-12 (Allow) = During those dates, only 9-12 is available
**The system usually warns you** if you create conflicting rules.
### Validation Messages
While creating or editing rules, you might see:
**Errors (Red):**
* "End time must be after start time"
* "Rule overlaps with existing rule"
* "Time range is invalid"
* Must fix before saving
**Warnings (Yellow):**
* "This will affect X existing bookings"
* "Similar rule already exists"
* "Large time gap detected"
* Can save but review recommended
## Tips for Effective Schedule Management
### For Setting Up Your Schedule
1. **Start with General Availability Hours (green section)**
* Create one simple rule first (e.g., "Weekdays 9-5")
* Check the weekly grid to see it appear
* Build from there
2. **Use the right section for each rule**
* **General** (green) = Broad patterns covering multiple days
* **Day-Specific** (blue) = Individual days that are different
* **Special Periods** (purple) = Vacations, holidays, date ranges
* Keeps your schedule organized and easy to understand
3. **Plan for regular breaks**
* Block lunch hours using a rule in General Availability
* Example: Block rule for Weekdays 1-2 PM
* Don't create a new rule every day—make it repeat
4. **Check the weekly grid after creating rules**
* Scroll up to see the calendar
* Verify your availability looks correct
* Look for gaps or mistakes
### For Managing Changes
1. **Plan Ahead for Future Dates**
* Use Schedule Management (this page) to block future dates - don't use Interruptions
* Create Special Periods or Day-Specific Hours for vacations, conferences, time off
* Set these well in advance so patients book around them naturally
* Reduces cancellations since slots won't be available
2. **Use Interruptions ONLY for TODAY**
* [Schedule Interruptions](./schedule-interruptions.md) are locked to TODAY only
* For emergencies happening RIGHT NOW
* Running late, sudden illness, immediate unplanned needs
* Never for tomorrow or future dates
3. **Review Impact When Blocking Future Dates**
* Check if patients have already booked those dates
* Contact affected patients before creating the block
* Consider rescheduling manually if needed
* The earlier you plan, the fewer conflicts
4. **Use Appropriate Tools**
* Regular weekly patterns → Schedule Rules (General or Day-Specific)
* Future one-time events → Schedule Management (Special Periods or Day-Specific Hours)
* TODAY's emergencies only → [Schedule Interruptions](./schedule-interruptions.md)
* Rule: If it's not happening TODAY, don't use Interruptions
### For Better Patient Experience
1. **Consistent Hours**
* Try to maintain predictable schedule
* Patients appreciate consistency
* Changes should be communicated
2. **Adequate Availability**
* Ensure enough slots for patient demand
* Monitor booking patterns
* Adjust if slots fill too quickly
3. **Buffer Time**
* Consider blocking 5-10 minutes between shifts
* Allows catch-up if running late
* Prevents back-to-back exhaustion
4. **Emergency Protocol**
* For emergencies happening TODAY: Use [Schedule Interruptions](./schedule-interruptions.md)
* For planned future blocking: Use Schedule Management (this page)
* Know the difference: TODAY = Interruptions, Future = Schedule Management
* Learn about Cascade Delay for delays in the [Interruptions guide](./schedule-interruptions.md#cascade-delay-effect)
### Common Workflows
**Setting up a new schedule from scratch:**
1. Go to General Availability Hours (green section)
2. Click "Add Rule"
3. Set Action: Allow, Scope: Weekdays, Time: 9 AM - 5 PM, Audience: All
4. Click "Save Rule"
5. Check the weekly grid—you should see availability Mon-Fri
6. If you work weekends, add another rule in General Availability
7. If specific days are different, add rules in Day-Specific Hours (blue)
8. Done!
**Adding a regular lunch break:**
1. Go to General Availability Hours (green section)
2. Click "Add Rule"
3. Set Action: Block, Scope: Weekdays, Time: 1 PM - 2 PM, Audience: All
4. Click "Save Rule"
5. The weekly grid now shows the lunch gap
6. Patients cannot book during this time
**Planning a vacation or future time off:**
1. Go to Special Periods & Availability Blocks (purple section)
2. Click "Add Rule"
3. Set Action: Block, select date range (e.g., Dec 20-30), Audience: All
4. If you need specific time blocking, set times; otherwise, block all day
5. Click "Save Rule"
6. Those dates are now blocked in the calendar
7. Patients cannot book during this period
**Note:** This is for FUTURE dates. For emergencies happening TODAY, use [Schedule Interruptions](./schedule-interruptions.md).
**Changing your regular hours:**
1. Find the rule you want to change in its section
2. Click the edit icon (pencil) on the rule card
3. Update the time, scope, or other fields
4. Click "Save"
5. The weekly grid updates immediately
6. Consider informing regular patients of the change
## Related Features
To learn more about connected features:
* **[Schedule Interruptions](./schedule-interruptions.md)** - For TODAY's emergencies ONLY (running late, sudden illness, immediate needs)
* **[Queue Management](./queue-management.md)** - Managing daily patient flow and appointments
* **[Booking Details Panel](./booking-details-panel.md)** - Viewing detailed appointment information
* **Dashboard** - Overview of your clinic's operations
* **Patient Management** - Managing patient records
* **Settings** - Configuring clinic preferences
## Common Questions
### "What if I create a rule by mistake?"
Delete it immediately using the delete icon on the rule card. The weekly grid updates right away to remove that availability.
### "Can I temporarily turn off a rule without deleting it?"
Yes! Use the toggle switch on the rule card. When turned OFF (gray), the rule exists but doesn't apply. Turn it back ON (green) whenever you want.
### "Which section should I use for my rules?"
* **General Availability Hours** (green) = Use for patterns covering multiple days (Everyday, Weekdays, Weekends)
* **Day-Specific Hours** (blue) = Use when individual days are different (Monday has different hours than Tuesday)
* **Special Periods** (purple) = Use for vacations, holidays, or date-specific blocks
### "What does 'Audience: All' mean?"
It means both patients and medical reps can book during that time. Choose "Patients only" or "Medical reps" if you want to restrict who can book.
### "Can I have different hours for different services?"
Currently, the Audience field lets you separate Patients from Medical Reps, but not different patient service types. For more complex scheduling, contact support.
### "What happens if my rules overlap?"
More specific rules override general ones. Day-Specific beats General, and Special Periods beat both. Block rules take priority over Allow rules for safety.
### "Why don't I see my rule in the weekly grid?"
Check these:
* Is the rule toggle turned ON (green)?
* Are you looking at the correct week? Use the navigation arrows.
* Did you set the time range correctly?
* Is there a conflicting Block rule?
## Remember
* **General Availability Hours** (green) = Broad patterns for multiple days
* **Day-Specific Hours** (blue) = Individual days that are different
* **Special Periods** (purple) = Vacations, holidays, date ranges
* **Weekly grid** = Visual check that rules are working correctly
* **Toggle switch** = Turn rules on/off without deleting them
* **More specific rules override general ones** = Day-Specific beats General
* **Plan ahead** = Set vacation blocks early so patients book around them
* **Use the right section** = Keeps your schedule organized and easy to manage
With proper schedule management, your appointments run smoothly, patients know when you're available, and you maintain control over your time!
# Settings & Administration (/docs/user-guide/provider/settings)
# Settings & Administration
Configure your clinic's profile, branding, and operational settings.
## Doctor Profile
Your public profile is what patients see when they search for you. Keep it professional and up-to-date.
1. Go to **Settings > Profile**.
2. **Photo**: Upload a high-quality profile picture.
3. **Bio**: Write a brief introduction about your experience and expertise.
4. **Specialties**: Tag your areas of practice (e.g., Cardiology, Pediatrics).
5. **Qualifications**: List your degrees and certifications.
## Branding (Hospital Admins)
Customize the look and feel of your hospital's page.
1. Go to **Settings > Branding**.
2. **Logo**: Upload your hospital logo.
3. **Banner Image**: Set a cover image for your profile page.
4. **Theme Color**: Choose a primary color that matches your brand.
## Resource Settings
Manage the physical and digital resources of your clinic.
* **Rooms/Cabins**: Define the physical spaces available.
* **Equipment**: Track specialized equipment if needed.
## User Management
(For Hospital Admins)
* **Staff**: Add receptionists, nurses, or other staff members.
* **Roles**: Assign permissions (e.g., "View Only", "Queue Manager").