Appointments is the day-to-day scheduling tool for your practitioners — from booking a consultation to joining a telehealth call.
Calendar views
The calendar supports two views:
| View | Best for |
|---|---|
| Day view | Seeing a single practitioner's full day in detail |
| Week view | Getting an at-a-glance overview of the week across appointment slots |
Switch between views using the toggle in the top-right of the calendar.
Appointment statuses
Every appointment has a status that tracks where it's at:
| Status | Meaning |
|---|---|
| Scheduled | Booked but not yet confirmed |
| Confirmed | Patient has confirmed attendance |
| Completed | Consultation has taken place |
| Cancelled | Appointment was cancelled (record preserved) |
| No-show | Patient did not attend |
Creating an appointment
To create a new appointment:
- Click any empty slot in the calendar (or use the + New Appointment button)
- Select the patient — search by name, email, or date of birth
- Choose the appointment type
- Set the date, time, and duration
- Assign a practitioner
- Add any internal notes if needed
- Click Save
The patient receives a confirmation email automatically.
Editing an appointment
Click any existing appointment to open the detail panel. From there you can:
- Change the date or time
- Reassign to a different practitioner
- Update internal notes
- Change the status
Changing the date or time triggers a new confirmation email to the patient.
Cancelling an appointment
Click the appointment and select Cancel. You'll be asked for a cancellation reason. Cancelled appointments are soft-deleted — the record is preserved for audit and billing purposes. Nothing is permanently removed.
Telehealth appointments
If an appointment type has the telehealth flag enabled, a unique video call link is generated automatically when the appointment is created. The practitioner's link appears in the appointment detail panel; the patient receives their link in the confirmation email and via their patient portal.
See Telehealth for full details on running a video consultation.
Recording AI Scribe consent
Before starting the AI Scribe for a consultation, you must record the patient's consent. A checkbox appears in the appointment detail panel labeled AI Scribe consent obtained. This must be checked before the scribe can be activated.
The AI Scribe will not start if consent has not been recorded on the appointment. This is a compliance requirement.
Patient self-booking
Patients can book their own appointments via your clinic's public booking page — but only for appointment types that are marked as portal-visible. Your admin controls which appointment types appear publicly.
Minimum booking offset
Some appointment types require advance notice. If an appointment type has a minimum booking offset set (for example, 48 hours), patients cannot book that type with less than that much lead time. This is configured per appointment type in the admin panel.
Linked intake form
Appointment types can have an intake form auto-assigned at booking. When a patient books that type, the form is sent to their portal immediately. The patient's response appears in their record before the appointment.
Calendar sync
If you've connected an external calendar (Google, Microsoft, or Apple), two things happen:
- Busy blocks from your external calendar appear as yellow highlights in the Qliva calendar so you and admin can see conflicts
- Your Qliva appointments are pushed to your external calendar automatically
Calendar sync is set up per practitioner under your profile settings. Your admin can also connect a calendar on your behalf.