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.
Telehealth join links are only active in a fixed window: from 15 minutes before the scheduled time to 30 minutes after it. Outside that window, clicking the link won't join the call — let patients know this so they don't try to join too early or too late.
AI Scribe consent
AI Scribe consent is not recorded on the appointment itself — there's no consent checkbox on the appointment screen. Consent is captured inline, inside the scribe interface, at the moment you start recording. See AI Scribe for the full consent flow.
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 on your own calendar view, coloured per calendar connection (configurable per connection, defaulting to orange)
- Your Qliva appointments are pushed to your external calendar automatically
Busy blocks are only shown on your own individual calendar view, with full details, when you're looking at your own schedule. They are deliberately never shown in the aggregate All Practitioners view — that view doesn't query busy blocks at all, so admin and other practitioners see no conflict details there. This is a privacy control: an earlier version of the aggregate view leaked synced calendar details from other practitioners (and other-clinic details for multi-clinic practitioners), so it was changed to show, at most, a generic redacted "Busy" indicator rather than specifics.
Calendar sync is set up per practitioner under your profile settings. Your admin can also connect a calendar on your behalf.