Appointments
Qliva's appointment system is built around the clinical realities of an integrative medicine clinic — longer consultation windows, a mix of in-person and telehealth, and practitioners who need to document during and after the consult.
The appointments calendar
Navigate to Appointments in the left sidebar to open the calendar view.
- Day view — shows a single day in a time-column layout. Best for reviewing a full day's schedule.
- Week view — shows seven days at once. Useful for planning ahead and identifying gaps.
Each appointment block shows the patient name, appointment type, and duration. Click any block to open the appointment detail panel.
Creating a new appointment
Click New Appointment (top right of the calendar) or click directly on a time slot in the day view.
Fill in the following fields:
| Field | Notes |
|---|---|
| Patient | Search by name or date of birth. If the patient doesn't exist yet, create them first from the Patients module. |
| Appointment type | Determines duration, price, and whether the appointment is a telehealth session. |
| Practitioner | Defaults to the logged-in user. Admins can assign to any practitioner. |
| Date and time | Set from the calendar picker. Timezone is your clinic's configured timezone. |
| Notes | Optional internal notes visible only to practitioners — not shared with the patient. |
Click Save to create the appointment. The patient will appear in the calendar at the selected time.
Appointment types
Appointment types are configured by your clinic admin and control:
- Duration — how long the slot is blocked in the calendar
- Price — the default fee shown on the invoice when the appointment is completed
- Telehealth — whether a video call link is automatically generated
- Portal visibility — whether patients can self-book this type online
If an appointment type does not appear in the list, ask your admin to check the appointment types configuration.
Telehealth appointments
When an appointment type has the telehealth flag enabled, Qliva automatically generates a unique video call URL for that appointment.
To find the telehealth link:
- Open the appointment detail panel (click the appointment in the calendar)
- The Telehealth Link appears near the top of the panel
- Copy the link and share it with the patient, or the patient can find it in their portal
Both the practitioner and patient use the same URL. The video session opens in the browser — no downloads required.
Send the telehealth link to the patient as part of your appointment confirmation. The Communications module can automate this via the appointment_booked trigger.
Recording consent
If you intend to use the AI Ambient Scribe to transcribe the consultation, you must obtain the patient's consent to be recorded first.
On the appointment detail panel, check the Recording consent obtained checkbox before starting the scribe. This is a required field — the Scribe will prompt you if it is not checked.
Patient consent to recording must be obtained verbally or in writing before starting any transcription. Checking this box confirms that consent has been given. Do not start the scribe without this.
Appointment statuses
| Status | Meaning |
|---|---|
| Scheduled | Appointment is booked, in the future |
| Confirmed | Patient has confirmed attendance (via portal or manually) |
| Completed | Appointment has occurred — triggers invoice creation |
| Cancelled | Appointment cancelled by clinic or patient |
| No-show | Patient did not attend |
Marking an appointment as Completed automatically creates a draft invoice for the appointment fee. You can then add items, adjust the price, or issue the invoice from the Billing module.
Editing and cancelling appointments
Open the appointment detail panel and click Edit to change the time, date, practitioner, or notes.
To cancel: click Cancel Appointment. You will be asked to confirm. Cancelled appointments remain in the system for record-keeping and continue to appear in the calendar history.
Editing an appointment does not automatically notify the patient. If you change the time, send the patient a message or contact them directly.
Deleting an appointment (admin only)
Clinic admins can permanently remove an appointment from the system. Open the appointment detail panel and scroll to the Danger zone section at the bottom of the page. Click Delete appointment and confirm.
Deleted appointments are soft-deleted — they are removed from the calendar view but retained in the database for compliance purposes.
Deletion is different from cancellation. Use Cancel to mark that an appointment did not proceed while keeping it in the calendar history. Use Delete only to remove erroneous or test appointments. Deleted appointments cannot be restored through the UI.
Patient self-booking
Patients can book their own appointments through the patient portal. The booking page shows only appointment types marked as visible in the portal.
Patients select their preferred practitioner, appointment type, and available time. The appointment appears in your calendar immediately after the patient confirms.
You can view self-booked appointments the same way as any other appointment — they are indistinguishable once created.
Dashboard — upcoming appointments
The Dashboard (home screen) shows your appointments for the current day in chronological order. Click any appointment to open its detail panel without leaving the dashboard.
Calendar sync
Qliva can sync your appointments with your external calendar and pull your availability across automatically.
Supported calendars
| Calendar | Connection method |
|---|---|
| Google Calendar | OAuth — click Connect, sign in with Google |
| Outlook / Microsoft 365 | OAuth — click Connect, sign in with Microsoft |
| Apple Calendar (iCloud) | App-Specific Password — no OAuth required |
How to connect
- Go to Settings → Calendar sync
- Click Connect next to your calendar provider
- For Google and Microsoft, complete the OAuth flow in the popup
- For Apple Calendar:
- Go to appleid.apple.com → Security → App-Specific Passwords → Generate
- Name it "Qliva" and copy the generated password
- Enter your iCloud email and the App-Specific Password in Qliva
- Click Fetch My Calendars, select the calendar to sync, then click Connect
What syncs
From your external calendar → Qliva
Events in your external calendar are pulled as "busy blocks". These blocks:
- Appear as yellow highlights on the Qliva appointment calendar
- Prevent patients from self-booking those time slots online
From Qliva → your external calendar
New, rescheduled, and cancelled appointments are automatically pushed to your connected calendar. The event includes the patient name, appointment type, duration, and telehealth link (if applicable).
Sync controls
| Action | What it does |
|---|---|
| Sync busy times now | Immediately pulls the latest busy blocks from your external calendar |
| Push existing appointments | One-time push of all upcoming Qliva appointments to your calendar. Use this once after connecting to backfill appointments that existed before you connected. |
Apple Calendar uses an App-Specific Password — not your regular Apple ID password. App-Specific Passwords are generated at appleid.apple.com and can be revoked at any time without affecting your main Apple ID.
Disconnecting
Go to Settings → Calendar sync and click Disconnect next to the provider. This removes the connection and clears all stored busy blocks for that calendar. Your Qliva appointments are not affected.
Last updated 2026-05-28