How to Schedule and Manage Patient Appointments in Invent Medical
Learn how to switch calendar views, find and select patients, book quick or detailed appointments, manage and reschedule existing appointments, create time blocks, and use configuration and list views in the Appointments module.
Module Overview & Layout
The Appointments module is the front desk and clinical team's home base for the daily schedule — all within Invent Medical. Whether booking a walk-in, a detailed procedure visit, or blocking off room time, this module keeps your calendar organized and easy to read.
When you open the Appointments module, you'll typically see:
- View selector — switch between day, week, or grid calendar formats
- Room / resource columns — filter the calendar by treatment room or view all
- Patient list panel — search, select, or add patients
- Appointment cards — drag, resize, pin, and right-click for quick actions
Each part of the calendar is interactive — click, drag, or right-click any appointment to manage it directly from the schedule.
Step-by-Step Process
Step 1: Switch Calendar Views
Click through the View tab to display appointments in your preferred calendar format.
Step 2: Select a Patient for Scheduling
Click this button to open the patient selector and choose a patient for the appointment.
Step 3: Toggle Patient List View
There are two ways to view the patient list — switch between them from the toolbar.
Step 4: Add a New Patient
You can either select an existing patient or click this button to add a new one.
Step 5: Search for a Patient
Click the search icon to find and filter patients by name or identification number.
Step 6: Click and Drag a Quick Appointment
For a fast booking, click and drag across the desired time slot under the correct room.
Step 7: Confirm a Quick Appointment
Review the details in the prompt and click Confirm to save.
Step 8: Start a Detailed Appointment
Click the Add Appointment button to open the full appointment form.
Step 9: Select Room & Appointment Template
Click the Room field to enter the appointment location. The system automatically applies the default appointment template, but you can change this from the Appointment Template dropdown or create new templates from the Configuration tab.
Step 10: Add a Procedure
Click New Procedure to attach a medical procedure to this appointment.
Step 11: Choose Procedure & Enter Billing Details
Click the Procedure field, choose the procedure from the list, and select the Billing Details tab to set payment and insurance policies. Click Confirm once complete to attach the procedure to the appointment.
Step 12: Set Duration, Notes, & Status
Use the Start and End Time fields to set the appointment's duration. Enter any internal staff notes and set the appropriate Follow-up Status.
Step 13: Save the Appointment
Once everything looks good, click Confirm to save the appointment.
Step 14: View Appointment Details
Hover over any appointment on the calendar to see its key details at a glance.
Step 15: Change the Follow-up Status
Click on the appointment, then update its follow-up status directly from the panel.
Step 16: Reschedule an Appointment
Drag and drop the appointment to a different time slot or location. You can also drag the edge of the card to adjust its duration.
Step 17: Pin an Appointment
Click and drag an appointment into the pinned appointments section to keep it visible while navigating other dates.
Step 18: Use Right-Click Actions
Right-click any appointment to see available actions — for example, click Set Completed to mark it as finished.
Step 19: Open Quick Action Menu
Right-click anywhere on the calendar to access the quick action menu and select Add Time Block.
Step 20: Configure Time Block
Select the time block category (which can be customized in the Configuration tab), affected rooms, notes, and specify the start and end times.
Step 21: Confirm the Time Block
Click Confirm to save and create your new time block on the calendar.
Step 22: Filter by Room Type
Select a view type from the dropdown — for example, choose Treatment to see only treatment rooms. Click View All at any time to return to the full room list.
Step 23: View & Manage the Patient Profile
Open the selected patient's profile panel. Click the unpin icon to minimize it, or use the Actions menu to quickly add appointments, time blocks, recurring plans, or turn on smart time adjust.
Step 24: Open Configuration
Click the Configuration tab to access system settings and schedule options, including appointment templates, room views, and time block types.
Step 25: Open Lists
Click the Lists menu to view different appointment list options.
End-to-End Workflow
From the Appointments module, front desk and clinical staff can move through the full booking cycle:
- Select an existing patient, or add a new one, to schedule
- Book a quick appointment by dragging a time slot, or open the detailed appointment form for procedures and billing
- Confirm the appointment to add it to the calendar
- Manage it — reschedule, resize, pin, or update its follow-up status as the day progresses
- Use time blocks to reserve non-patient schedule time
- Review the day through room filters, the patient profile panel, or the Lists view
Best Practices
- Use quick booking for walk-ins — drag-and-drop is faster than the full form when you just need a slot held.
- Pin high-priority appointments — keep time-sensitive visits visible while you work through the rest of the day.
- Keep follow-up status current — update it as patients arrive, are seen, or complete their visit so the calendar stays accurate at a glance.
- Use room filters during busy periods — narrow the view to just the rooms you're managing to reduce clutter.
FAQ
Q: What's the difference between a quick appointment and a detailed appointment? A quick appointment is a fast drag-and-drop booking with minimal details. A detailed appointment lets you add procedures, billing and insurance information, notes, and a follow-up status.
Q: What if the patient isn't in the system yet? Click the Add New Patient button from the patient list to create a new patient record before booking.
Q: How do I update an appointment's follow-up status? Click on the appointment on the calendar, then update the follow-up status from the panel that appears.
Q: How can I reserve time for a meeting? Yes — use a time block from the quick action menu to reserve schedule space for breaks, meeting, or emergency leave.
Q: Can I filter the schedule to show only certain rooms? Yes, use the view dropdown to filter by room type (for example, Treatment), and click View All to return to the full view.