Vision 360
Vision 360 Appointments
2e
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Contents
VISION 360 APPOINTMENTS
5
Introduction
5
Prerequisites
6
Overview
7
Booking an Appointment - Quick Reference
9
Accessing Vision 360 Appointments
Selecting a Patient
10
12
Viewing Appointments
Patient's Appointments View
View All Patient's Appointments
DNAs Popup Screen
Clinician List View
Display Appointments by Clinician
Call Patient to Consultation
Call Display Settings
Disable Appointments Call Display
Reception View
Check patient in - Reception view
Cut and Paste an Appointment from One Slot to Another
Holding Slots
Release Held Slots
Refresh View
Clipboard View
Move Appointment to the Clipboard
Move Multiple Appointments to the Clipboard
Re-schedule a Clipboard Item
Remove Item from the Clipboard
Special Bookings View
Appointment Information Popup Screen
Extending the Duration of an Appointment
14
15
19
20
21
25
25
27
28
29
32
32
33
34
34
35
37
39
39
41
42
45
48
Booking Appointments
Book an Appointment - Patient's Appointments View
Book an Appointment - Reception View
Edit an Appointment
Make a Special Booking
Edit a Special Booking
Saved Free Slot Searches
Run Saved Free Slot Search
Create Free Slot Search
49
49
53
55
57
59
59
60
60
Edit Free Slot Search
Delete Free Slot Search
Slot Warnings
Slot Type Warnings
Slot Overrun Warnings
Print Appointment Label
63
63
64
64
65
66
Cancel an Appointment
Cancel Multiple Appointments (same cancellation reason)
67
68
Change Slot Type
69
Patient Status
Mark Patient has Arrived
Revert to Previous Status
Mark Patient as 'Seen' - End Appointment
70
70
71
74
Print Full Appointment List
75
Print Evacuation Report
79
INDEX
85
iv
Vision 360 Appointments
Introduction
Vision 360 Appointments is a cross-practice appointment viewing and booking
application which allows you to access and maintain appointments for patients at
multiple practices.
The diagram below shows how a receptionist in a shared reception for multiple
practices can view or book an appointment in any of the practices.
5
Prerequisites
In order to use Vision 360 Appointments, practices must have a secure N3
connection.
To use Vision 360 Appointments you must be:

A valid Vision 3 user with appropriate access rights

A staff member at each of the practices into which you need to book
appointments.
This must be set up in Vision 3.
Setting up of books and sessions must also be performed in Vision 3 Appointments
(access to Vision 3 Appointments is available from the Vision 3 Launcher icon on
the Clinical Portal Application Bar):
Vision 3 Launcher icon
Patients may only be booked into the practice with which they are registered. In the
case of un-registered patients who require an appointment, the user can make a
special booking (page 41) - entering patient details in the Special Booking popup
screen.
6
Overview
The following screen describes the Vision 360 Appointments screen, when first opened and without a patient selected.
Vision 360 Appointments Overview
7
Buttons/Icons:
Patient's
Appointments
Patient's Appointments
view (page 14)
Displays the appointment
book for the patient
Clinician List
Clinician List view
(page 20)
Displays appointments by
clinician/clinic
Reception
Reception View (page
28)
Displays multiple
clinician/clinic books for a
selected date
Clipboard view (page
35)
Allows you to move bookings
Special Bookings view
(page 41)
Allows you to book
appointments for
temporary/non-registered
patients or 3rd parties
Print evacuation
report (page 78)
Prints the emergency
evacuation report
Print all (page 75)
Displays the Print Full
Appointment List (page 75)
popup screen allowing you to
specify which data to include
and exclude in the printed list
of appointments
Clipboard
Special Bookings
When you already have a patient selected, the Patient's Appointments View is
displayed by default. In this view you can view and book appointments for the
selected patient. For more detailed information see Patient's Appointments View
(page 14).
8
Booking an Appointment - Quick Reference
The flowchart below shows the process to follow when booking a patient
appointment. You may want to print this page for easy reference:
The Appointment Booking Process
9
Accessing Vision 360 Appointments
Vision 360 Appointments is accessed from the Clinical Portal:
1. To launch the Clinical Portal, double-click on the Clinical Portal desktop icon.
The Clinical Portal Login Screen is displayed:
Clinical Portal Login Screen
2. Enter your user name and password in the User Name and Password boxes.
3. Select your organisation from the organisation dropdown.
4. Click on Sign In to authenticate your details and log in to the Clinical Portal.
Note - For English practices - Vision 3 users in practices that have
moved to using Smartcards should use their original Vision 3 login
name/password to log in to the Clinical Portal. Please remember that
your login name should be entered in upper case eg JSMITHSON.
If you have forgotten your original login name and password, it can
be reset it in the Vision 3 Control Panel by a systems administrator.
10
After successful authentication, the Clinical Portal main screen will be
displayed:
Main Clinical Portal Screen
5. In the main Clinical Portal window click on the Appointments icon. The
Appointments screen is displayed but displays no patient details until a
patient is selected.
6. Click on the Select Patient button at the top of the window to open the
Patient Select facility. For more details on how to select a patient see
Selecting a Patient (page 11).
Note - If you select a patient from the Clinical Portal first (before
opening Appointments), the Appointments screen will display the
Patient's Appointments View (page 14) on opening.
11
Selecting a Patient
The Patient Select screen allows you to search for a patient using various criteria
including surname, date of birth and unique patient number (NHS, CHI etc.). From
the search results, you can select a patient and open that patient's record,
displaying patient details in the Patient Banner.
This screen can be accessed in two ways:

When opening a patient-centric application (e.g. Shared Access, Practice
Access) you will be prompted to select a patient

When clicking on Select Patient in the Clinical Portal application bar. For
example, if you have opened an application which is not patient-centric (eg
Appointments) you must use the Select Patient button.
Note - If you already have a patient open and you choose to
select a different patient, the currently selected patient record will be
closed (prompting you to save any unsaved data) and replaced by
the newly selected patient. This change of patient will be reflected
throughout all open applications and will be displayed in the Patient
Banner.
The Patient Select screen provides two search modes:
Quick Patient Search
1. You can perform a quick search for a patient by entering all or part of the
patient's surname and optionally forename and/or date of birth in the Search
Criteria box:
Patient Select - Quick Search
2. Click on Search to perform the quick search.
3. Highlight the patient you want to select and click OK.
12
Detailed Patient Search
1. Alternatively, to perform a detailed search, click on the expand button
to display more search options and enter the required criteria:
Patient Select - Detailed Search
Note - To search by postcode, a minimum of two characters must
be entered in the Postcode box.
2. Click on Search to perform the search.
3. Highlight the patient you want to select and click OK.
13
Viewing Appointments
There are 5 views available in Vision 360 Appointments. You may have access to
some or all of these depending on your access rights:
14

Patient's Appointments View (page 14)

Clinician List View (page 20)

Reception View (page 28)

Clipboard View (page 35)

Special Bookings View (page 41)
Patient's Appointments View
In the Patient's Appointments view you can:

View all appointments for a selected patient (page 19)

Book new appointments (page 49)

Edit existing ones (page 54),

Cancel appointments (page 67)

Check patients in (page 70)
If you already have a patient selected, the Patient's Appointments View is the
default view when opening Vision 360 Appointments.
If you do not already have a patient selected, firstly select a patient (page 11) then
click on
Patient's Appointments:
15
Patient's Appointments View
16
Patient Banner
Patient Banner
The Patient Banner displays the selected patient's surname, forename, title, date of
birth, and address.
Patient Notes
Any Vision 3 patient notes (entered when booking an appointment in Vision 3) for
the selected patient will be displayed above the Booked Appointments section. Once
the note is saved for an appointment it will be displayed on all appointments for
that patient until deleted from an appointment in Vision 3. Patient notes can only
currently be amended or deleted in Vision 3.
Patient Notes
Booked Appointments Section
'Booked appointments' Section
The 'Booked appointments' section displays all of today's and future appointments
for the selected patient. To view all the patient's appointments click on View all to
open the View All Appointments popup screen (page 19). The default date range is
today +3 months and the maximum range is 2 years.
Note - Even though you can only extend books in Vision 3 for up
to 80 weeks ahead, you can still choose a range from today's date
until 2 years from today in Vision 360 - no results will be returned
past the end of the book.
The DNAs(n) button is only enabled if DNAs exist for this patient. Clicking on this
button opens the DNAs popup screen (page 20).
When a patient has not attended an appointment booked for today, the
appointment remains in the 'Booked appointments' grid and displays the status
'DNA' until the next day when it will be displayed in the DNAs popup screen (page
20).
Icons:

- Cancel appointment - cancels the appointment and removes it from
the 'Booked appointments' section

- Move appointment to clipboard - moves the selected appointment(s)
to the Clipboard (page 35)

- Print appointment label - prints an appointment label (page 66) for
the selected appointment
17

- Edit/view details - opens the Appointment Information Popup Screen
(page 44)

- Check in patient - checks the patient in and changes the appointment
status from 'Booked' or 'DNA' to 'Arrived'
Confirmation Strip
Confirmation Strip
The confirmation strip displays confirmation details when you book, move or cancel
an appointment and any warning messages if the booking system is unavailable or
if a slot you are trying to book is no longer available.
Book a New Appointment Section
'Book a new appointment' Section
The Book a new appointment section allows you to customise and run a search for
free slots and make a booking for the selected patient. You can also set up and use
saved free slot searches (page 59) to save time running frequent searches. A
maximum of 50 free appointment slots in the next 48 hours is displayed.
Note - If the number of matching slots exceeds 50, the bottom
row in the list of available slots will display the message: 'There are
more than 50 available slots – the first 50 only are listed here'.
Please further refine your search to find suitable slots.
For a description of the slot search filters available, see Book an Appointment (page
49).
Note - Slots with an inactive slot type are shown as black. You
can currently book both active and inactive slots, but you may not be
able to book inactive slots in a future release.
Icons

18
- Make booking - Opens the Appointment Information popup
screen (page 49) for the selected slot.
Note - Double-clicking on a slot will also open the Appointment
Information popup screen.
Note - Session types and slot types may vary across practices.
Note - Changes to Vision 360 appointment data in Patient's
Appointments view, Clipboard view and Special Bookings view is sent
back to the relevant Vision 3 practice instantly. Changes to
appointment data in Vision 3 is sent back to Vision 360 within 2
seconds.
View All Patient's Appointments
You can view all appointment data over a defined period of a maximum of 2 years
for a selected patient (does not include appointment data which has been placed on
the Clipboard):
1. In the Patient's Appointments view, click on the View all button at the top pf
the 'Booked Appointments' section. This opens the View All Appointments
popup screen.
2. Define a date range using the date pickers provided (maximum of 2 years the default is today +3 months) and click on
to run the search.
For example, if you want to view all the selected patient's appointments in
the next 2 years, select Today's date in the 'From' box and the date 2 years
from now in the 'To' box.
Note - Even though you can only extend books in Vision 3 for up
to 80 weeks ahead, you can still choose a range from today's date
until 2 years from today in Vision 360 - no results will be returned
past the end of the book.
All appointments in the date range will be listed in the grid.
View All Appointments Popup Screen
3. Click Close to close the window.
Note - Cancelled appointments are not currently displayed in the
View All Appointments popup screen. This is planned for a future
release of Vision 360 Appointments.
19
DNAs Popup Screen
When a patient has not attended an appointment booked for today, the
appointment remains in the Booked appointments grid and displays the status
'DNA' until the next day when it will be displayed in the DNA popup screen:
DNA Section
The DNAs popup screen displays up to a maximum of ten most recent
appointments that the patient did not attend. If the patient has more than 10
DNAs, the last row of the grid will display the following notification message:
'Patient has more than 10 DNAs - refer to your practice system for more
details'
20
Clinician List View
In the Clinician List view GPs and other healthcare staff can:

View all booked appointments and free slots for a single clinician/clinic
on a selected date. See Display Appointments by Clinician (page 24).

View any comments attached to a booking in the Comment column

Cancel appointments. See Cancel an Appointment (page 67).

Move appointment data for single or multiple appointments to the
Clipboard. See Move Appointment to the Clipboard (page 37) and Move
Multiple Appointments to the Clipboard (page 39).

Call a patient into consultation. See Call Patient to Consultation (page
25).
Note - If you want to record the patient consultation, you must
do this in Vision 3 Consultation Manager - you can use the Vision 3
Launcher to launch Vision 3. See the Vision 3 Launcher guide for
more information.

End an appointment. See Mark Patient as 'Seen' - End Appointment
(page 74).
Note - You cannot book an appointment in the Clinician List view
- this can be done in the Patient's Appointments, Reception and
Special Bookings views.

Change the slot type of slots. See Change Slot Type (page 68).
To open the Clinician List view:
1. Click on
Clinician List to open the Clinician List view.
2. Select a clinician from the dropdown list to view the required book.
21
Clinician List View
22
Columns

Slot Type - The slot type colour (as defined in Vision 3) is displayed in
the first column. You can change the slot type (page 68) of slots by
selecting a slot and clicking on the change slot type icon
.
Note - Slots with an inactive slot type are shown as black.

Time

Patient - Patient SURNAME, Forename and title

DoB - Patient's date of birth

Slot Type - The slot type name (the slot type colour is displayed in the
first column)

Comment - Any comments made in the Appointment Information
screen when booking or editing an appointment

Arrived - The time the patient arrived at the surgery

Wait Time - The amount of time calculated between when the
appointment is due to start and when the consultation begins. The
value is minus until the appointment is due to start.
Icons

- Date picker

- Cancel appointment - Cancels the selected appointment(s)

- Move appointment(s) to clipboard - Moves the selected
appointment(s) to the Clipboard (page 35)

- Change Slot Type - Opens the Change Slot Type popup scree
(page 68)n which displays all slot types and associated colours (as set
up in Vision 3) and allows you to change the slot type of the selected
slot (active slots only - inactive slots are shown as black)

- Call patient - Calls the patient to the consulting room and sets
the appointment status to 'In consultation'.

If the patient exists in Vision 360, the patient context will be set in
Vision 360 (ie the patient will be selected) and the practice context will
be set in the Vision 3 Launcher.

If the patient does not exist in Vision 360, you will be warned that the
patient context cannot be set and the practice context will be set in the
Vision 3 Launcher - you will be given the option to open Vision 3
Consultation Manager for the patient's registered practice.

- End appointment - Sets the appointment status to 'Seen' and
records the end time. This can be used to end the final appointment of
the session.
Appointment Status

- Booked

- Arrived
23

- In consultation

- Seen

- DNA

- Special Booking
Note - In the Clinician List view, changes to Vision 360
appointment data for appointments 30 minutes before and 30
minutes after the current time is synchronised with Vision 3 within 20
seconds. Appointment data of appointments outside this 1 hour
window is refreshed within 15 minutes.
Events
Events (set up in Vision 3) are displayed as white bands (with darker borders)
across the width of the grid with the event Start/End Time and Event Name.
'Mark as unavailable' event displayed in the selected clinician's book
'Mark as available' event displayed in the selected clinician's book
Note - For this release of Vision 360 Appointments, if an
appointment duration has been extended, it will not be displayed in
the Clinician List view. For patient appointments that have an
extended duration, you can only see this in the Appointment
Information popup screen (page 44) - in the Expected Duration box.
In the Patient's Appointments view, if a slot duration is extended into
subsequent unbooked slots, those slots will be greyed out in the
'Book a new appointment' section - you will, however, still be able to
book these slots (see Slot Overrun Warnings (page 65)).
In the Reception view, if a slot duration is extended into subsequent
slots, those slots will be greyed out.
For special bookings, when the duration is extended, this is displayed
in the Duration column in the 'Booked appointments' section of the
Special Bookings view and in the Special Bookings popup screen.
24
Display Appointments by Clinician
1. In the Appointments window click on
Clinician List view.
2. Select a date from the date picker
Clinician List to open the
. The default is today's date.
3. Select a clinician/clinic from the Clinician dropdown list.
Note - The Clinician dropdown list contains all organisations the
user has access to and all clinicians/clinics available at each of those
organisations.
A day view of the selected clinician/clinic is displayed.
Note - If you want to record the patient consultation, you must
do this in Vision 3 Consultation Manager - you can use the Vision 3
Launcher to launch Vision 3. See the Vision 3 Launcher guide for
more information.
Call Patient to Consultation
1. In the Clinician List view, select the clinician/clinic from the dropdown list.
2. Locate the patient who is to be called into the consulting room.
3. Click on the call patient icon
. This calls the patient (if practice is using
callboard software), sets the appointment status to ‘In consultation’, adds
the consultation start time, and sets the patient context in the Clinical Portal
(selects the patient).
If the clinician has an appointment which is currently ‘In consultation’, it will
be marked as ‘Seen’ when the next patient is called (only one appointment
at a time can be ‘In consultation’ per clinician/clinic).
If your practice uses callboard software (and the call display settings have
not already been set up - see Call Display Settings (page 27)), when calling
the first patient of the session in for a consultation, the 'Appointments Call
Display - User Options for <clinician/clinic name>' screen is displayed:
By default, the clinician who is calling the patient is entered in the Display
text box.
25
4. In the Display text box, enter the consulting room alongside the
clinician/clinic name so the patient knows where to go for the consultation
(the preview window updates to show the changes):
Note - A maximum of 50 characters is allowed in this box,
however some callboard suppliers may only admit a maximum of 30
characters. If you enter more than 30 characters you will receive a
warning that the display may be affected.
5. See the Call Display Settings popup screen (page 27) for information on
options in this screen.
6. Click OK to save your settings.
Note - If you want to record the patient consultation, you must
do this in Vision 3 Consultation Manager - you can use the Vision 3
Launcher to launch Vision 3. See the Vision 3 Launcher guide for
more information.
If Patient does not Exist in Vision 360
If the patient does not exist in Vision 360, the system will not be able to set the
patient context. In this situation, after clicking on the call patient icon, you will be
prompted:
'This patient does not exist within Vision 360. Would you like to open Vision
3 Consultation Manager for this patient? (Please note, this will not affect your
currently selected patient within Vision 360).'
Click Yes to open Vision 3 Consultation Manager using the Vision 3 Launcher.
See the Vision 3 Launcher help for more information.
26
Call Display Settings
The Call Display Settings screen allows you to configure display settings for each
clinician/clinic when using callboard software.
1. Click on the call display settings icon at the top right of the Appointments
screen:
2. Firstly, select the clinician or clinic you want to define settings for in the
Clinician/Clinic dropdown.
3. Select the Display text option to enable the call display.
4. In the adjacent box, enter the text that will be displayed to the patient in the
waiting room when they are being called to the consulting room.
5. Choose from the following display text alignment options:

Centred

Left-aligned.
A preview is displayed in the Preview box.
6. If you want to confirm these display settings each time you call a patient,
tick the 'Confirm settings before calling in each patient' checkbox. Leave
unticked if you are happy to apply these settings to all call displays for the
selected clinician/clinic.
7. Click OK to save your changes and close the popup.
Note - Every time each clinician logs in to appointments and calls
the first patient into consultation, the 'Appointments Call Display User Options for <clinician/clinic name>' screen is displayed
automatically. See Call Patient to Consultation (page 25).
27
Disable Appointments Call Display
To disable call display:
1. Click on the call display settings icon at the top right of the Appointments
screen to open the Call Display Settings popup screen:
2. Select the clinician or clinic you want to disable call display for in the
Clinician/Clinic dropdown.
3. Select the 'Disable call display' option.
4. Click OK to save and close the popup.
28
Reception View
The Reception view displays all appointments on a specified date for all
clinicians/clinics per organisation. In this view you can:

Book appointments. See Book an Appointment - Reception View (page
52).

Cancel appointments. See Cancel an Appointment (page 67).

View/edit appointment details. See Appointment Information Popup
Screen (page 44).

Move single or multiple appointments to the Clipboard. See Move
Appointment to the Clipboard (page 37).

Cut and paste a single appointment to a different clinician/clinic (and
different organisation if required). See Cut and Paste an Appointment
from One Slot to Another (page 32).

Hold slots and release held slots. See Holding Slots (page 33) and
Release Held Slots (page 34).

Change slot type. See Change Slot Type popup screen (page 68).
1. Click on
Reception to open the Reception view.
2. Select an organisation from the Organisation dropdown list to view the
clinician and clinic journals at that organisation.
29
Reception View
30
Icons

- Refresh - Auto refresh occurs every 5 minutes. The refresh icon
allows you to manually refresh the Reception view at any time.

- Make booking - Allows you to book an appointment in the
selected slot by first opening the Patient Select screen to select a
patient. See Book an Appointment - Reception View (page 52).

- View/edit appointment details - Opens the Appointment
Information (page 44) popup screen for the selected appointment.

- Cancel appointment - Cancels the selected appointment(s).

- Move appointment(s) to clipboard - Moves the selected
appointment(s) to the Clipboard (page 35)

- Hold slot(s) - Holds selected slots and prevents other users from
booking them (while still allowing you to book them). See Holding Slots
(page 33).

- Release slot(s) - Releases held slots. You can only release slots
that you have held. See Release Held Slots (page 34).

- Change Slot Type - Opens the Change Slot Type popup screen
(page 68) which displays all active slot types and associated colours
(as set up in Vision 3) and allows you to change the slot type of the
selected slot.

- Cut appointment - Cuts the selected appointment. See Cut and
Paste an Appointment from One Slot to Another (page 32).

- Paste appointment - Pastes the cut appointment into the
selected slot. See Cut and Paste an Appointment from One Slot to
Another (page 32).
Columns
Each Clinician/Clinic journal displays the following columns:

Time

Slot Type - The slot type colour (as defined in Vision 3) is displayed in
the second column. You can change the slot type (page 68) of slots by
selecting a slot and clicking on the change slot type icon
.
Note - Slots with an inactive slot type are shown as black. You
can currently book both active and inactive slots, but you may not be
able to book inactive slots in a future release.

Patient - patient's SURNAME, forename, title and date of birth

Appointment Status (see below)
Appointment Status

- Booked

- Arrived
31

- In consultation

- Seen

- DNA

- Special Booking
Note - Double-clicking an empty slot, allows you to book an
appointment. Double-clicking a booked slot checks the patient in.
Check patient in - Reception view
1. Click on
Reception to open the Reception view.
2. Select the relevant organisation from the Organisation dropdown list to view
the clinician and clinic journals at that organisation.
3. In the appropriate journal, locate the booked appointment that the patient
has arrived for.
4. Double-click the slot to check the patient in.
The icon changes to 'Arrived'
displayed:
and the following confirmation is
Cut and Paste an Appointment from One Slot to Another
The cut and paste functions provide a quick means of moving one appointment at a
time from one clinician to another. For example, a GP at one practice would be able
to quickly pick up appointments for GPs at another practice at the end of a busy
day.
Note - Only single appointments for today or in the future, with
the 'Booked', 'Arrived' or 'DNA' status may be cut and pasted.
1. Click on
Reception to open the Reception view.
2. Select the relevant organisation from the Organisation dropdown list to view
the clinician and clinic journals at that organisation.
3. In the appropriate journal, select the appointment you want to move to a
different slot.
4. Click on the cut icon
. The appointment will remain in the original slot
until pasted into a different slot.
Note - the cut appointment will only be removed from the
original slot once it has been pasted.
5. If you want to paste the appointment into the appointment book of a
clinician in a different organisation, select the new organisation from the
Organisation dropdown. The clinician/clinic appointment books will be
displayed for that organisation.
32
6. Locate and click on the empty slot you want to paste the appointment into
and click on the paste icon
.
The following confirmation message is displayed:
'
7. Click Yes to confirm.
The appointment is pasted into the slot (retaining any free text comments
and booking information) and a confirmation message is displayed.
Note - The Clipboard view (page 35) allows you to move and
reschedule multiple appointments across sessions and users.
Holding Slots
You can hold slots if you want to prevent them from being booked by another user.
Note - Held slots can only be booked by the user who held them.
1. In the Reception view, click to highlight the slot(s) you want to hold.
2. Click on the hold icon
.
The 'Slot(s) held successfully' confirmation message is displayed and the
held slots show contain the text 'Held by <username>':
33
Confirmation message
Held slot
Note - Currently, held slots will not be included in the free slot
search in any of the views.
Release Held Slots
You can only release slots that you have held.
Note - Users with full access rights to Vision 360 Appointments
can release slots held by different users. The practice must also
ensure that the 'Allow override of held slots by users with
administrator rights' setting is checked in Vision 3 > Appointments
> Maintenance > System Constants > Practice.
1. Click to highlight the held slot.
2. Click on the release icon
.
The 'Slot(s) released successfully' confirmation message is displayed:
Refresh View
Automatic refresh of the Reception view occurs every 5 minutes.
Click on the refresh icon
34
to manually refresh the Reception view.
Clipboard View
The Clipboard view holds appointment data from previously booked appointments,
for all organisations that you have access to, that have been moved to the
Clipboard for re-scheduling (page 39) or removal (page 41). When first displayed,
the Clipboard view shows a grid containing all items that have been moved to the
Clipboard. Items are sorted alphabetically by organisation then ordered
chronologically ascending by original appointment date and time.
Once you run your search for slots in the 'Slot Search' section, available slots will
be displayed in the bottom grid.
Click on
Clipboard to open the Clipboard view:
35
Clipboard View
36
For a description of the slot search filters available, see Book an Appointment (page
49).
Note - Slots with an inactive slot type are shown as black. You
can currently book both active and inactive slots, but you may not be
able to book inactive slots in a future release.
Icons

- Make booking for selected Clipboard item - See Re-schedule a
Clipboard Item (page 39)

- Remove item from Clipboard - See Remove Item from Clipboard
(page 41)
Note - Changes to Vision 360 appointment data in Patient's
Appointments view, Clipboard view and Special Bookings view is sent
back to the relevant Vision 3 practice instantly. Changes to
appointment data in Vision 3 is sent back to Vision 360 within 2
seconds.
Note - The cut and paste functions in the Reception view provide
a quick means of moving one appointment at a time from one
clinician to another. For example, a GP at one practice would be able
to quickly pick up appointments for GPs at another practice at the
end of a busy day. See Cut and Paste an Appointment from One Slot
to Another (page 32).
Move Appointment to the Clipboard
When you want to re-schedule an appointment, you can move it to the Clipboard
from any of the views available and then re-schedule (page 39) when necessary.
Note - Only appointments for today or in the future, with the
'Booked', 'Arrived' or 'DNA' status may be moved to the Clipboard.
From the Patient's Appointments View:
1. Select the patient who has an appointment you want to move to the
Clipboard.
2. Click on
view.
Patient's Appointments to display the Patient's Appointments
3. In the 'Booked appointments' section, alongside the booked appointment
that you want to move to the Clipboard, click on the 'Move appointment to
Clipboard' icon
:
The appointment is removed from the grid and placed on the Clipboard and a
confirmation message is displayed:
37
Note - The slot that has now become free will not be updated
automatically in the Patient's Appointments view and will only be
displayed in the 'Book a new appointment' section once you click on
the Find Slots button.
If you click on
Clipboard to display the Clipboard view, you will see the
appointment has been placed on the Clipboard:
From the Clinician List view:
1. Select the Clinician from the Clinician dropdown list to display the clinician's
journal.
2. Highlight the appointment that you want to move to the Clipboard and click
on the 'Move to Clipboard' icon
alongside the Clinician box.
Clinician List View - Move Appointment to Clipboard
The appointment is removed from the journal and a confirmation message is
displayed:
38
If you click on
Clipboard to open the Clipboard view, you will see the
appointment listed in the top grid.
From the Reception View
1. Click to select the appointment in the relevant clinician/clinic book.
2. Click on the 'Move appointment to Clipboard' icon
appointment to the Clipboard.
to move the
Note - You can move multiple appointments by using by using
SHIFT+Click for a block of adjacent appointments; or CTRL+Click for
non-adjacent appointments; or click on the session name to select
every appointment in the session.
From the Special Bookings view:
1. Click on
Special Bookings to display the Special Bookings view.
2. In the 'Booked appointments' section, alongside the special booking that you
want to move to the Clipboard, click on the 'Move appointment to Clipboard'
icon
.
A confirmation message is displayed and the appointment is removed from
the grid and placed on the Clipboard.
If you click on
Clipboard to display the Clipboard view, you will see the
appointment has been placed on the Clipboard.
Move Multiple Appointments to the Clipboard
You can move multiple appointments to the Clipboard simultaneously in the
Clinician List and Reception views:
1. In the appropriate clinician/clinic's book, highlight multiple appointments by
using SHIFT+Click for a block of adjacent appointments; or CTRL+Click for
non-adjacent appointments; or click on the session name to select every
appointment in the session.
2. Click on the 'Move appointment(s) to Clipboard' icon
.
The following message will be displayed:
'Moving appointments to Clipboard...'
The appointment is removed from the journal(s) and a confirmation message
is displayed:
Re-schedule a Clipboard Item
1. Click on the item you want to re-schedule in the top grid of the Clipboard.
2. In the 'Slot Search' section, search for a slot using the filters provided (you
must at least choose an organisation before the Find Slots button is
enabled).
3. Click on Find Slots to run the search.
39
By default, the list of available slots is ordered by date and time ascending.
If you select another column to sort by, the system applies the date and
time sort as a secondary sort.
Note - If the number of matching slots exceeds 50, the bottom
row in the list of available slots will display the message: 'There are
more than 50 available slots – the first 50 only are listed here'.
Please further refine your search to find suitable slots.
4. Once you have located the slot you want to book, click on the 'Make booking
for selected clipboard item' icon
:
Re-schedule Clipboard item
The Appointment Information popup screen (page 44) displays:
Appointment Information Popup Screen
5. You can optionally, select from the Booking Information dropdown list and
enter a comment in the Comment box.
6. Click on OK to confirm the booking or OK & Print to confirm the booking
and print an appointment label.
40
A booking confirmation message is displayed and the re-scheduled item is
removed from the Clipboard.
You can now view the booked appointment in the relevant view.
Remove Item from the Clipboard
You can remove any Clipboard item for any organisation that you can access.
Removing an item permanently deletes the appointment.
1. In the top grid, locate the item you want to remove from the Clipboard.
2. Click on the 'Remove from Clipboard' icon
alongside the item in the grid:
3. Confirm by clicking Yes in the confirmation popup screen:
The item is removed from the Clipboard and a confirmation message is
displayed showing successful removal of the item:
41
Special Bookings View
The Special Bookings view displays all future special bookings for the selected
practice and allows you to book:

Appointments for non-registered patients.

Non-patient appointments eg appointment with drug rep
See Make a Special Booking (page 56).
Click on
42
Special Bookings to open the Special Bookings view:
Special Bookings View
43
Booked Appointments Section
The 'Booked appointments' section displays all of today's and future special
bookings.
The Organisation dropdown allows you to filter special bookings by organisation.
The Time Period dropdown allows you to choose from the following filters:

Next 48 hours - All special bookings in the next 48 hours

Next week - All special bookings in the next week (from today)

Next month - All special bookings in the next month (from today)
Book a New Appointment Section
For a description of the slot search filters available in the 'Book a new appointment'
section, see Book an Appointment (page 49).
Icons

- Cancel appointment

- Move appointment to clipboard

- Print appointment label

- Edit/view details - opens the Special Booking popup screen

- Check in patient - changes the appointment status from 'Booked' or
'DNA' to 'Arrived'

- Make booking - Opens the Special Booking popup screen for the
selected slot.
Note - Changes to Vision 360 appointment data in Patient's
Appointments view, Clipboard view and Special Bookings view is sent
back to the relevant Vision 3 practice instantly. Changes to
appointment data in Vision 3 is sent back to Vision 360 within 2
seconds.
44
Appointment Information Popup Screen
The Appointment Information popup screen allows you to create, view and edit
booking details and is accessed in the following ways:

When you click on the Make Booking icon
in the Reception view and the
'Book a new appointment' section in the Patient's Appointments view. See
Book an Appointment - Reception View (page 52) and Book an Appointment
- Patient's Appointments View (page 49).

When you click on the Edit Booking icon
in the Reception view and the
'Booked appointments' section in the Patient's Appointments view. See Edit
an Appointment (page 54) for details on how to edit a booking.
45
Appointment Information Screen – When Booking an Appointment
Appointment Information Screen – When Editing an Appointment

Patient details - The patient's name, date of birth and address are
displayed on the title bar at the top of the screen

Date - The appointment date

Start Time - The appointment start time

Expected Duration - The duration of the booking - this can be increased or
decreased. See Extending the Duration of an Appointment (page 47) and
Slot Overrun Warnings (page 65) for information on what happens if you
increase the duration so that it overruns into one or more subsequent slots.
Note - Currently, increasing the duration of a patient appointment
in the Appointment Information popup screen (page 44) is not
displayed in any of the views. The only way to see the extended
duration is in the Appointment Information popup screen.
46

Appointment Status (only displayed when editing an appointment) Booked, Arrived, In consultation, Seen or DNA.

Revert (only displayed when editing an appointment) - The Revert button
allows you to revert the appointment status from 'Arrived' back to 'Booked'
and from 'In Consultation' back to 'Arrived'

Booking Information - How/why the booking was made (optional) - these
options are defined in Vision 3 for each practice

Comment - Any booking comment (optional) - can be edited

Arrived in Surgery (only displayed when editing an appointment) - The
time the patient was checked in (if applicable) (in Phase 2 you will be able to
edit if necessary)

Start Consultation (only displayed when editing an appointment) - The
time the patient consultation started (if applicable) (will be editable in a later
release)

End Consultation (only displayed when editing an appointment) - The time
the consultation ended (if applicable) (will be editable in a later release)

Actual Duration (only displayed when editing an appointment) - The
amount of time the patient was in consultation (will be editable in a later
release)

Waiting Time (only displayed when editing an appointment) - The amount
of time elapsed between the patient arriving and going into consultation (if
applicable).

The date and time the appointment was booked and the user who booked
the appointment (bottom right) (only displayed when editing an
appointment)

Carers - Lists all carers the patient has. Displays surname and forename
and will also display the unique patient number if the carer is also a patient
at the practice.

Patients Cared For - Lists all patients (registered at this practice) that this
patient cares for. Displays surname, forename and unique patient number
(NHS).

Outstanding Recalls - Lists all active outstanding recalls the patient has
within the recall range defined in Vision 3 > System Constants. Displays:
- Date - 'Recall date' from Vision 3
- Reason - 'Read term for recall reason' from Vision 3
- Actioned GP - The Clinician who is set to action the recall.
Note - Immunisation alerts are not included in this unless they
are specifically added as a recall on the patient record in Vision 3.

OK & Print - confirms the booking and prints an appointment label (page
66) for the patient

OK - confirms the booking without printing an appointment label.
47
Extending the Duration of an Appointment
You can extend the duration of a slot while booking on appointment or afterwards
when editing an appointment. If the extended slot overruns into subsequent slots,
warnings will be displayed, see Slot Overrun Warnings (page 65).
The following applies to each of the views:
Patient's Appointments View
In the Patient's Appointments view, if a slot duration is extended into subsequent
unbooked slots, those slots will be greyed out in the 'Book a new appointment'
section - you will, however, still be able to book these slots (see Slot Overrun
Warnings (page 65)).
Clinician List View
If an appointment duration has been extended, it will not be displayed in the
Clinician List view. For patient appointments that have an extended duration, you
can only see this in the Appointment Information popup screen (page 44) - in the
Expected Duration box.
Reception View
In the Reception view, if a slot duration is extended into subsequent slots, those
slots will be greyed out.
Special Bookings View
For special bookings, in the 'Book a new appointment' section, the extended
duration is displayed in the Duration column and slots that are overrun by a
previous slot's extended duration are greyed out.
48
Booking Appointments
You can book appointments in the following views:

Patient's Appointments view. See Book an Appointment - Patient's
Appointments View (page 49).

Reception view. See Book an Appointment - Reception View (page 52).

Special Bookings View. Instructions on how to make a Special Booking can
be found in Make a Special Booking (page 56).
Book an Appointment - Patient's Appointments View
1. Select the patient (page 11) for whom you wish to book an appointment.
2. If the Patient's Appointments view is not already displayed, click on
Patient's Appointments to display the Patient's Appointments view.
Note - Any Vision 3 patient notes (entered when booking an
appointment in Vision 3) for the selected patient will be displayed
above the Booked Appointments section. Once the note is saved for
an appointment it will be displayed on all appointments for that
patient until deleted from an appointment in Vision 3. Patient notes
can only currently be amended or deleted in Vision 3.
3. In the 'Book a new appointment' grid at the bottom of the screen, using the
default filters, a maximum of 50 free appointment slots in the next 48 hours
is displayed:
'Book a new appointment' Section
4. To use one of your pre-defined, free slot searches, click on the Find Slots
dropdown to display your list of slot searches and select the search you want
to run. For information on how to define, save and maintain free slot
searches, see Saved Free Slot Searches (page 59).
Alternatively, If you are not using a pre-defined search, refine your search, if
necessary, using the filters available:

Date period - Choose from:
49
- Next 48 hours (default)
- This week - This Monday to Sunday
- Next week - Next Monday to Sunday
- This month - 1st to end of this month
- Next month - 1st to end of next month
- Specific date - Opens the date picker
- Date range - Opens the date picker

Day - Choose from:
- Any (includes all days Monday-Sunday) (default)
- Monday
- Tuesday
- Wednesday
- Thursday
- Friday
- Saturday
- Sunday

Organisation - The organisation where the slot is held (this defaults
to the selected patient's registered practice).

Slot Type - All active slot types available as set up in Vision 3 per
organisation. Multiple select is available. Default = Any.
Note - Inactive slot types are not displayed in the Slot Type
dropdown (but will be displayed in search results and can be booked)

Viewable Only - This option when selected will not display slots that
have the 'Non-viewable' checkbox selected in the Slot Type set up in
Vision 3.
Note - Slot types which are set up as 'Non-viewable' in Vision 3
cannot be viewed by patients using Vision Online Services (VOS) or
My Health Online (MHOL).

Time of day - Choose from:
- Any (default)
- AM
- PM

Session Type - The session types available as set up in Vision 3 per
organisation. Multiple select is available. Default = Any.

Clinician/Clinic - The clinicians/clinics set up for the selected
organisation. Multiple select is available. Default = Any.

Gender - The clinician's gender, choose from:
- Any
- Male
- Female
50
Note - see Slot Type Warnings (page 64) for details on slot types
and associated warnings.

Duration - Choose from (available in a later release):
- 1 min
- 2 min
- 3 min
- 4 min
- 5 min
- 10 min
- 15 min
- 20 min
- 30 min
- 60 min
- Any
Note - Options available in the Session Type and Clinician/Clinic
filters are likely to vary between practices.
5. Click on the Find Slots button to display all matching available slots.
6. By default, the list of available slots is ordered by date and time ascending.
If you select another column to sort by, the system applies the date and
time sort as a secondary sort.
Note - Changes to Vision 360 appointment data in Patient's
Appointments view, Clipboard view and Special Bookings view is sent
back to the relevant Vision 3 practice instantly. Changes to
appointment data in Vision 3 is sent back to Vision 360 within 2
seconds.
Note - If the number of matching slots exceeds 50, the bottom
row in the list of available slots will display the message: 'There are
more than 50 available slots – the first 50 only are listed here'.
Please further refine your search to find suitable slots.
7. Once you have found the slot you would like to book, click on the Make
booking icon
alongside the slot in the grid. Alternatively, you can
double-click the slot to make the booking.
Note - You can book inactive slots (shown with the black slot type
colour) as well as active slots.
51
The Appointment Information popup screen opens displaying the
appointment details:
Appointment Information Popup Screen
You can choose to extend the slot duration in the Expected Duration box. If
the extended slot overruns any subsequent slots, you will receive a warning
but you will still be able to carry on with the booking. See Extending the
Duration of an Appointment (page 47) and Slot Overrun Warnings (page
65).
If required you can select from the Booking Information dropdown menu and
enter a comment for this booking in the Comment box. (The options
available are defined in Vision 3 by each practice).
8. Confirm the booking and print an appointment label (page 66) by clicking on
OK & Print.
Note - If you want to confirm the booking without printing an
appointment label, click on OK.
A booking confirmation message will be displayed in the 'Book a new
appointment' section:
52
Book an Appointment - Reception View
1. Click on
Reception to display the Reception view.
2. Once you have found the slot you would like to book, click to highlight the
slot and click on the Make booking icon
.
Note - You can also double-click the empty slot to make the
booking.
Note - You can book inactive slots (shown with the black slot type
colour) as well as active slots.
3. The Patient Select screen opens allowing you to select a patient (page 11).
Note - Selecting a patient here, while making a booking in the
Reception view, does not change the patient context (ie does not
change the patient that was selected before making the booking).
The Appointment Information popup screen opens displaying the
appointment details:
Appointment Information Popup Screen
You can choose to extend the slot duration in the Expected Duration box. If
the extended slot overruns any subsequent slots, you will receive a warning
but you will still be able to carry on with the booking. See Extending the
Duration of an Appointment (page 47) and Slot Overrun Warnings (page
65).
If required you can select from the Booking Information dropdown menu and
enter a comment for this booking in the Comment box. (The options
available are defined in Vision 3 by each practice).
4. Confirm the booking and print an appointment label (page 66) by clicking on
OK & Print.
53
Note - If you want to confirm the booking without printing an
appointment label, click on OK.
The booking confirmation message is displayed
54
Edit an Appointment
You can edit patient appointments in the Patient's Appointments View and the
Reception View. To edit a special booking, see Edit a Special Booking (page 59).
To edit a patient appointment:
1. In the 'Booked appointments' section of the Patient's Appointments view
(page 14), click on the edit icon
edit
alongside the appointment you want to
or,
in the Reception View (page 28), highlight the appointment in the clinician's
journal and click on the edit icon
.
The Appointment Information popup screen is displayed:
Appointment Information Screen - Edit
2. You can choose to extend the slot duration in the Expected Duration box. If
the extended slot overruns any subsequent slots, you will receive a warning
but you will still be able to carry on with the booking. See Extending the
Duration of an Appointment (page 47) and Slot Overrun Warnings (page 65).
3. If an appointment has been mistakenly checked-in, you can revert the status
of an appointment from 'Arrived' back to 'booked' and from 'In Consultation'
back to 'Arrived' by clicking on the Revert button.
4. Optionally, you can add or edit an existing comment in the Comment box.
55
The Actual Duration displays the amount of time in consultation.
The Waiting Time displays the time elapsed between the patient arriving and
going into consultation.
5. Click on OK to make the changes and close the popup.
You can also Move an appointment to the Clipboard (page 37) for re-scheduling
(page 39) later on.
56
Make a Special Booking
You can make special bookings for:

Non-registered patient appointments (please check carefully that a patient is
not registered before creating a special booking for them)

Non-patient appointments eg appointment with drug rep
1. Click on
Special Bookings at the top of the window to display the
Special Bookings View (page 41).
The 'Booked appointments' section of the screen displays all future special
bookings for all organisations to which you have access.
Using the Organisation(s) and Time Period dropdown lists, you can filter the
list of special bookings by Organisation(s) and/or Time Period. The default is
'All' organisations in the 'Next 48 hours' time period:
2. In the 'Book a new appointment' section, from the Organisation drop-down
list, select the organisation in which you want to make the booking.
3. Using the filters as described in Book an Appointment (page 49), further
refine your search for appropriate slots or choose from the list of saved free
slot searches.
4. Click on Find Slots to search for slots based on the criteria you have
entered. Available, matching slots are displayed in the grid.
By default, the list of available slots is ordered by date and time ascending.
If you select another column to sort by, the system applies the date and
time sort as a secondary sort.
Note - Changes to Vision 360 appointment data in Patient's
Appointments view, Clipboard view and Special Bookings view is sent
back to the relevant Vision 3 practice instantly. Changes to
appointment data in Vision 3 is sent back to Vision 360 within 2
seconds.
Note - If the number of matching slots exceeds 50, the bottom
row in the list of available slots will display the message: 'There are
more than 50 available slots - the first 50 only are listed here'. Please
further refine your search to find suitable slots.
5. Once you have found the slot you would like to book, click on the Make
booking icon
alongside the slot in the grid. Alternatively, you can
double-click the slot to make the booking.
Note - You can book inactive slots (shown with the black slot type
colour) as well as active slots.
57
The Special Booking popup screen opens displaying the appointment details:
Special Booking Popup Screen
6. In the Booking Description box, enter the description for this booking eg
Drug rep - Sally Walker
7. In the Comment box, optionally enter details of the booking.
8. Confirm the booking and print an appointment label by clicking on OK&
Print - or click on OK to confirm without printing a label.
The booking confirmation message is displayed.
The special booking is now displayed in the 'Booked appointments' section of the
Special Bookings view.
You can also view the special booking in the Clinician List view (page 20) - shown
with the special booking icon
below:
Special Booking in Clinician List View
58
Edit a Special Booking
1. In the 'Booked appointments' section of the Special Bookings view, click on
the edit icon
alongside the special booking you want to edit.
The Special Booking popup screen is displayed:
Special Booking Popup Screen - Edit
2. You can choose to extend the slot duration in the Expected Duration box. If
the extended slot overruns any subsequent slots, you will receive a warning
but you will still be able to carry on with the booking. See Extending the
Duration of an Appointment (page 47) and Slot Overrun Warnings (page 65).
3. If an appointment has been mistakenly checked-in, you can revert the status
of an appointment from 'Arrived' back to 'booked' and from 'In Consultation'
back to 'Arrived' by clicking on the Revert button.
4. Edit the Booking Description if required.
5. Optionally, you can add or edit an existing comment in the Comment box.
The Actual Duration displays the amount of time in consultation.
The Waiting Time displays the time elapsed between the 'Arrived' status and
the 'In consultation' status.
6. Click on OK & Print to make the changes and print an appointment label or
click OK to make the changes without printing a label.
Saved Free Slot Searches
In order to save time searching for free slots of a particular type/ clinician etc, each
user can set up and maintain their own list of saved free slot searches for each
organisation they can access.

Run Saved Free Slot Search (page 60)
59

Create Free Slot Search (page 60)

Edit Free Slot Search (page 62)

Delete Free Slot Search (page 63).
Run Saved Free Slot Search
To use one of your pre-defined, free slot searches:
1. In the 'Book a new appointment' section of the Patient's Appointments,
Special Booking or Clipboard view, click on the arrow on the Find Slots
button to open the dropdown list
.
2. Select the search you want to run.
The saved search will run and the list of matching appointments will be
displayed in the 'Book a new appointment' section.
Note - The search filters in the 'Book a new appointment' section
do not change to show the filters set up in the saved free slot search.
For information on how to define, save and maintain free slot searches, see Saved
Free Slot Searches (page 59).
Create Free Slot Search
You can create a free slot search for any of the organisations that share data with
the organisation you are logged into:
1. In the Book a new appointment section of the Patient's Appointments,
Special Booking or Clipboard view, click on the arrow on the Find Slots
button to open the dropdown list
.
2. Click on the Search Setup button at the bottom of the list to open the Free
Slot Search Setup screen.
3. In the left-hand panel, the Organisation dropdown lists (in alphabetical
order) all organisations that share their data with the organisation you are
currently logged into. From the list, select the organisation you want to add
60
the saved search to. All saved searches created for the selected organisation
are displayed in the panel underneath.
4. Click on the add icon
panel.
to open a new blank search form in the right-hand
5. Enter the following details:

Search Name - Enter the name you want to give the saved search

Date period - Choose from:
Next 48 hours (default)
This week
Next week
This month
Next month
Specific date - Opens the date picker
Date range - Opens the date picker

Clinician/Clinic - The clinicians/clinics set up for the selected
organisation. Multiple select is available. Default = Any.

Gender - The clinician's gender, choose from:
Any (default)
Male
Female

Day - Choose from:
Any (default)
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday

Time of day - Choose from:
Any
AM
PM

Slot Type - The slot types available as set up in Vision 3 for the
selected organisation. Multiple select is available. Default = Any.
Note - Inactive slot types are not displayed in the Slot Type
dropdown.

Session Type - The session types available as set up in Vision 3 for
the selected organisation. Multiple select is available. Default = Any.
61

Viewable Only - This option when selected will not display slots that
have the 'Non-viewable' checkbox selected in the Slot Type set up in
Vision 3.
Note - Slot types which are set up as 'Non-viewable' in Vision 3
cannot be viewed by patients using Vision Online Services (VOS) or
My Health Online (MHOL).
Note - Options available in the Session Type and Clinician/Clinic
filters are likely to vary between practices.
6. Click on Save to save your search.
7. Click Close to close the screen.
The newly created search is now available in the Find Slots dropdown in all views
(not just the view it was created in).
62
Edit Free Slot Search
1. In the Book a new appointment section of the Patient's Appointments,
Special Booking or Clipboard view, click on the arrow on the Find Slots
button to open the dropdown list
.
2. Click on the Search Setup button at the bottom of the list to open the Free
Slot Search Set Up screen.
3. In the left-hand panel, the Organisation dropdown lists all organisations that
share their data with the organisation you are currently logged in with. From
the list, select the organisation that contains the free slot search that you
want to edit.
All free slot searches created for the selected organisation are listed.
4. Click to highlight the free slot search you want to edit. Its details are
displayed in the right-hand panel.
5. Edit the details as necessary. See Create Free Slot Search (page 60) for a
description of the filters available.
6. Click on Save to save the search.
7. Click Close to close the screen.
Delete Free Slot Search
1. In the Book a new appointment section of the Patient's Appointments,
Special Booking or Clipboard view, click on the arrow on the Find Slots
button to open the dropdown list
.
2. Click on the Search Setup button at the bottom of the list to open the Free
Slot Search Setup screen.
On the left of the panel, the Organisation dropdown lists all organisations
that share their data with the organisation you are currently logged in with.
3. From the list, select the organisation you want to delete the free slot search
from.
All free slot searches created for the selected organisation are listed.
4. Click to highlight the free slot search you want to delete and click on the
delete icon
at the top of the panel.
5. You are asked to confirm the deletion, click Yes.
6. Click Close to close the screen.
The deleted search is removed from the Find Slots dropdown in all the views.
63
Slot Warnings
Slot Type Warnings
Slot types and their associated warnings are defined by each practice in Vision 3
and are set up to be displayed in Vision 360.
Note - Slot types and warnings are likely to vary across different
practices.
The slot type warning is displayed when you click on the make booking icon
in
the 'Book a new appointment' section in the Patient's Appointments (page 14) and
Special Bookings (page 41) views. You will be asked whether you want to continue
or not:
Example Slot Warning
If in Vision 3, the 'Number of days that slot can be booked prior to appointment
date' box is left blank, the message will be displayed at all times. Otherwise the
warning message will be displayed only up to the number of days prior to the slot
date. For example, if the box is set to '2' and the slot is on 12/12/12, the message
will be displayed up to and including 09/12/12.
Clicking Yes in the slot warning popup screen will continue to book the
appointment.
Note - you are unable to change the slot type while booking an
appointment.
64
Slot Overrun Warnings
If, in the Appointment Information popup screen you extend the duration of an
appointment so that it overruns into one or more subsequent slots, when you click
on OK or OK & Print, you will receive the following warning:
'The appointment will overrun a following appointment. Do you wish to
continue?'
Clicking Yes will allow the slot duration to be extended into the subsequent slot(s).
Once the screen has refreshed, the affected slots will be greyed out in the Book a
new appointment section:
You can still book an appointment in a greyed out slot (where the previous
appointment duration has overrun into that slot). After clicking the make booking
icon
, the following warning is displayed in the Appointment Information dialog:
warning - 'This slot has been overrun by another appointment'
65
Print Appointment Label
As well as being able to print an appointment label at the time of booking an
appointment (page 49), you can also choose to print an appointment label for any
future appointments from the Patient's Appointments (page 14) and Special
Bookings (page 41) views.
Note - you must have Active X installed on your pc for label
printing to work.
1. In the 'Booked appointments' section of the Patient's Appointments (page
14) or Special Bookings (page 41) view, locate the appointment for which
you want to print an appointment label.
2. Click on the Print label icon
alongside the appointment.
Your system Print screen is displayed.
3. Select the label printer from your list of printers.
4. Click on Print to print the label.
The following details are printed on the label:

Organisation name

Organisation phone number

Patient surname and forename or special booking description

Appointment day, date and time

Clinician/Clinic
Example Printout of Appointment Label
66
Cancel an Appointment
You can cancel appointments in the Patient's Appointments, Clinician List, Reception
and Special Bookings views, however, you can't cancel an appointment after a
patient has been checked in for that appointment.
Note - You can also cancel multiple appointments (page 68)
simultaneously in the Clinician List view (page 20).
Note - You can also remove an item from the Clipboard (page 41)
in the Clipboard view.
From the Patient's Appointments View:
1. If you want to cancel a patient appointment, select the patient (page 11)
first then click on
Patient's Appointments to open the Patient's
Appointment's view (page 14).
2. Locate the booking you want to cancel in the 'Booked appointments' section.
You can sort the columns in order to locate the booking you want to find.
3. Click on the Cancel Appointment icon
want to cancel.
alongside the appointment you
You will then be prompted to enter a cancellation reason.
4. Select the appropriate cancellation reason and click on OK. The appointment
is then removed from the list.
Note - Cancelled patient appointments will be displayed in the
View All Appointments (page 19) popup screen in a future release of
Vision 360 Appointments.
From the Special Bookings View:
1. If you want to cancel a special booking, click on
open the Special Bookings View (page 41).
Special Bookings to
2. Locate the booking you want to cancel in the 'Booked appointments' section.
You can sort the columns in order to locate the booking you want to find.
3. Click on the Cancel Appointment icon
want to cancel.
alongside the appointment you
You will then be prompted to enter a cancellation reason.
4. Select the appropriate cancellation reason (see above) and click on OK. The
appointment is then removed from the list.
67
From the Clinician List View:
1. If not already displayed, click on
View (page 20).
Clinician List to open the Clinician List
2. Select the appropriate clinician/clinic from the Clinician dropdown list in the
Clinician List view (page 20).
3. Click to highlight the appointment in the clinician/clinic's book.
4. Click on the Cancel Appointment icon
above the grid.
5. Select the cancellation reason in the Cancellation Reason window (see
above) and click on OK. The appointment is removed from the book.
From the Reception View:
1. If not already displayed, click on
(page 28).
Reception to open the Reception View
2. Click to highlight the appointment in the clinician/clinic's book.
3. Click on the Cancel Appointment icon
above the grid.
4. Select the cancellation reason in the Cancellation Reason window (see
above) and click on OK. The appointment is removed from the book.
Note - The cancellation reasons available from the dropdown list
in the Cancellation Reason popup screen are defined by each practice
in Vision 3, therefore these may vary across different practices.
Cancel Multiple Appointments (same cancellation reason)
You can cancel multiple appointments simultaneously in the Clinician List and
Reception views:
1. In the appropriate clinician/clinic's book, highlight multiple appointments by
using SHIFT+Click for a block of adjacent appointments; or CTRL+Click for
non-adjacent appointments; or click on the session name to select every
appointment in the session.
2. Click on the Cancel Appointment icon
above the grid.
3. Select the cancellation reason in the Cancellation Reason popup and click on
OK. The appointments are removed from the book.
Note - The cancellation reason you select here applies to all of the
selected appointments.
Note - The cancellation reasons available from the dropdown list
in the Cancellation Reason popup screen are defined by each practice
in Vision 3, therefore these may vary across different practices.
68
Change Slot Type
You can change the slot type in the Clinician (page 20) List and Reception (page
28) views:
1. In the clinician/clinic book, click to highlight the slot(s) you want to change.
2. Click on the change slot type icon
to open the Change Slot Type popup.
3. From the dropdown list of those available (as set up in Vision 3), select the
slot type that you want to change the selected slot to.
Note - The Change Slot Type screen only displays active slot
types - therefore, you are prevented from changing the current slot
type (active or inactive) to an inactive slot type.
4. Click OK to save your changes and close the popup.
69
Patient Status
A typical workflow surrounding a patient appointment sees the patient arriving at
the reception and being checked in by the receptionist. When this happens, the
Vision 360 Appointments system acknowledges the arrival of the patient by
marking the appointment status as 'Arrived'. See Mark Patient has Arrived (page
70).
The status remains at 'Arrived' until the patient is called to the consulting room. In
Vision 3, the status changes to 'In consultation' when the consultation begins in
Consultation Manager. In Vision 360 Appointments, the status can also be changed
to 'In consultation' (see Call Patient to Consultation (page 25)) by clicking on the
call patient icon
alongside the appointment in the Clinician List or Reception
view:
If your practice is using callboard software, the patient will be notified that
they must proceed to the consulting room.
The Vision 360 Appointments system automatically changes the status of the
appointment to 'In consultation' and records the consultation start time.
Note - If the clinician currently has an appointment which is 'In
consultation', it will be marked as 'Seen' when the next patient is
called.
Once the patient has been seen by the clinician, calling the next patient will change
the status of the patient who has just left to 'Seen' and record the consultation end
time. If there is a break in appointments or it is the last appointment of the day,
the clinician can end the appointment manually by clicking on the End appointment
icon
. See Mark Patient as 'Seen' (page 74).
Mark Patient has Arrived
You can mark a patient has arrived from the Patient's Appointments and Reception
views:
Patient's Appointments View
1. If not already displayed, click on
Patient's Appointments to display
the Patient's Appointments view (page 14).
2. Click on the Select Patient button on the Application Bar at the top of the
screen.
3. Select a patient (page 11).
Once you have selected a patient, the patient's name, date of birth and
address are displayed below the Application Bar and all future appointments
are displayed in the Future Appointments section.
4. Locate today's appointment in the list and click on the green check in icon
to mark the patient has arrived.
70
This changes the patient's appointment status from 'Booked' to 'Arrived'
(shown in the Status column of the 'Booked appointments' section) and the
'Appointment checked in successfully' confirmation message is displayed:
Booked Appointments Section - Check In Patient
Note - once the patient has been checked in, the check in icon
alongside the appointment is disabled.
The 'Arrived in Surgery' time is recorded and displayed in the Appointment
Information popup screen (page 44).
Reception View
1. Click on
Reception to open the Reception view.
2. Select the relevant organisation from the Organisation dropdown list to view
the clinician and clinic journals at that organisation.
3. In the appropriate journal, locate the booked appointment that the patient
has arrived for.
4. Double-click the slot to check the patient in.
The icon changes to 'Arrived'
displayed:
and the following confirmation is
Revert to Previous Status
You can revert a patient's appointment status from 'Arrived' back to 'Booked' (and
from 'In Consultation' back to 'Arrived' - phase 2).
1. In the 'Booked appointments' section of the Patient's Appointments view
(page 14), locate the appointment you want to edit.
71
2. Click on the edit appointment icon
alongside the appointment to open
the Appointment Information popup screen (page 44).
Appointment Information - Edit
3. Click on the Revert button alongside the Appointment Status to revert the
appointment status from 'Arrived' to 'Booked'.
72
The status is reverted back to 'Booked:
Appointment Information - Status Reverted
4. Click on OK to confirm.
73
Mark Patient as 'Seen' - End Appointment
Calling the next patient to the consultation room automatically marks the previous
consultation as 'seen' and records the end time for that consultation.
However, if this is the last consultation of the day, or you want to be accurate
about when the consultation ends (for reporting purposes) you can end the
consultation manually:
1. Locate the appointment in the Clinician List view and click on the 'End
Consultation' icon
in the far right column.
The 'Appointment ended' message is displayed and the end time is recorded:
The patient will be marked as 'Seen' and the status icon in the Clinician List
view changes to reflect this:
Note - When the user who has called the patient logs out of the
application or closes their browser, this also ends the appointment.
74
Print Full Appointment List
The Print Full Appointment List screen allows you to print out a list of all
appointments using filters to specify:

Date/time range (no greater than 3 days)

The following additional information (at least one must be selected):
- Clinician/Clinic
- Slot type description
- Patient name
- Patient home telephone number
- Special booking description (if applicable)
- Appointment comments
To print the full appointment list:
1. Click on the Print all icon
at the top right of the Appointments window.
2. The Print Full Appointment List popup screen opens.
Print Full Appointment List Popup Screen
3. In the Date/time range boxes, specify the start date/time of the required
range in the 'From' boxes and the end date/time in the 'to' boxes.
Note - The maximum date range you can enter is 3 days.
75
For example, if you want to print a list of appointments between the 17th
October 2012 at 08:00 and the 19th October 2012 at 18:00, you would enter
the following:
4. Specify which data you want to include in your print-out by placing a tick in
at least one of the following boxes:

Clinician/clinic

Slot type description

Patient name

Patient home telephone number

Special booking description (if applicable)

Appointment comments
5. Click on Print to print to open your system Print popup screen.
6. Select Print to print the full appointment list.
76
Below shows an example page of the printed full appointment list:
Example of Full Appointment List Printout
77
Events
The list also includes Events, such as holidays or staff meetings, which have been
set up in Vision 3. For example, if an event with the option 'Mark slots as
unavailable' is used to block slots, the printout will show the start and end times of
this event:
If an event with the option 'Mark slots as available' is used, the printout will show
each slot and the event details.
78
Print Evacuation Report
The Print Evacuation Report facility allows you to print a list of all patients broken
down by appointment status (Arrived, In consultation, Seen and DNA) for each
practice sharing the same reception. This can be used in the event of a fire or other
emergency in which a list of all patients who need to be evacuated is necessary.
Note - If a patient's status is 'In consultation' at Practice A and
'Arrived' at Practice B, the evacuation report will list this patient
under both practices.
Note - the accuracy of this report relies upon patients being
checked in and out properly.
1. Click on the Print Evacuation Report icon
360 Appointments window.
at the top right of the Vision
Your standard system Print popup screen is displayed.
2. Click Print to print the report:
Example Evacuation Report Printout
79
Note - If there are no patients attending any of the practices, a
popup screen will be displayed after clicking on the Print Evacuation
Report icon
with the message 'There are no patients to evacuate
from the building'.
80
H
Holding Slots • 29, 31, 33
Index
I
Introduction • 5
M
A
Accessing Vision 360 Appointments • 10
Appointment Information Popup Screen • 18, 24, 29, 31,
39, 44, 45, 47, 70, 71
Make a Special Booking • 41, 48, 56
Mark Patient as 'Seen' - End Appointment • 21, 69, 72
Mark Patient has Arrived • 15, 69
Move Appointment to the Clipboard • 21, 29, 36, 55
Move Multiple Appointments to the Clipboard • 21, 38
B
O
Book an Appointment - Patient's Appointments View •
15, 18, 36, 43, 44, 48, 56, 65
Book an Appointment - Reception View • 29, 31, 44, 48,
52
Booking an Appointment - Quick Reference • 9
Booking Appointments • 48
Overview • 7
C
Call Display Settings • 25, 26, 27
Call Patient to Consultation • 21, 25, 27, 69
Cancel an Appointment • 15, 21, 29, 66
Cancel Multiple Appointments (same cancellation
reason) • 66, 67
Change Slot Type • 21, 23, 29, 31, 68
Check patient in - Reception view • 32
Clinician List View • 8, 14, 21, 57, 66, 67, 68
Clipboard View • 8, 14, 17, 23, 31, 33, 34
Copyright Notice • ii
Create Free Slot Search • 59, 62
Cut and Paste an Appointment from One Slot to Another
• 29, 31, 32, 36
D
Delete Free Slot Search • 59, 62
Disable Appointments Call Display • 28
Display Appointments by Clinician • 21, 25
DNAs Popup Screen • 17, 20
E
Edit a Special Booking • 54, 58
Edit an Appointment • 15, 44, 54
Edit Free Slot Search • 59, 62
Extending the Duration of an Appointment • 45, 47, 51,
52, 54, 58
P
Patient Status • 69
Patient's Appointments View • 8, 11, 14, 15, 54, 63, 65,
66, 69, 70
Prerequisites • 6
Print Appointment Label • 18, 46, 51, 52, 65
Print Evacuation Report • 8, 76
Print Full Appointment List • 8, 73
R
Reception View • 8, 14, 29, 54, 67, 68
Refresh View • 34
Release Held Slots • 29, 31, 34
Remove Item from the Clipboard • 34, 36, 40, 66
Re-schedule a Clipboard Item • 34, 36, 38, 55
Revert to Previous Status • 70
Run Saved Free Slot Search • 59
S
Saved Free Slot Searches • 18, 48, 59
Selecting a Patient • 11, 12, 15, 48, 52, 66, 69
Slot Overrun Warnings • 24, 45, 47, 51, 52, 54, 58, 64
Slot Type Warnings • 50, 63
Slot Warnings • 63
Special Bookings View • 6, 8, 14, 41, 56, 63, 65, 66
V
View All Patient's Appointments • 15, 17, 19, 66
Viewing Appointments • 14
81
Vision 360 Appointments • 5
82