Check in clients
Use Today's queue and the appointment page to check clients in, mark no-shows, and follow each visit through its statuses.
Check in clients
Every appointment has a status. As the client arrives and is seen, the status moves forward one step at a time. At the front desk you mostly do two things: Check in clients who arrive, and mark No show for clients who don't.
Appointment statuses
These are the built-in statuses. Your clinic admin can add extra statuses and steps, so you may see more than these.
| Status | What it means | Next step | Who can move it there |
|---|---|---|---|
| Requested | New booking, not confirmed yet. Every booking starts here unless a different Initial status was picked when booking. | Confirmed, or Cancelled | Anyone who can book appointments |
| Confirmed | The booking is confirmed. | Checked in, No show, or Cancelled | Staff with permission to confirm. Any required gatekeeping checks must be done first (see below). |
| Checked in | The client has arrived. | Vitals taken, or Cancelled | Staff with permission to check in, from 30 minutes before the start time |
| Vitals taken | Vital signs have been recorded. | In consultation | Anyone who can update appointments |
| In consultation | The doctor is seeing the client. | Completed | Only the doctor assigned to the appointment |
| Completed | The visit is finished. | None (final) | Staff with permission to complete a consultation |
| Cancelled | The appointment will not happen. | None (final) | See Reschedule or cancel |
| No show | The client did not arrive. | None (final) | Staff with permission to mark no-shows, from 15 minutes after the start time |
Completed, Cancelled and No show are final. Once an appointment is in one of them, its status can't be changed again, so MediSync asks you to confirm before moving an appointment there.
The standard Receptionist role can do everything on this page except start a consultation. If a button described here is missing for you, ask your clinic admin to check your role.
Open Today's queue
Today's queue is a board of today's appointments, with one column
per status. To open it, open Appointments in the sidebar and click
Today's queue. You can also find it with Search at the top of the
sidebar (or press /).
On the board:
- Each card shows the start time, the queue number (if the booking has one) and a short client reference. Click a card to open the full appointment in a side panel.
- Only open statuses get a column. When an appointment becomes Completed, Cancelled or No show, its card leaves the board.
- The board refreshes itself every 30 seconds. The note above the columns shows when it last updated, and the refresh button next to the title reloads it straight away.
- You can drag a card to another column to change its status. A drop only works if that move is allowed from the card's current status; otherwise the card goes back where it was.
If nobody is booked today, the board shows No appointments today and a Book an appointment button.
Check a client in
The client's appointment must be Confirmed.
From Today's queue:
- Find the client's card in the Confirmed column.
- Click the check-mark button on the card (its tooltip reads Check in).
From the appointment page:
- Go to Appointments → Appointments and click the client's row (the Today saved view narrows the list to today).
- Click Check in at the top of the appointment.
Check-in applies straight away, with no extra confirmation. The card moves to the Checked in column.
You can check a client in from 30 minutes before the appointment's start time. Earlier than that, MediSync refuses with "It is too early to perform this transition."
Mark a no-show
The appointment must be Confirmed, and at least 15 minutes must have passed since its start time.
- On the card in Today's queue, click the no-show button (its tooltip reads No show), or open the appointment and click No show.
- In the Move to No show dialog, add a Reason (optional).
- Click Confirm.
No show is final. If the appointment was Online, its video room is closed, so the link the client received no longer works.
Move a visit to its next step
On the appointment page, under the date and time:
- Mark as … moves the appointment to its usual next status (for example, Mark as Vitals taken).
- To pick a different allowed status, choose it in Move to… and click Apply.
Both open a confirmation dialog where you can add a Reason (optional). Click Confirm to apply. The reason is saved in the appointment's history.
In the Appointments list you can also click a row's status to open a Move to… menu with the allowed next statuses.
In consultation can only be set by the doctor assigned to the appointment. Other staff, including reception, are refused with "You are not the assigned doctor for this appointment."
A client arrives without a booking
Book them first, then check them in:
- Open Appointments → Appointments and click New appointment.
- Go through the booking steps and pick today's earliest free slot.
- On 5. Notes & confirm, set Initial status to Confirmed.
- Finish the booking, then check the client in as above.
Check-in opens 30 minutes before the slot's start time. If the earliest free slot is later than that, you can only check the client in once that 30-minute window opens. See Book an appointment for the booking steps.
See who changed a status
Open the appointment and scroll to Audit trail. It lists every status change, who made it, when, and the reason if one was given.
Common problems
The Check in or No show button isn't there. These buttons only appear when the appointment is Confirmed and your role allows the action. A Requested booking has to be confirmed first.
"It is too early to perform this transition." For check-in, it is more than 30 minutes before the start time. For a no-show, fewer than 15 minutes have passed since the start time. Wait and try again.
"Gatekeeping checks must be completed before this transition." You tried to confirm a booking whose Gatekeeping card on the appointment page still has a check that isn't PASSED or WAIVED. Ask your clinic admin.
"You are not the assigned doctor for this appointment." Only the doctor assigned to the appointment can move it to In consultation.
"You don't have permission to perform this action." Your role doesn't include this action. Ask your clinic admin.
I marked the wrong client as No show. No show is final and can't be undone. Book the client again if they still need to be seen.
A card won't drop into a column. That move isn't allowed from the card's current status. For example, a Requested card can't go straight to Checked in: confirm it first.