Reschedule or cancel an appointment

Reschedule

Rescheduling keeps the same appointment record — it just moves time. Use this rather than cancelling + rebooking to preserve the history.

1. Open the appointment (from the calendar or client profile).
2. Click Reschedule.
3. Pick a new slot. The same practitioner is pre-selected; change if needed.
4. Add a reason — free-text, shown to the client in the reminder.
5. Click Save.

The client is notified via the same channel (SMS/email) the original confirmation went out on.

Drag on the calendar

Shortcut: drag the appointment block on the calendar view to a new slot. MediSync asks for confirmation before saving.

Cancel

1. Open the appointment.
2. Click Cancel appointment.
3. Pick a reason — client request, clinic closed, practitioner unavailable, etc.
4. Toggle Notify client if you want a cancellation message sent (usually yes).
5. Confirm.

The slot frees up immediately.

Cancellation window

Clinics configure a cancellation window — the minimum notice a client must give for a cancellation not to count against them. Common values are 24 or 48 hours.

If a client cancels inside the window, MediSync:

• Marks the appointment as Cancelled (late).
• Optionally charges a late-cancellation fee (your admin toggles this).
• Counts toward the client's no-show rate in analytics.

If you cancel inside the window (clinic-initiated), MediSync does not penalise the client regardless of the toggle.

Bulk reschedule

If a practitioner is unexpectedly out (illness, emergency):

1. Open Appointments → Calendar.
2. Click the practitioner's column header.
3. Choose Mark unavailable for the day.
4. MediSync lists every affected appointment with a Reschedule all button that walks each one through rescheduling in turn.

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In-app help: appointments_cancellation_window_hours.