Appointment Management

Efficiently manage your clinic's appointments with online booking, automated reminders, and smart scheduling tools.

Online Booking

How It Works

Patients can book appointments directly from your public website:

  • Patient visits yourslug.beeseen.clinic
  • Selects a doctor and service
  • Chooses an available time slot
  • Enters their contact information
  • Confirms the booking
    • 💡Online booking is available 24/7 — patients can book even when your clinic is closed!

    Booking Widget

    Embed the booking form on your existing website:

    Configuring Schedules

    Doctor Availability

    Each doctor has their own schedule. Configure it in Settings → Doctors → [Doctor Name] → Schedule.

    Settings for each day:

    • Working hours — e.g., 9:00 AM to 5:00 PM
    • Slot duration — default time per appointment (15, 20, 30, 45, or 60 min)
    • Break times — block out lunch or prayer breaks
    • Max appointments — limit daily patient count

    Day Off Management

    When a doctor takes time off:

  • Go to Day Off Management in the sidebar
  • Click Add Day Off
  • Select the doctor and date range
  • Choose whether to notify affected patients
  • Optionally enable auto-rebooking suggestions
    • ⚠ī¸Marking a day off will send notifications to all patients with appointments on those days!

    Managing Appointments

    Appointment List

    View all appointments in Appointments from the sidebar:

    • Today's View — focus on current day
    • Week View — see the week ahead
    • Month View — plan ahead

    Filter appointments by:

    • Doctor
    • Status (scheduled, confirmed, completed, cancelled, no-show)
    • Date range
    • Service type
    Search by patient name or phone number.

    Appointment Details

    Click any appointment to see:

    • Patient information
    • Appointment history
    • Notes from previous visits
    • Quick actions (reschedule, cancel, check-in)

    Reminders & Notifications

    Automatic Reminders

    BeeSeen sends reminders automatically:

    | When | Channel | Content | |------|---------|---------| | Immediately after booking | Email | Confirmation with details | | 24 hours before | SMS (if enabled) | Reminder with date/time | | 2 hours before | WhatsApp (if enabled) | Final reminder |

    Customizing Reminders

    In Settings → Notifications:

    • Enable/disable each channel
    • Customize message templates
    • Set reminder timing (12h, 24h, 48h before)
    • Add clinic-specific instructions

    Rescheduling

    Receptionist Rescheduling

  • Open the appointment
  • Click Reschedule
  • Select new date/time
  • Add optional reason
  • Patient is automatically notified

    • Patient Self-Service (Premium+)

    Patients can reschedule via the link in their confirmation email:

  • Click "Manage Your Appointment"
  • Login with phone number + OTP
  • Select new available slot
  • Confirm change

    • Cancellations

    Manual Cancellation

  • Open the appointment
  • Click Cancel
  • Select reason (patient request, clinic decision, etc.)
  • Patient receives cancellation notice

    • Cancellation Policy

    Configure your policy in Settings → Appointments:

    • Minimum notice required (e.g., 24 hours)
    • Late cancellation tracking (affects no-show scoring)

    No-Show Management

    Marking No-Shows

    If a patient doesn't arrive:

  • Open the appointment
  • Change status to No-Show
  • System logs this for analytics

    • No-Show Analytics

    View no-show patterns in Reports → Operational:

    • No-show rate by doctor
    • No-show rate by day of week
    • No-show rate by time slot
    • Patient-level no-show history
    ℹī¸AI prediction (Growth+) can flag likely no-shows so you can send extra reminders!

    Walk-In Appointments

    Quick Registration

    For patients who arrive without an appointment:

  • Click New Walk-In in the queue view
  • Choose quick or full registration:
    • - Quick: Phone + name only - Full: Complete patient profile
  • Patient is added to the queue automatically

    • Converting to Regular Patients

    Walk-in patients can complete their profile later via the queue status page or at their next visit.