How to Change a Patient's Status

Quick Answer

Right-click the patient's name in the Appointment Rota or their appointment in the Clinical Tree → Appointments node, then select the correct status from the menu.

What Problem Does This Solve?

A patient's status is stuck, incorrect, or needs manual updating after a workflow step. This guide shows how to change it and what to do when statuses don't match across modules.

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How to Manually Change Status

From the Appointment Rota

1. Open the Appointment Rota for today's clinic session.
2. Right-click the patient's name on the list.
3. Select the correct status from the context menu (e.g., In Progress, Sent for Diagnostic, Finished).

From the Patient Profile Page

1. Open the patient's record.
2. In the Clinical Tree (left sidebar), navigate to Appointments.
3. Right-click the correct appointment (today's date).
4. Select the status accordingly.

Auto vs. Manual

Some status changes happen automatically when you complete an action (e.g., entering vital signs may trigger Waiting). Others, like Sent for Diagnostic, always require manual selection.

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Common Issues

Patient stuck in wrong status

Staff forgot to update after completing an action

Cause: Staff forgot to update the status after completing their action, or the system did not auto-update.

Solution:

1. Check which module last updated the patient.
2. Manually update the status with a clear documentation of the reason.
3. If the system appears to be in error, contact IT support and document the incident.

Different status shown in different modules

Synchronisation delay or system error

Cause: A synchronisation delay or system error is causing status displays to diverge.

Solution:

1. Log out of SystmOne completely and log back in to refresh the view.
2. If the discrepancy persists, contact BKAD immediately — this indicates a synchronisation problem that requires technical intervention.
3. Do not proceed with clinical actions until the correct status is confirmed.

Many patients showing the same status

Normal during busy periods

Cause: This is normal during busy periods when multiple patients are in the same workflow stage.

Solution:

1. Use additional identifiers to distinguish patients: queue number, name, or IC number.
2. Sort the list by time to see who has been waiting longest.
3. Prioritise by triage urgency, not just wait time.

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Who to Contact

Issue Type	Contact
Minor workflow issues	Clinic Unit Coordinator
System errors or bugs	Clinic CCMS Facilitator or IT Pejabat Kesihatan Daerah
Unresolved technical issues	CCMS Team BKD @ KKM
Training needs	CCMS training coordinator
Emergency system failure	Follow downtime protocols (BCP)