How to Fix Wrong Appointment Details

Quick Answer

Use Move Appointment to change date, time, or service. Use Delete & Rebook for wrong patient bookings or duplicates. Always document the reason.

What Problem Does This Solve?

An appointment was booked with the wrong date, time, clinic, service, or patient. This guide shows how to correct these errors while preserving the audit trail and keeping the patient informed.

Before You Start

Prerequisites

• Access to the patient record with the incorrect appointment
• Appointment management permissions on your role
• The correct details (new date, time, clinic, or service)
• Patient contact information to notify them of changes

Step-by-Step Instructions

1

For Wrong Date or Time

Move the appointment to the correct slot

1. Retrieve the patient's record.
2. Navigate to the Appointments Node or Appointments Ledger.
3. Right-click on the incorrect appointment.
4. Select Move Appointment.
5. Click the APPTS button on the toolbar.
6. Go to Calendar.
7. Choose the correct UNIT under Bookmarks.
8. Select the correct date and rota.
9. Right-click on an empty slot.
10. Select Move to Here.

Result

The appointment is moved to the correct date and time with the audit trail preserved.

2

For Wrong Clinic or Service

Change to a different unit or rota

Method A — Move Appointment (preferred):

Follow the same steps as for wrong date/time, but choose a different unit or rota in step 7. This avoids creating a cancellation record.

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Method B — Delete and Rebook:

1. Retrieve the patient's record.
2. Navigate to the Appointments Node.
3. Right-click on the incorrect appointment.
4. Select Administration → Delete Appointment.
5. Enter cancellation reason: "Wrong service — need to rebook at [correct clinic]".
6. Book a new appointment in the correct clinic/rota.

Always Add Reason

When cancelling or deleting appointments, always add a clear cancellation reason for audit purposes.

3

For Wrong Patient or Duplicate Booking

Delete the incorrect appointment entirely

1. Navigate to the Appointments Node.
2. Right-click on the incorrect appointment.
3. Select Administration → Delete Appointment.
4. Enter the cancellation reason:
   • "Booked for wrong patient"
   • "Duplicate booking — kept [date] appointment"
5. Confirm deletion.

Notify the Patient

If the patient was already informed of the incorrect appointment, contact them immediately to prevent a no-show.

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Prevention Tips

Prevention Step	How to Do It
Confirm patient identity	Always check IC number and name before booking
Verify service type	Ask the patient which clinic or service they need
Repeat date and time	Verbal confirmation prevents misunderstandings
Use appointment notes	Add reminder notes for special circumstances
Double-check before saving	Review all fields before confirming the booking

Troubleshooting

Move Appointment option is greyed out

Cause: The appointment may already be in progress, or you lack appointment management permissions.

Solution:

1. Verify the appointment status — completed or in-progress appointments cannot be moved.
2. Check that your role includes Appointment Management → Move permission.
3. If the appointment is today and the patient has already checked in, consult your supervisor.

Patient already attended the wrong appointment

Cause: The error was discovered after the patient already attended.

Solution:

1. Document the incident in the patient journal.
2. Cancel or move the future incorrect appointment.
3. Book the correct appointment if still needed.
4. Inform your supervisor if this reveals a systemic booking issue.

Cannot find the appointment in the ledger

Cause: The appointment may be under a different patient record, or it was booked in a different clinic unit.

Solution:

1. Search by the patient's IC number instead of name.
2. Check the Appointments Ledger for the specific clinic unit.
3. Verify the appointment date range in your search filters.