How to Use the Appointment Ledger

Quick Answer

Use the Appointment Ledger to search for patients by IC or appointment number, view the daily rota, and filter appointments by location, staff, and date.

What Problem Does This Solve?

You need to find a patient's appointment details, check the daily clinic rota, or filter appointments by location, staff member, or specific date ranges.

Before You Start

Prerequisites

• Access to the CCMS Appointment Ledger screen
• The patient's IC number or appointment number if searching for a specific entry
• Your clinic / location bookmark correctly set, if you work across multiple sites

Step-by-Step Instructions

1

Search for a Patient or Appointment

Find appointments using patient ID or appointment number

Search by Patient ID:

1. On the Appointment Ledger screen, click Appointment Search.
2. Type the patient's ID number and press Search.
3. Double-click the patient's name to view their appointment details.

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Search by Appointment Number:

1. On the Appointment Ledger screen, click Appointment Number Search.
2. Enter the patient's appointment number and press Search.
3. Double-click the patient's name to view their appointment details.

Quick Tip

If you are unsure of the exact appointment number, use the patient ID search instead — it is more forgiving with partial matches.

2

Use the Calendar and Bookmarks

Navigate dates and filter by your working location

Appointment Calendar:

1. The appointment calendar is visible in the upper-left section of the ledger.
2. The rota defaults to today's date.
3. Click any specific date to view appointments for that day.
4. Use the month and year filters to view past or future appointments.
5. Adjust the time range if needed.

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Appointment Bookmark:

1. The appointment bookmark filters the rota to your current working location.
2. Click the drop-down to change the bookmark if you work across multiple locations.
3. Select the correct clinic or unit to see only relevant appointments.

3

Filter and View the Appointment Rota

Narrow down by staff member and location

Filter by Staff or Location:

1. To filter by staff member, click the staff filter icon.
2. To filter by location, use the drop-down at Rota Location Type.
3. The rota updates to show only appointments matching your filters.

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Reading the Rota:

The appointment rota displays:

• Rooms available on the selected date (e.g., Room 08, Room 09, Room 10, Room 11)
• Department name (e.g., OPD — General)
• List of patients scheduled in each room

4

Understand Appointment Information

Interpreting the details shown for each appointment

Each appointment entry displays key information:

Field	Example
Patient	FAZRI, 22 Jun 2022
Appointment date	Fri 14 Jul 2023 at 08:00
Rota type	OPD — General
Rota name	Outpatient — Walk In
Appointment location	Room 08, Digital Public Health Training, Putrajaya

Why This Matters

Always verify the rota type and location before directing a patient, especially in clinics with multiple services.

Troubleshooting

Patient not found in Appointment Search

IC entered incorrectly or no active appointment

Cause: The patient may not have an active appointment, or the IC number was entered incorrectly.

Solution:

1. Double-check the IC number for typos.
2. Try searching by name instead of IC number.
3. Verify the appointment date — it may be scheduled for a different day.
4. Check with registration to confirm the appointment was booked successfully.

Rota shows no appointments

Wrong bookmark, filter, or unscheduled date

Cause: The bookmark or filter is set to the wrong location, or the date has no scheduled clinics.

Solution:

1. Check that your Appointment Bookmark is set to the correct clinic.
2. Verify the selected date — public holidays or weekends may have no clinics.
3. Clear any active staff or location filters to see the full rota.

Appointment details look incorrect

Wrong date, time, clinic, or patient on the record

Cause: The appointment may have been booked with the wrong date, time, clinic, or patient.

Solution:

1. Cross-check the patient identity using their IC number.
2. If the appointment is wrong, refer to How to Fix Wrong Appointment Details to correct it.
3. Always document any corrections for audit purposes.