What is the context?
When rescheduling an appointment with a different attendee, multiple criteria must be considered. The Attendee Replacement feature simplifies this process by automatically filtering and displaying only eligible clinicians who have scheduled availability and meet the necessary booking criteria. This ensures that only clinicians qualified to perform the appointment or its specific parts can be selected as replacements. This feature is not only available when initially booking an appointment, but is also available when rescheduling or updating an existing appointment.
What is the purpose of this article?
This article aims to explain the Attendee Replacement feature and how to use it.
If you would like to enable this feature, please speak to your account manager or raise a ticket with support to enable this.
Overview
The Attendee Replacement feature streamlines the process of rescheduling appointments by automatically considering booking criteria. It ensures that only clinicians who meet the requirements and have availability can be selected as replacements. This reduces manual effort and minimises scheduling errors.
Configuration
In Admin> Configuration > Bookings, manual override of attendee definitions is enabled by default. This allows users to view and interact with the changing of attendees on the Appointment Confirmation and Setup page:
- Attendee check box - select attendees
- Clock Icon - Modify attendee appointment length
- Ctrl & Shift Instruction - Instructions are shown on screen to alter the red bar which changes length of appt and controls individual attendee's appointment times.
If you do not wish for users to be able to override these settings, disable this option and users will only be able to use the Attendee Replacement feature, without being able to override the above settings.
Please note: Turning off the override option is chamber-wide setting, which will affect all users including system admin.
How to use Attendee Replacement
Find the appointment you need to reschedule and open the Appointment Home page and click "Change Date, Time, Attendees or Notes".
This will take you to the Appointment Setup Page, click on the pencil next to the attendee you wish to replace.
The Attendee Replacement Dialogue window will appear. This window displays a list of available replacement candidates that meet the criteria in which the appointment was booked.
- Module Attendee* - If this is shown, the appointment type or associated module requires a specific attendee based on their role group or specialism.
- Start Time - View or change the start time of the appointment/attendee.
- Length - View or change the length of the appointment/attendee.
- Sex - Filter replacement candidates by sex.
- Specialism - Filter replacement candidates by specialism.
- Role -Filter replacement candidates by role.
- Replacement Candidates - A list of replacement candidates that have availibility and meet the set criteria.
- Confirm - Confirm to save changes and replace attendees.
Once you have found your replacement, click confirm to confirm your choice and to be taken to the Appointment Set up Page.
Click Save to save any changes to the appointment and be taken back to the Appointment Home page.
Review Date
This article was last updated on 6th March 2025.