Every Booking moves through five steps: Check in, Start, Sign, Done and Checkout. Tap a Booking on the Calendar to open its panel, which shows the step it waits on next.
Book the Appointment
On the Calendar, choose New Booking. Choose the Patient and the Service, pick one of the free start times, add any Add-ons, and choose the button that names the day and time. The Calendar opens with the new Booking's panel.
- With no deposit due, the Booking is confirmed at once.
- When the Service's Payment Policy takes a deposit, the Patient is texted and emailed a pay link and the time is held until it expires. To take it at the desk, choose Paid at the desk, then Record and confirm.
- Under More options, pick the Practitioner or type a time. Override there books outside hours, in the past or without Prescriber Cover, and is recorded on the Booking. An overlap is always refused.
A Practitioner books into their own diary only. One who isn't Verified can't be picked, because only a Verified Practitioner treats. With Combined time on in Settings › Payment Policy, Services booked together take less time than their times added up.
Before the day
By default, Clayform emails the Patient a link to complete their Medical History and Consent in the Patient Portal when the Booking is confirmed, and again 24 hours before, while either is missing. The panel's Before the visit row shows where each stands. Anything still missing shows under Before the appointment in Your work for whoever is responsible, and on the Week ahead page for the Owner and Managers.
Check in
When the Patient arrives, choose Check in. This opens a draft Treatment Record for the Practitioner. A Booking still waiting for its deposit can't be checked in, because the deposit is what confirms it.
Anything still owed is named above Check in and Start. For a Medical History or Consent, Hand over for forms gives the Patient your device with only those forms on it, and nothing else in Clayform. To take it back, choose Staff, type your Signing PIN and choose Take back. A Consent signed at the desk is still confirmed in the room.
Start
When treatment begins, the Practitioner, an Owner or a Manager chooses Start, then Open record. The Front desk never opens the Treatment Record. The Treatment Record takes it from there.
Done and Checkout
Once the record is signed, choose Mark done, or go straight to Checkout, which marks it done too. An Appointment is never done while its record is a draft: Checkout says The Treatment Record is not signed yet and waits, and offers its author the step still owed.
Checkout takes the balance after the deposit, less any Clinic Credit or Gift Card. After a consultation that comes off treatment, Treatment today adds the treatment with Add, and the bill takes the Consultation fee off the treatment.
Choose Cash, Other, Card on the Terminal or Saved card (Patient present): Checkout shows only the ways to pay that work today, and Clinic Credit and the Gift Card code only when there is some to use. Cash and Other are recorded for the ledger only: no money moves through Clayform. Completing finishes the Booking and emails the receipt, with the receipt attached as a PDF.
Before the Patient leaves, Book the next visit books their Return Visit. One due further ahead than you take Bookings shows its date, with Book it now instead.