Booking

Booking is the thing you’ll do most in ManaNotes, so it’s built to be fast. You can start from the calendar when you’re thinking about time, or from a patient’s record when you’re thinking about a person — both land in the same place.

Book a new appointment

From anywhere, hit New Appointment (or click an empty slot on the calendar). The booking panel walks you through it:

1. 1
   Choose the patient

   Start typing a name, NHI or phone number. New patient? You can add them without leaving the panel.

2. 2
   Pick the injury

   Select which injury this visit is for. This is what links the appointment to the right ACC45 claim — so billing just works later.

3. 3
   Set the type and time

   Choose an appointment type (initial, follow-up, ACC review…), then a practitioner and slot. ManaNotes greys out times that clash.

4. 4
   Confirm

   Review the summary and book. The patient gets their reminder automatically if you’ve set reminders up.

Reschedule

Plans change. To move an appointment, drag it to a new slot on the calendar, or open it and choose Reschedule. The patient is notified, and the original time is kept in the appointment’s history so there’s always a clear trail.

Cancellations & no-shows

Open the appointment and choose Cancel or mark it as a No-show. Both keep the record rather than deleting it, which matters for reporting and for ACC.

1. 1
   Cancel

   Frees the slot and notifies the patient. Add a reason so your front desk has context.

2. 2
   No-show

   Flags the patient didn’t arrive. These roll up into your reports so you can spot patterns.

Recurring appointments

For a planned course of treatment, set up the whole series at once instead of booking week by week.

1. 1
   Turn on Repeat

   In the booking panel, switch on Repeat and choose how often — say, weekly for six weeks.

2. 2
   Review the series

   ManaNotes lays out every date and skips slots that clash, so you can nudge any one of them before confirming.

3. 3
   Book the set

   Confirm once and the full course lands on the calendar, each visit linked to the same injury and claim.

Frequently asked