Managing Appointments
The appointment sheet for reception and managers: move stages, see the visit, add procedures and notes, record payments, and book follow-ups
When reception, an admin or the owner taps a booking on the board or calendar, the appointment sheet opens. It's where the front desk runs the visit: stages, payments, procedures and follow-ups.
Doctors don't get this sheet. When a doctor taps a booking, the visit page opens instead, where they write the visit record and prescription.
The booking card
Each card on the board shows the patient, the doctor and the time (or queue number), and:
- First visit when it's the patient's first visit to your clinic
- Follow-up when it's a follow-up visit
- Late 12m when a booked patient's time has passed and they haven't been marked arrived
- A phone icon when the patient checked in on their phone with your clinic QR
- The phone number and branch
- When it was booked
- Small icons when the visit has a prescription, lab tests or scans
- Add payment, or Paid once paid
All times are Cairo time. You can also reach a card with Tab and open it with Enter.
What's on the appointment sheet
The top of the sheet stays in place while you scroll: the patient's name, the stage, a First visit badge when it applies, the date, time and doctor, and buttons for Patient record, calling and WhatsApp.
| Section | What it shows | Who can change it |
|---|---|---|
| Stage tracker | Booked → Arrived → In exam → Done (or that the visit was cancelled or missed) | Everyone, with the buttons at the bottom |
| Checked in on the phone | Shown when the patient checked in with your clinic QR, so that phone can download the prescription. Unlink phone removes it if it was someone else's phone. | Everyone |
| Booking | The complaint and booking notes the patient or staff wrote | Read-only |
| Provisional diagnosis | What the doctor wrote, or "Not written yet", with an Open visit button | Read-only here |
| Prescription & orders | Medicines, lab tests and scans the doctor added, with Open and Print once the PDF is made | Read-only here |
| Doctor notes | Chart notes with attachments | Everyone |
| Procedures | Procedures done in the visit and the bill | Everyone (see below) |
| Payments | Record and void payments | Everyone except doctors |
The clinical side (diagnosis, prescription, orders, and the rest of the visit record) is written by the visit's doctor on the visit page. Tap Open visit to see the full visit there, read-only.
For dentists, the sheet opens full screen with the dental chart and treatment plan. See Dental.
Moving the visit along
The action bar stays at the bottom of the sheet. The main button is always the next step for this visit:
| Button | Moves to |
|---|---|
| Mark arrived | Arrived |
| Start exam | In progress |
| Mark completed | Completed |
| No-show | No-show |
| Cancel | Cancelled |
| Reopen | Back to Reserved (cancelled or no-show bookings) |
When the clinic has a Waiting Screen, a visit with the doctor also shows Call again: the waiting-room TV chimes and shows the patient again.
You can also drag the card between columns on the board. See Appointment Statuses for which moves are allowed.
When reception marks an unpaid visit Completed, Docistra asks for the payment right away, pre-filled with the doctor's price plus any procedures (the follow-up price for a follow-up visit). Tap Skip to record it later.
Procedures
Reception can add procedures from the sheet too, for example when the doctor tells the front desk what was done. Tap Add procedure, search the clinic's catalog, and pick one. Its price can be changed for this visit, and the bill below shows Visit fee, Procedures, Total, Paid, and Remaining. Procedures aren't available on cancelled or no-show bookings, and once a visit is fully paid only a manager can change them.
Doctor notes
Write a chart note and tap Save. Tap Attach to add photos or PDFs (up to 20 MB each). Notes stay on the patient, so you see earlier notes from past visits here too.
Payments
Tap Add in the Payments section (or the Add payment button on the card):
- Amount and an optional discount with a reason
- Payment method: cash, card, InstaPay, transfer, or other
- Covered by insurance: choose the insurance company and the amount it covers. The sheet shows what the patient pays.
If the amount is above the visit's price, Docistra asks you to confirm with Record anyway (for extra services). Owners and admins can Void a payment with a reason. Payments feed Finance.
A paid visit can't be marked cancelled or no-show, or moved out of Completed. Void the payment first.
Booking a follow-up
Tap Book follow-up at the bottom of the sheet. The booking form opens for the same patient with the same doctor and branch. Pick the date and time (or take the next queue number) and tap Confirm booking. The new booking is saved as a follow-up of this visit and priced at the doctor's follow-up fee.
Rescheduling
There's no reschedule button. Cancel the booking and create a new one, or use Book follow-up. The AI can also cancel a booking when the patient asks on WhatsApp.