Overview

Keeping track of appointments is a key part of effective customer relationship management. PXME makes this easier by allowing you to manage appointments directly within the Conversations module. From canceled appointments to deleted ones, you’ll have full visibility into what happened and the ability to take action when needed.

Use Cases for Appointment Management

Canceled Appointments

• Customer Follow-Up: Quickly find canceled appointments and follow up with patients to reschedule, ensuring no opportunity is missed.

• Data Accuracy: Update details of canceled appointments directly within Conversations, keeping your records current without switching sections.

Deleted Appointments

• Audit Trail: Maintain a clear record of all appointments, including those that have been deleted, for better tracking of patient history.

• Error Correction: Identify deleted appointments and review details to resolve any issues caused by accidental deletions.

How to Use

Viewing and Updating Canceled Appointments

• Go to the Conversations module in your dashboard.

• Locate activities labeled as Canceled Appointment within the conversation thread.

• Click View Appointment to open details.

• Review and update information as needed to keep everything accurate.

Viewing Deleted Appointments

• Go to the Conversations module in your dashboard.

• Look for activities labeled Appointment Deleted.

• Click the activity to view details.

• Note: You can view deleted appointments but not edit them.

Adding Notes to Appointments

• Appointment notes are visible in Conversations → Notes Tab and in the Appointment Modal.

• Notes added in appointments are synced across:

  • Contacts

  • Opportunities

  • Conversations

• Important: Notes added directly in the contact record will not sync back to the appointment.

How to add notes:

• Open the Appointment Modal.

• Navigate to the Notes tab.

• Add your note and click Save.

• Notes can be viewed, edited, or deleted as needed.

Additional details:

• Notes from two-way sync (Google/Outlook calendars) appear automatically.

• Patient responses from the Additional Information field in booking forms also display here.

Benefits

• Improved Accessibility: Manage appointment details right inside Conversations.

• Enhanced Organization: Clear labeling makes it easy to track status.

• Comprehensive Overview: All appointment-related activities are centralized in one place.

FAQ

Q: How can I view canceled appointments?
A: In Conversations, look for canceled appointment activities and click View Appointment to see and update details.

Q: How do I access details for deleted appointments?
A: In Conversations, look for activities labeled Appointment Deleted. Click the activity to view details (editing is not available).

Q: What are the benefits of these features?
A: They improve accessibility, organization, and provide a complete overview of appointments without switching tabs.

Q: How can I use canceled appointments for follow-up?
A: Locate canceled appointments in Conversations and contact the patient to reschedule, ensuring opportunities aren’t lost.

Q: How does viewing deleted appointments help?
A: It maintains an accurate audit trail, helping resolve errors or misunderstandings.

Q: Can I update details of deleted appointments?
A: No, deleted appointments can only be viewed.

Q: What should I do if an error is caused by a deleted appointment?
A: Review the deleted appointment details to understand the issue, then resolve it by contacting the patient or updating records as needed.