Overview
When a patient arrives at your pharmacy for their appointment, you check them in to update their status and begin the service workflow.
Finding the appointment
From dashboard
Open Today's Appointments on the Dashboard
Find the patient's name
Click the appointment row
From appointments calendar
Go to Appointments
Find the appointment in the calendar or list
Click it to open the details dialog
Check-in process
Step 1: Open appointment details
Click the appointment to open the details dialog.
Step 2: Verify patient
Confirm the patient's identity:
Match the name with their ID
Verify date of birth if needed
Step 3: Click Check in patient
The Workflow on the right of the appointment details lists the visit's steps. While the patient has not arrived, Check in is the open step.
Click Check in patient in the Check in step
Status updates to Checked In
If the patient still has to be linked to your dispensing system, Link patient sits above it. Mark as no-show is in the same step.
When you can check in
Only Scheduled or Confirmed appointments can be checked in.
Check-in is available on the day of the appointment. A patient who arrives late the same day can still be checked in.
Appointments from a previous day cannot be checked in. The button is greyed out with "Cannot check in an appointment from a previous day". (Test environments may allow this so testers can walk older appointments through.)
Future-day appointments cannot be checked in yet.
After check-in
Status badge changes to Checked In
Activity log records the check-in and who performed it
Next step: Start. Check in shows a green tick with the time, and Start becomes the open step. Appointments always follow Check In → Start → Complete; a vaccine visit adds consent, the clinical assessment, the administration and the observation between Start and Complete.
Minor ailment appointments show a "Patient checked in" prompt straight away, offering Start Minor Ailment to open the assessment. Where PhoxHub and patient linking are both on and the patient is not linked yet, the prompt tells you and offers Open appointment, where Link patient leads the Start step. Otherwise the assessment opens with the patient's details from the booking.
See Completing an Appointment for the Start and Complete steps.
Undo a check-in
If you checked in a patient by mistake:
Open the appointment details again
Click Undo check-in beside the done Check in step (offered until the appointment is started)
Status returns to what it was before check-in (Scheduled or Confirmed), and the activity log records the revert
On the Dashboard, clicking the check-in button on a checked-in row also undoes the check-in.
Tips
Check in patients promptly when they arrive
Verify patient identity before checking in
Use the Dashboard widget for quick access to today's appointments
Need help?
Open the Help Center from the ? icon in the header, or press Shift + ? for keyboard shortcuts.