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Completing an appointment

PHOXBook pharmacy portal (rx.phoxbook.ca): How to mark an appointment as complete after providing service.

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Written by William

When to complete

Mark an appointment as Completed once you have:

  • Provided the scheduled service

  • Administered the vaccine / medication

  • Finished the consultation

The order: Check In → Start → Complete

Every appointment follows the same three steps, on every screen (Dashboard, Appointments, the calendar, search results and the appointment page):

  1. Check In when the patient arrives

  2. Start when you begin the service. Status changes to In Progress

  3. Complete when you are done

Complete stays greyed out until the appointment has been started ("Start the appointment first"). If you did the work outside PHOX, press Start and then Complete so the record shows both.

What Start opens depends on the service the patient booked:

Service booked

Start

Vaccine

Starts the appointment. Informed consent, the clinical assessment, the administration and the observation follow as steps of the Workflow, before Complete

Minor ailment, Minor Ailments on

Start assessment opens the assessment. Submitting it completes the appointment. Once it is started, Open assessment in the Complete step reopens it

Medication review (MedsCheck), MedsCheck on

Start MedsCheck opens the MedsCheck review for this appointment, with the patient loaded when the appointment is linked. Submitting the review completes the appointment, and the review is listed on the appointment. While it is in progress the action reads Open MedsCheck

Any other service, or a module that is turned off

Starts the appointment. Press Complete when you are done

Vaccine consent and administration show only for vaccine services. A minor ailment, a medication review or a consultation has none.

If one appointment books a vaccine and a minor ailment, Start follows the vaccine, and Open minor ailment assessment (in the Start step, then under Other actions) opens the assessment for the minor ailment once the patient is checked in. Submitting that assessment does not complete the appointment; press Complete when the vaccine is done too.

If your pharmacy is not connected to PhoxHub (for example, Kroll through PartnerLink only), or head office has PhoxHub turned off for your store, Start assessment opens the assessment with the patient's details from the booking. MedsCheck needs the medication record from PhoxHub, so a MedsCheck appointment there gets the plain Start, with a note saying so: press Start, then Complete, to record the visit.

Completing an appointment

Step 1: Find the appointment

  • In the Today's Appointments widget on the Dashboard, or

  • In the Appointments calendar

Step 2: Open details

Click the appointment to open the details dialog.

Step 3: Start, then complete

The Workflow on the right of the details lists the steps: each done step has a green tick and when it happened, the open step shows its button, and a step that does not apply reads Not applicable.

  1. In the Start step, click Start appointment (the patient must be checked in). Status updates to In Progress

  2. In the Complete appointment step, click Complete appointment. Status updates to Completed

For a vaccine, the steps in between (consent, clinical assessment, administration, observation) come first; when the vaccine was not given, the Complete step says so. Complete can also be opened from its label before then, once the appointment is in progress.

Pressed Start by mistake? Click Undo start beside the done Start step.

Past appointments

  • An appointment from a previous day cannot be checked in or started.

  • An appointment that was already started can still be completed the next day.

What happens next

  • Status changes to Completed

  • Activity log records the completion and who performed it

  • Statistics update in Store Reports (Reports in the side menu)

Notes and documentation

Before completing, make sure:

  • Any required documentation is filled out

  • Notes are added if applicable

  • All service-related tasks are done

Undo completion

If you completed an appointment by mistake:

  1. Open the appointment details again

  2. Under Other actions, click Undo completion

  3. Status returns to In Progress and the activity log records the revert

Best practices

  • Complete appointments promptly after service

  • Add any relevant notes before completing

  • Review completions at end of day to catch any missed

Need help?

Open the Help Center from the ? icon in the header, or press Shift + ? for keyboard shortcuts.

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