Scheduling Appointments

Learn how to create, modify, and manage appointments in Praxi.

Creating Appointments

Method 1: Click on Calendar

1. Navigate to Calendar in the sidebar
2. Click on an empty time slot
3. The appointment form opens with the time pre-filled
4. Select a client or create new
5. Choose service type
6. Click Create Appointment

Method 2: Drag to Create

1. Click and hold on a time slot
2. Drag down to set the duration
3. Release to open the appointment form
4. Complete the details

Method 3: Quick Add

The Quick Add form lets you book in about 10 seconds with just three fields:

1. Press Cmd/Ctrl+N or click the + button
2. Search for the client (auto-focused)
3. Set the date and time
4. Choose the appointment type
5. Click Create

Smart defaults fill in the rest: practitioner is set to you, location uses your last-selected or first available, and duration is pulled from the appointment type.

Method 4: Command Palette

1. Press Cmd/Ctrl+K
2. Type "new appointment"
3. Select a client
4. Choose time and date
5. Confirm

Method 5: From Client Profile

1. Open a client's profile
2. Click New Appointment or press A
3. Select time and service
4. Confirm

Creating Meetings from the Calendar

When you drag to create and select Meeting from the event type picker, Praxi opens a meeting creation dialog instead of blocking time. This creates a proper meeting record with:

• Meeting type — grouped into Clinical (Case Consultation, Peer Supervision, Formal Supervision, etc.), Learning & Development (Journal Club, Training Session, etc.), and Practice (Team Meeting, Practice Meeting)
• CPD tracking — CPD-eligible meeting types show a badge. When the meeting is completed, CPD hours are automatically logged for all attendees
• Title — auto-populated from the meeting type, editable

To block time without creating a meeting record (e.g., for breaks), select Break instead and choose a type like Lunch Break, CPD/Training, or Admin.

CPD/Training Calendar Blocks

When you select Break and choose the CPD/Training type, additional fields appear for logging CPD details:

• Activity Title — name of the workshop, conference, or course
• Provider — the organisation delivering the training
• Activity Type — Workshop, Conference, Webinar, Course, Reading, or Other

If you fill in these fields, Praxi creates a draft CPD activity alongside the calendar block. You can later add reflection notes and evidence from the CPD page.

Appointment Details

When creating an appointment using the full form, you can specify:

Required

• Client(s) - Search by name; supports up to 10 clients for couples, family, or group sessions. One client is marked as the primary for billing.
• Practitioner - The assigned practitioner
• Appointment type - Initial, follow-up, assessment, supervision, etc.
• Date & time - Start time and end time
• Location - The practice location or room

Optional

• Location type - In-Person (default), Telehealth, Phone, Home Visit, Client's Home, or Agreed Location
• Notes - Private notes about the booking
• Timezone - Practitioner and client timezones (for telehealth)
• Repeating - Set up a recurring series

AI Scheduling Assistance

Ask Jarvis, the scheduling AI agent, for help finding available times, resolving conflicts, or auto-assigning rooms. Use the AI chat or command palette to invoke Jarvis. All AI scheduling suggestions require your explicit approval before taking effect.

Treatment Consent Required

Praxi enforces treatment consent compliance. If a client's treatment consent has expired or is missing, you cannot create an appointment for them until consent is renewed. In an emergency, you can use the Emergency Consent Override with a written justification, which is recorded in the audit trail.

Service Types

Common service types include:

Service	Typical Duration	Billing
Initial Consultation	60-90 min	Higher rate
Standard Session	50-60 min	Standard rate
Extended Session	80-90 min	Extended rate
Assessment	60-120 min	Per assessment
Supervision	60 min	Supervision rate
Group Session	60-90 min	Per participant

Your practice administrator configures available service types.

Recurring Appointments

For clients with regular sessions:

1. Create the first appointment
2. Expand the Recurring section
3. Choose frequency:
   • Daily
   • Weekly (select specific days of the week)
   • Fortnightly
   • Monthly (select a day of the month)
   • Custom interval
4. Set an end condition:
   • After X sessions (e.g., after 10 sessions)
   • On a chosen date (e.g., end of term)
   • Never (ongoing) (no end date)
5. Choose how to handle conflicts:
   • Skip conflicting dates
   • Next available slot
   • Stop on conflict (require manual resolution)
6. Optionally skip public holidays and practitioner leave
7. Save

Recurring Appointments

Recurring appointments appear with a repeat icon. Editing one gives you the option to update just that instance, all future occurrences, or the entire series.

See Recurring & Repeating for the full guide.

Modifying Appointments

Reschedule

1. Click the appointment
2. Click Reschedule or drag to a new time
3. Confirm the change

Change Duration

1. Click the appointment
2. Edit the end time
3. Save

Change Service Type

1. Open the appointment
2. Select a new service type
3. Save (this may affect billing)

Add/Change Clients

Appointments support up to 10 clients for couples, family, or group sessions:

1. Open the appointment
2. Click Add Client
3. Search and add additional clients (up to 10 total)
4. Set the primary client for billing

Cancelling Appointments

To cancel an appointment:

1. Click the appointment
2. Click Cancel Appointment
3. Select a cancellation reason and optionally add notes
4. If your calendar preferences have waitlist prompts enabled, tick Show waitlist matches after cancellation to fill the freed slot
5. Confirm

Record Keeping

Cancelled appointments remain visible (greyed out) for record-keeping. They can be filtered out of the view if preferred.

Conflict Detection

When you select a time slot, Praxi automatically checks for scheduling conflicts. If the practitioner already has an appointment at that time, you will see a conflict warning before saving. You can choose to pick a different time or override (if permitted).

Backdated Appointments

Praxi allows you to create appointments in the past within a configurable backfill window (default: 24 hours). Backdated appointments are automatically set to the appropriate status:

• If the entire appointment is in the past, it is set to Completed
• If only the start time is in the past, it is set to In Progress

WWCC Compliance for Minor Clients

When booking an appointment that includes a minor (under 18), Praxi automatically checks whether the assigned practitioner has a valid Working with Children Check (WWCC). If the WWCC is missing, expired, or not verified, a warning is displayed and the booking may be blocked depending on your organisation's settings.

Rebooking Suggestions

After completing an appointment, Praxi can suggest the next appointment date and time based on:

1. Active treatment plan -- If the client has a treatment plan with a review date, the suggestion aligns with it
2. MHCP or EPC referral -- If there are remaining Medicare or EPC sessions, the suggestion factors in urgency (e.g., only 1 session left)
3. Profession defaults -- Each profession has default initial and maintenance intervals (e.g., weekly for psychologists, fortnightly for dietitians)
4. Client history -- If none of the above apply, the suggestion is based on the client's average appointment frequency

The suggestion includes whether the practitioner is available at the proposed time.

No-Show Risk Prediction

Each upcoming appointment shows a no-show risk score (low, medium, or high) based on the client's attendance history, appointment timing, and booking lead time. High-risk appointments include a recommendation (e.g., "Consider sending an additional reminder"). View the risk score by opening an appointment's details.

Waitlist

If your schedule is full:

1. Add the client to the Waitlist
2. When a slot opens, matching clients are automatically identified
3. Contact waitlisted clients or send automatic notifications
4. Book them into the available slot

Notifications

Praxi can automatically send:

• Confirmation - When booked
• Reminder - 24/48 hours before
• Changed - When rescheduled
• Cancelled - When cancelled

Configure defaults in Settings → Notifications.

Best Practices

1. Book recurring sessions early to secure regular times
2. Use notes for appointment-specific information
3. Set buffer time between appointments for note-writing
4. Review tomorrow's appointments at end of each day
5. Keep client contact info current for reliable notifications

Next Steps

• Learn drag-and-drop scheduling
• Understand calendar views
• Track attendance

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