Scheduling and bookings

The front desk books every visit on the Schedule, usually while replying to the patient on WhatsApp. Each physio then sees their own patients for the day.

Find a patient

1. Open Patients and use the search box. You can search by name, phone number or patient number.
2. Check the phone number and date of birth with the patient, and fill in anything missing.
3. If you find two records for the same person, tell the admin. Don't create a third.

Register a new patient

At the desk, or while you reply on WhatsApp

1. Go to Patients → New patient.
2. Fill in the name, phone, date of birth, sex, home address, next of kin, who referred them, and their HMO and member number if they have one.
3. Click Register patient. Stator gives them the clinic's next patient number.

On the patient's own phone

1. Send the patient the registration link, or show them the QR code. The clinic's intake and consent forms are set up under Settings → Patient forms.
2. Their answers land in Intake. Open them and check the details.
3. Click Create patient. If they're already registered, use Attach to this patient instead.

Book a visit

1. Go to Schedule → New appointment.
2. Pick the patient, the visit type, the physio, the date and the start time.
3. Set Location: Clinic, Home visit for a session at the patient's home, or Virtual for a video session.
4. Set Payment to say how this visit is paid: self-pay at the desk, HMO, a prepaid package or billed monthly.
5. Save. The visit shows on the schedule and on the physio's list for that day.

For a home visit, write the patient's address the way a driver would need it. Home visits has the details.

Video sessions. Book them like any other visit, with the location set to Virtual.

The call runs on the tool you already use, and the desk sends the link on WhatsApp. Stator keeps the booking and the note.

The schedule

• Switch between Day and Week.
• Filter by physio, by location or by branch.
• The admin sets when the clinic's day starts and ends under Settings → Schedule hours. A booking outside those hours still shows.

Check the patient in

1. When the patient arrives, open the appointment and click Check in.
2. The patient moves onto the physio's My day list, and the physio starts the session from there.

If nobody checks the patient in, Stator does it at the visit's start time.

Reschedule, cancel or mark a no-show

Open the appointment and choose Reschedule, Cancel appointment or No-show. A cancellation or a no-show needs a reason, and the reason stays on the record.

What the patient gets

If the patient has an email address, Stator emails a reminder the day before the visit and another about an hour before. Day-before reminders go out during working hours, never at night.

Before a home visit, the second email says the physio is on the way. Reminders for a video session say it's online.