CareILManaging Appointments and Requests Without Double Booking
Appointment coordination quickly becomes a chain of messages about availability, confirmation and calendar updates. A clear process should be convenient for clients while leaving the final decision with the therapist.
Define availability first
Set working days, hours and session duration before showing options. Clients should see only times inside practice hours that do not conflict with existing appointments.
Pending requests should temporarily hold a slot so several people cannot select it at once.
A request is not yet an appointment
Use three clear states: pending, approved and declined. Until approval, the request should not appear as a confirmed external-calendar event.
After approval, create the appointment, synchronize it when enabled and send the client the exact date and time.
Maintain one source of truth
When a session is entered manually in several places, it becomes difficult to know which calendar is current. Manage the appointment in one central system and synchronize from there.
CareIL checks portal requests against availability, confirmed sessions and pending requests.
Send only useful information
A confirmation should state the date, start time, end time and a simple calendar option, without including clinical information.
A short and consistent process reduces messages and makes pending decisions easy to spot.
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