# Synced Appointments

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## Overview
This guide is for organizations using **Diarybook’s messaging service** to sync appointment data. It explains how to access and manage appointment reminders for specific clinic modalities assigned to users.

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[Video: https://www.youtube.com/watch?v=sJVc2aPR2YM](https://www.youtube.com/watch?v=sJVc2aPR2YM)

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## How It Works

### Syncing Appointments
- Appointments are synced (copied) from the original source (e.g., a hospital patient management system) to Diarybook.
- Each appointment includes a **clinic code** (or sync code), which represents a modality, department, location, or appointment type.
- Example: Appointments with the code **C.U.S.** are synced and assigned to user **Shawn** with the appointment type **Cardiology**.

![Syncing](/img/dbdocs/gs-sync-steps.png)
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### Processing Appointments
- Diarybook uses the clinic code to determine:
  - Which user the appointment is assigned to.
  - The type of reminder to send (e.g., SMS).
  - When to send reminders (e.g., 5 and 10 days before the appointment).
  - Whether to allow patient replies.

### Sending Reminders
- Once synced, a text reminder is sent to the patient, asking them to confirm attendance.
- When the patient replies, Diarybook automatically reads the message for keywords and updates the appointment’s confirmation status.

### Viewing Confirmation Status
- Users (e.g., Sean) can easily see which patients will attend, decline, or are uncertain.
- Status indicators:
  - **Green circle**: Confirmed.
  - **Red circle**: Unable to attend.
  - **Yellow circle**: Tentative.
  - **Grey circle**: No status given.

![confirmation status icons](/img/dbdocs/gs-scr-applist-icons.png)
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## Accessing Diarybook

### Step 1: Welcome Email
- When your account administrator adds you to Diarybook, you’ll receive a **welcome email**.
- Follow the instructions to set your password.

### Step 2: Sign In
1. Open your browser and go to: [portal.diarybook.com](https://portal.diarybook.com).
2. Enter your email and password, then click **Sign In**.
3. If prompted, select **Continue** to use the latest version.

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## Navigating the Appointment List

### Viewing Appointments
- After signing in, click the **Clock icon** to view your appointments.
- The list displays only appointments assigned to you (unless permissions allow otherwise).

### Understanding the List
- Each row represents an appointment.
- **Status symbols**:
  - **Green arrow (↗)**: Reminder sent.
  - **Grey arrow (↙)**: Reply received.
  - **Circle icon**: Confirmation status (green, red, yellow, or grey).
- Columns include:
  - Date and time.
  - Patient name.
  - Appointment type/modality.
  - Assigned user.

 ![SMS Symbols](/img/dbdocs/gs-scr-applist-sms.png)
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### Viewing Appointment Details
- Click on an appointment to see:
  - Synced details.
  - Reminder message sent.
  - Patient’s reply (if any).

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## Managing Confirmation Status

### Changing Status
1. Select one or more appointments by ticking the checkboxes.
2. Click the **Appointments Menu**.
3. Select **Change Confirmation Status** and choose the appropriate option.

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## Viewing Replies and Handling Multiple Appointments

### Viewing Replies
- To see all replies for a given day, click **Received** in the sub-menu.
- Click on a reply to open the appointment record under the **SMS tab**.
- Reply to the patient or manage the appointment using other tabs.

### Handling Multiple Appointments
- If a patient has multiple appointments on the same day, SMS replies may lack context.
- Diarybook logs the reply with each appointment, marks it as **Tentative**, and adds a note that the patient’s intention is unclear.

![reply context](/img/dbdocs/gs-reply-context.png)
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## Adding Users to Your Account

### Organizing Users
- For large accounts, organize users into **Departments** (e.g., Cardiology, Radiology).

### Adding a Department
1. Go to **Settings** > **Departments**.
2. Click **Add Department** and enter a name.

### Adding a User
1. Go to **Settings** > **Users** > **Add New**.
2. Enter the user’s first name, last name, and email.
3. Select their department.
4. Under **General Permissions**, assign privileges:
   - **Can take appointments**: Access their own appointments.
   - **Can view/edit department appointments**: Access and modify appointments for their department.
5. Click **Save**. A welcome email will be sent to the user.

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## Conclusion
This guide provides an overview of **appointment management in a synced Diarybook environment**. Whether you’re a single user or part of a team, Diarybook helps you stay organized, collaborate efficiently, and manage patient appointments seamlessly.

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Source: https://diarybook.com/docs/appointments/synced-appointments/