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Appointments are the core of Prvaha’s daily operations. Every patient visit — whether booked in advance, a walk-in, or a telemedicine session — flows through the Appointments module, giving your front desk, doctors, and administrative staff a single place to schedule, track, and act on each consultation.

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Booking an Appointment

1

Open the New Appointment form

Go to Dashboard → Appointments and click New.
2

Select the patient

Search for an existing patient by name, phone number, or patient ID. If the patient hasn’t been registered yet, click Create New Patient to add them on the spot.
3

Select the doctor

Choose the consulting doctor from the dropdown. You can leave this blank and assign a doctor later if your clinic’s workflow requires it.
4

Choose the date and time slot

Pick the appointment date and time using the date-time picker. The system uses ISO 8601 datetime internally, so all times are stored in your clinic’s configured timezone.
5

Set the appointment mode

Choose IN_CLINIC for in-person visits or ONLINE for video consultations. The mode can be changed later from the appointment detail page.
6

Select a service type (optional)

Choose a service type that describes the visit — Consultation, Follow-Up, Urgent, Child Care, Lab Consultation, or Other. This helps with reporting and filtering.
7

Add symptoms (optional)

Enter up to 3 presenting symptoms. Front-desk staff can update these before the doctor begins the consultation.
8

Attach a workflow (optional)

Select a pre-configured workflow to apply a custom status transition path for this appointment. Workflows are defined under your clinic’s configuration settings.
9

Confirm the appointment

Click Save. Prvaha creates the appointment with status BOOKED and automatically sends a confirmation email to the patient.

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Viewing Appointments

Prvaha gives you two complementary views so your team can track the day’s schedule at a glance or dig into a filtered list.

Calendar View

Navigate to Dashboard → Appointments → Calendar to see all appointments laid out by day, week, or month. Click any appointment block to open its detail panel. The calendar is colour-coded by appointment status, making it easy to spot confirmed, pending, or cancelled slots at a glance.

Table View

Navigate to Dashboard → Appointments → Table for a paginated, filterable list of every appointment. Filter by doctor, date range (dateFrom / dateTo), status (e.g., BOOKED, CONFIRMED, COMPLETED), and mode (IN_CLINIC / ONLINE). Use the search field to find a specific patient by name.

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Appointment Statuses

Prvaha moves appointments through a defined lifecycle. Understanding the statuses helps your staff take the right action at each stage.
StatusMeaning
BOOKEDAppointment created and confirmation sent.
CONFIRMEDPatient confirmed or front desk verified attendance.
ON_HOLDAppointment temporarily paused (e.g., awaiting lab results).
PENDINGAwaiting a required action before the consult can proceed.
READY_FOR_BILLINGConsultation complete; invoice can now be generated.
BILLEDInvoice has been issued for this appointment.
COMPLETEDAppointment fully closed.
CANCELLEDAppointment cancelled with an optional cancellation reason.
Your clinic administrator can configure custom transition rules that control which statuses staff may move an appointment to, and which roles are permitted to perform each transition.

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Managing an Appointment

Open any appointment from the Calendar or Table view to access its detail page. From here you can:
  • Check in the patient — Advance the status from BOOKED to CONFIRMED when the patient arrives.
  • Start the consult — Hand off to the doctor and open the Consult Screen.
  • Reassign the doctor — Use Reassign Doctor to assign a different provider, supplying the new doctor and a revised datetime.
  • Reschedule — Click Reschedule and pick a new date and time, with an optional reason recorded for audit purposes.
  • Add or update symptoms — Edit the symptom list (staff can enter up to 10 symptoms from the detail page).
  • Change the appointment mode — Switch between IN_CLINIC and ONLINE without rebooking.
  • Cancel — Click Cancel and provide an optional cancellation reason. Cancelled appointments remain visible in the table for reporting.
  • Generate an invoice — When the consultation is complete and the appointment reaches READY_FOR_BILLING, click Generate Invoice to create a pre-filled invoice.

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The Consult Screen

The Consult Screen is the doctor’s workspace during an active appointment. Access it by opening an appointment and clicking Start Consult.

Clinical Notes

Write rich-text clinical notes that are saved directly to the appointment record and appear in the patient’s clinical history.

Prescriptions

Add one or more prescriptions. For each medicine, specify the name, dose, quantity, duration, frequency, and instructions. Send the prescription report to the patient via Email or WhatsApp when the consultation is done.

Diagnoses

Record one or more diagnoses for the appointment. Diagnoses are stored in the patient’s clinical record and are searchable across appointment history.

Lab Investigations

Order lab tests directly from the Consult Screen. Orders are linked to the appointment and appear in the patient’s documents section once results are uploaded.

Documents

Attach reports, referral letters, or scan images to the appointment. Filter attached documents by document type or status from the documents panel.

Vitals

Record patient vitals including height, weight, blood pressure (systolic and diastolic), pulse, temperature, oxygen saturation, respiratory rate, and blood glucose.

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Video Consultations

Video consultations run on LiveKit, giving you low-latency, secure video directly inside Prvaha.
1

Set the appointment mode to ONLINE

When booking or editing the appointment, set Mode to ONLINE. Prvaha generates a unique invite link for the patient.
2

Start the video call

From the appointment detail page, click Start Video Call. The call opens in a new tab within the Prvaha interface.
3

Admit the patient

The patient joins using their invite link. Prvaha shows a join request notification on your screen — click Admit to let them in.
4

Conduct and end the call

Run the consultation as normal. Click End Call when finished. The call recording and transcript are processed in the background.
AI transcription is available during video consultations. Access the transcript from the appointment detail page after the call ends. Transcripts are stored securely and are only accessible to your clinic’s authorized staff.

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Walk-in Patients

Walk-in patients don’t need a prior booking. Use the same New Appointment flow:
1

Open the New Appointment form

Go to Dashboard → Appointments → New.
2

Find or create the patient

Search for the patient by name or phone number. If they’re new to the clinic, click Create New Patient and fill in their details before continuing.
3

Set the time to now

Set the appointment date and time to the current moment, or leave it at the default — Prvaha pre-fills the current time for quick entry.
4

Select the service type

For unscheduled visits, Urgent or Consultation are the most common service types.
5

Save and proceed

Click Save. The appointment is created immediately and can be handed off to the doctor right away.

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Email Notifications

Prvaha automatically sends email notifications to patients at key points in the appointment lifecycle:
  • Appointment confirmation — Sent when a new appointment is created.
  • Appointment reminder — Sent before the scheduled appointment time.
  • Appointment completion — Sent when the appointment is marked COMPLETED, including any prescription reports if you choose to send them via email.
Prescription reports can also be sent to patients via WhatsApp directly from the Consult Screen using the Send Prescription option.