Appointment Status

What you'll learn: What each appointment status means, when to use them, and how status affects your records.

Understanding Status

Every appointment has a status that indicates where it stands in its lifecycle. Status helps you track what happened with each appointment.

Available Statuses

Scheduled

• The appointment is booked and upcoming
• This is the default status for new appointments
• The patient is expected to attend

Confirmed

• The patient has confirmed they will attend
• May be set manually or through confirmation systems
• Indicates higher likelihood of attendance

Completed

• The appointment happened successfully
• The patient attended and was seen
• Use this after the visit concludes

Cancelled

• The appointment will not happen
• Use when the patient or practice cancels
• The original time becomes available again

No Show

• The patient didn't attend without notice
• Use when someone misses their appointment
• Tracked for patient reliability metrics

Rescheduled

• The appointment was moved to a different time
• The original slot shows as rescheduled
• A new appointment exists for the updated time

Viewing Status

Status appears in several places:

• Calendar events — As a colored badge or indicator
• Appointment details — In the status field
• Patient profiles — In their appointment history

Status Colors

Status	Color
Scheduled	Gray
Confirmed	Purple
Completed	Green
Cancelled	Red
No Show	Orange
Rescheduled	Blue

Changing Status

Marking as Completed

When an appointment finishes:

1. Open the appointment details
2. Click the Complete button (checkmark icon)
3. The status updates to Completed

Marking as Cancelled or No Show

When an appointment won't happen:

1. Open the appointment details
2. Click the Cancel button (X icon)
3. Select the reason:
   • No Show — Patient didn't attend
   • Cancellation — Appointment was cancelled
   • Rescheduled — Moved to another time
4. Confirm your selection

Status Best Practices

Update promptly — Change status as soon as an appointment concludes or is cancelled.

Use No Show specifically — Don't mark no-shows as cancelled; the distinction matters for tracking.

Complete after the visit — Mark appointments as completed at the end of the day or immediately after.

Track patterns — Watch for patients with high no-show rates.

How Status Affects Reports

Status data feeds into your analytics:

• Show rate — Percentage of scheduled appointments that complete
• Cancellation rate — How often appointments are cancelled
• No-show tracking — Identifies unreliable patients
• Utilization — How much of your schedule was actually used

Patient-Level Impact

Status tracking per patient shows:

• Total completed visits
• Cancellation rate
• No-show history

This information appears in patient profiles and helps you understand patient behavior.

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Next: Cancelling Appointments | Previous: Editing Appointments