Curaeon Help Centre / KB-040
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KB-040Clinical softwareHow-to
Draft. This article is awaiting technical review and may change — if anything here conflicts with advice from our team, follow the team.

Set up rosters, leave and online-bookable appointment types, and handle online booking requests

Get each practitioner's availability, their leave and the appointment types patients may book online set up correctly, so the calendar offers the right slots and the Bookings queue only holds requests you actually want.

Before you start

Both live under Settings. Rosters is for administrators only; Appointment types opens for every role to read, and is changed by administrators. The full walkthroughs are KB-119 — Set up rosters, rotating cycles and leave in Settings → Rosters: the complete walkthrough (rosters, rotating cycles and leave) and KB-117 — Add, change, reorder and retire appointment types in Settings → Appointment types (appointment types). Confirming booking requests is front-desk work. A booking checks three things: the practitioner's roster, the practice's opening hours (Settings → Practice) and the appointments already in the book. If any is wrong, the calendar offers times you didn't intend — or none at all.

Set up a practitioner's roster

  1. Open Settings → Rosters.
  2. Enter the practitioner's availability — the days and times they consult.
  3. Record leave on the same page, as an exception to the roster. Leave is what tells the calendar (and the online portal) not to offer that practitioner while they're away. Closing the whole practice for a public holiday or a one-off day is not done here: it is set in Settings → Practice (KB-116 — Set up your practice's details, opening hours and closures in Settings → Practice).
  4. Do the same for nurses. Nurse clinics book like any other appointment: nurses have their own calendar columns and their own rosters.
Settings → Rosters: pick the practitioner, switch each day on and set the hours; leave is added in the panel below as an exception that blocks booking.
Settings → Rosters: pick the practitioner, switch each day on and set the hours; leave is added in the panel below as an exception that blocks booking.

Every roster line and leave entry is recorded in the Audit log with its old and new values.

For a practitioner who calls in sick today, a roster exception is not enough — patients are already booked. Use Utilities → Clear a practitioner's day (KB-039 — Clear a practitioner's day when they call in sick); it cancels the day's bookings and gives you a callback list.

Set up appointment types

  1. Open Settings → Appointment types.
  2. Give each type a name and a duration. Duration matters: the time grid offers start times stepped by the type's own length. A 10-minute type offers 9:00, 9:10, 9:20; a 45-minute assessment offers three starts an hour that actually fit.
  3. Size nurse types for the work — dressings, INR checks, ECGs, spirometry, health assessments.
  4. Switch Online on only for the types you want patients to request themselves. Anything with Online off is never offered on the portal.

Changes to appointment types are in the Audit log too, so "who switched the long-consult type off?" has an answer.

Handle online booking requests

If your practice runs the public booking portal — a separate web address patients use to request an appointment — requests arrive in Bookings (there is also an Online bookings button on the calendar).

  1. Open Bookings.
  2. For each request, choose confirm, decline or reschedule. A request is not in the diary until someone confirms it.
  3. Watch for the double-booking warning. Curaeon lets reception double-book on purpose, but always tells you that's what you're doing.

Does the patient hear back? Only if your practice has turned it on: Tell the patient when their online booking request is confirmed or declined, under Settings → Patient messaging (KB-122 — Set up Settings → Patient messaging: email, SMS and WhatsApp channels, DKIM, the bounce mailbox and message wording). With it on:

With it off, nobody is messaged, and it is up to the front desk to let the patient know.

The booking page's own wording. Your practice can add a note at the top of the booking page and one shown after a request is sent. The practice manager writes them under Online booking page in Settings → Patient messaging (KB-122 — Set up Settings → Patient messaging: email, SMS and WhatsApp channels, DKIM, the bounce mailbox and message wording).

The online booking page with the practice's own note under the first question, and the panel on the right saying the patient will get a confirmation when the practice confirms the request and a reminder the day before the appointment.
The online booking page with the practice's own note under the first question, and the panel on the right saying the patient will get a confirmation when the practice confirms the request and a reminder the day before the appointment.

The panel on the right of the booking page only promises what your practice sends:

The reception dashboard under Reports counts waiting requests, and the Audit log's Nobody signed in filter shows what came in from the public booking page.

If that didn't work

Still stuck? Raise a ticket at support.curaeon.com.au or call 1300 XXX XXX. If your clinic can't see patients right now, call and choose option 1. Support is staffed Monday to Friday, 8:00–18:00 Sydney time; outside those hours a call or text to the same number is answered on a best-effort basis.