Create a walk-in appointment

If an individual arrives for a walk-in appointment, an administrator or check-in agent can register the patient and get that person an appointment for that day (if available).

Caution:

To ensure patients provide consent for their procedures, verbally review the registration information with each patient and confirm the reason for the appointment. For example, before you set up an appointment, confirm the patient name, birth date, and the type of appointment (vaccination or test). If available, provide patients (or caregivers) with written details on any medications they may receive.

To create a walk-in appointment (for existing or new patients):

1. On the Home page, select Add Walk-In Appointment.
2. Select the type of appointment you want to make. (If you try to book a previously booked appointment type [for example, dose 1 of a vaccine], you see a prompt indicating that the patient already has that type of appointment booked.)
3. Do one of the following:
   • Select Now to book the appointment right away.
   • Select Scheduled to view a list of available times for that day. Select an open time from the list.
4. Do one of the following:
   • If you need to register the patient, select Add new patient (if not selected already) and enter the appropriate field information (for example, patient name, contact method, email address, date of birth, insurance ID, and birth sex). Oracle Health Immunization Management validates the format of Australian Medicare insurance numbers. But, it does not validate that the number belongs to a specific patient.
   • If the patient already registered, select Select existing patient. Then select Select Patient to select the patient from a list of registered patients. You can search for a patient by name, birth date, or a unique identifier (assigned through a QR code scan). If you select the wrong patient, select Change Patient to select another one.

     Note:

     When adding a new patient or adding an existing one, you see the unique identifier number of the patient. For patients that do not use smart phones or email, you can tell the patient the unique identifier. They can use this number when booking future appointments. (To edit the details of an existing patient, select Edit Patient from the patient details section. Make the necessary changes to the fields in the Edit Patient page and select Update Patient.)
5. To view details on any past procedures of an existing patient, scroll down to the Previous Procedures for Appointment Type Selected section. If the system received these details from an outside system (such as Australian Immunization Registry [AIR] for an Australian patient), you see an EXTERNAL - SENT BY AIR label as the source and you cannot edit the content. You may also see product details such as "different manufacturer for doses." Select View Details to open the View Procedure Details dialog box. It includes tabs for Outcome (with details on the status and any notes), Product (with details on product, manufacturer, disease, dosage, lot number, and expiration), and Administration (with details on the administration route and date). Select Close when done.
6. To ensure the patient gives consent for the procedures, verbally review their registration information and confirm the reason for the appointment. For example, confirm the patient name, birth date, and the type of appointment (vaccination or test). If available, provide the patient (or caregiver) with written details on the medication planned for the appointment.

   Note:

   Give the patient time to review the information and answer any questions.
7. In the Use and Disclosure of Information section, let the patient review this section and confirm that they understand how we use the information collected in this system. (You can also distribute leaflets on this information.) When ready, select I confirm that I have read the use and disclosure of information section above.
8. In the Consent Given by field, select Patient or Parent/Guardian depending on who verbally gave the consent.
9. Select Check In to register the patient, create the appointment, and add them to the patient queue.

To see the list of patients in the queue, scroll to the bottom of the page and select View Patient Queue.