Appointment series Praxis Desk

An appointment series bundles several appointments for one person into a package, for example a 6-session massage series. In the record you see at a glance how many appointments are booked and how many are still missing.

The screens use German labels. This article shows them in bold and explains them in English where it helps.

Required license

This feature requires the Terminserie (appointment series) add-on for Praxis and Desk.

Where do I find appointment series?

You find appointment series in three places:

• In the record, in the Terminserie section. There you create and manage a person's series.
• In the Termin erstellen (create appointment) form, in the Terminserie field. There you assign an appointment to a series. The selection appears as soon as the person has a series with free slots.
• In Journaling under Terminserie. This is the report across all series, see Coupon and Appointment Series Reports.

Note: Whether the Terminserie section appears in the record, and how it looks, is set in the record configuration. See "Set up appointment series in the record" below.

Prerequisites

• The Terminserie add-on is part of your license.
• You have the Terminserie: Anzeigen (view) permission. To create, edit, and delete you also need Terminserie: Erstellen (create), Terminserie: Bearbeiten (edit), or Terminserie: Löschen (delete).

Create an appointment series

1. Open the person's record.
2. Go to the Terminserie section.
3. Click Neue Terminserie (new appointment series). The Terminserie erstellen (create appointment series) dialog opens.
4. Enter the size of the series in Anzahl an Terminen (number of appointments). It is preset to 6.
5. Select one or more services in Leistungen (services).
6. Select the people who carry out the appointments in Benutzer (users).
7. Add a Notiz (note) if you like.
8. Click Speichern (save).

Fig. 1The Terminserie erstellen dialog.

1. 1Anzahl an Terminen.
2. 2Leistungen.
3. 3Benutzer.
4. 4Notiz.

Leistungen and Benutzer are required. The name of the series combines the selected services, separated by commas.

You can also create a series while creating an appointment. Click Terminserie erstellen in the Termin erstellen form. The button appears once you have selected a person for the appointment.

Assign an appointment to a series

1. Open the Termin erstellen form and select the person.
2. In the Terminserie field, open the Terminserie auswählen (select appointment series) dropdown.
3. Select the series you want.
4. Save the appointment.

Fig. 2The Termin erstellen form with a series selected.

1. 1Terminserie erstellen button.
2. 2Terminserie field with the selected series.
3. 3Terminserie bearbeiten button.

For each series, the dropdown shows the size, the name, the open appointments, the assigned users, and the creation date. It only lists series that still have free slots and are not hidden. A series you have already selected always stays visible.

Use the red x button next to the dropdown to remove the assignment. Terminserie bearbeiten (edit appointment series) opens the selected series directly from the form.

Read the progress of a series

Every series appears as its own entry in the Terminserie section:

• The badge on the left shows the size of the series, for example 6 ×, followed by the name.
• The progress bar has three parts, from left to right: appointments in the past, upcoming booked appointments, and slots not yet booked.
• Below it are the booked appointments with date and time. Click an appointment name to open it.
• At the bottom, you see how many appointments are still open, for example Noch 2 offene Termine (2 appointments still open).
• A saved Notiz appears in its own box.

Fig. 3An appointment series in the record.

1. 1Progress bar of the series.
2. 2Neue Terminserie button.

Recognize a series in the calendar

Appointments that belong to a series carry a strip in the calendar with one segment for each appointment in the series. The segment of the current appointment is highlighted. The last appointment of the series is marked in a special way.

Fig. 4Appointment block with the series strip on the left edge.

Edit an appointment series

1. Open the entry's action menu in the Terminserie section.
2. Click Bearbeiten (edit).
3. Change Anzahl an Terminen, Leistungen, Benutzer, or Notiz.
4. Click Speichern.

The number of appointments cannot be lower than the number of appointments already booked.

Note: You can also edit the series from the record's Historie (history). Clicking the entry title opens the same dialog.

Bill an appointment series

1. Open the entry's action menu.
2. Click Verrechnen (bill).

The Verrechnen entry only appears while appointments of the series are still unbilled.

Set the payment status back to open

If a series was marked as paid or billed, you can reopen it:

1. Open the entry's action menu.
2. Click Bezahlstatus auf Offen setzen (set payment status to open).
3. Confirm the Status auf Offen setzen prompt.

The entry only appears if the status is not already Offen (open), and it requires the Terminserie: Bearbeiten permission.

Hide or show an appointment series

The Ausblenden (hide) and Einblenden (show) menu entries are only available if the Manuell ausblenden (hide manually) option is selected in the record configuration.

The filters Alle (all), Aktiv (active), and Inaktiv (inactive) then appear above the list, each with its count. You find hidden series under Inaktiv. They no longer appear in the dropdown in the Termin erstellen form.

Delete an appointment series

1. Open the entry's action menu.
2. Click Löschen (delete).
3. Confirm the Terminserie löschen (delete appointment series) prompt.

Offisy removes the series afterward. In the appointment series report you can still see deleted series with the status Alle inklusive gelöschte (all including deleted).

Set up appointment series in the record

You configure the Terminserie section under Einstellungen → Erweiterte Einstellungen → Patientenakte konfigurieren (Settings → Advanced settings → Configure patient record). Select the Terminserien (appointment series) tab there. For how the configuration works in general, see Record structure.

Setting	Effect
Terminserie ausblenden sobald (hide appointment series as soon as)	Sets when a fully booked series disappears from the list
Erstelldatum anzeigen (show creation date)	Shows the creation date next to the name

Terminserie ausblenden sobald offers three options:

• Terminserie verrechnet wurde (series has been billed): The series stays visible until it is billed. This is the default.
• Letzter Termin abgeschlossen ist (last appointment is completed): The series disappears once the last appointment is completed.
• Manuell ausblenden: You hide and show series yourself.

With the first two options, series with free slots always stay visible.

You can also decide whether series appear in the Historie. In the Historie tab, set the Terminserie entry to Aktiviert (enabled), Ausgeblendet (hidden), or Deaktiviert (disabled).

Appointment series or course?

An appointment series belongs to exactly one person. It bundles that person's single appointments. A course is for several participants with a participant limit, see Create course.

Permissions

Permission	Purpose
Terminserie: Anzeigen	See the Terminserie section in the record
Terminserie: Erstellen	Neue Terminserie button
Terminserie: Bearbeiten	Bearbeiten, Bezahlstatus auf Offen setzen, Ausblenden, and Einblenden
Terminserie: Löschen	Löschen
Terminserie: Auswertung (report)	Appointment series report in Journaling