Information and appointment records

Goal

Learn how practice staff trace recent activity, distinguish current from archived appointments, find an exact request, and review the captured intake context without changing the record.

Audience

• Front-desk staff
• Practice managers
• Healthcare organization and practice owners
• Doctors and clinical staff

Before you begin

Sign in with the individual staff account assigned by the practice and open Information. The tutorial uses existing synthetic demonstration records only. The captured account identity is replaced with DEMO ACCOUNT.

Reviewing an appointment and opening its intake answers does not confirm, reschedule, archive, or otherwise change it. Front-desk staff verify identity, contact, insurance, and appointment logistics. Clinicians interpret medical history, screening answers, and treatment appropriateness.

What you will complete

By the end of the tutorial, you will be able to:

1. Use Overview to read recent appointment activity.
2. Open Appointments through the exact Information navigation control.
3. Read the appointment date, time, service, insurance, answer count, and status signals.
4. Distinguish Current, Archived, and Notifications.
5. Open Archived history without changing a record, then return to Current.
6. Search for the synthetic George Orwell appointment.
7. Match the July 18 at 10:00 AM Spravato request and Aetna summary.
8. Expand and review its captured intake answers.
9. Collapse the answers and leave the record unchanged.

Chapters

1. 00:00 Black pre-roll and tutorial goal
2. 00:06 Information Overview
3. 00:17 Recent Activity
4. 00:30 Appointment Records chapter
5. 00:38 Open Appointments
6. 00:47 Read the appointment workspace
7. 01:00 Current, Archived, and Notifications
8. 01:08 Archived history
9. 01:21 Return to Current
10. 01:32 Search current appointments
11. 01:44 Match the George Orwell appointment
12. 01:55 Open captured intake answers
13. 02:04 Structured context for review
14. 02:15 Close the answers
15. 02:25 Expected result and fade to black

What the video shows

Opening and interface identity

The video begins on pure black, fades into the Tutorial 09 goal card, and then fades into Information. A prominent BACK-END UI and PRACTICE TEAM WORKSPACE indicator identifies the authenticated staff surface throughout the tutorial.

1. Read the Information overview

Overview summarizes the record areas available to the practice team. Recent Activity shows when synthetic appointment requests and updates entered Frontdesk, including the event type and timestamp. This activity history helps staff understand what changed and when. It is not a clinical decision screen.

2. Open Appointments

A labeled chapter separates the overview from appointment-record review. The pointer then rests on the exact Appointments tab for 520 milliseconds before activation. The explanatory card disappears before the page changes.

3. Understand an appointment row

Each appointment row ties a synthetic patient to a requested date and time, service, insurance summary, captured-answer count, practice status, and patient status. Staff should match these fields before opening more detail or taking an administrative action elsewhere in Frontdesk.

4. Use Current, Archived, and Notifications

Current keeps active appointment records in view. Archived preserves earlier appointment history. Notifications groups appointment-related notices for staff review.

The tutorial opens Archived, explains that viewing an archived record does not reactivate or change it, and returns to Current. No restore, status, or record-editing action is used.

5. Search for an exact request

The tutorial enters George Orwell into Search appointments. The filtered result shows the synthetic July 18 at 10:00 AM Spravato appointment, Aetna insurance summary, and 18 captured answers.

6. Review captured intake context

The arrow at the start of the appointment row expands the real captured-answer section. The video focuses the complete expanded region and shows screening answers linked to the appointment.

Captured answers preserve what the visitor submitted. Front-desk staff can use administrative fields to confirm they have the correct request. Medical history and treatment appropriateness remain clinician-owned interpretation.

7. Close without changing the record

The same row control collapses the answers. The search remains in place and the appointment retains its original pending status. No patient match, archive, restore, status, appointment, or intake value is changed.

Expected result

Staff can trace recent activity, distinguish current from archived appointments, find an exact request, and review its captured context without changing the record.

Responsibilities by role

• Front-desk staff verify identity, contact, insurance, requested date and time, service, and administrative status before follow-up.
• Practice managers define access, archive, notification, correction, and escalation procedures.
• Owners and managers define record-retention, privacy, and accountability policy.
• Clinicians interpret medical history, screening answers, and clinical appropriateness.
• Every team member follows the practice’s privacy, security, minimum-necessary-access, and record-handling policy.