Appointment detail ​
The Appointment detail screen shows everything about a single appointment on a full page: its details, the linked client or group, the practitioner, the care trajectory, the transcripts, the submitted forms and any signals. From this screen you perform an appointment's status actions (complete, cancel, no-show, revert, delete) and navigate through to the client dossier. The screen is intended for practitioners.
This screen replaces the "view and edit appointment" part of the old documentation. Scheduling and the calendar views are described in Calendar.
Overview ​
| Route | /appointments/:id |
| Audience | Practitioner |
| Required permissions | appointments.read (view); appointments.update and appointments.delete (or their .own/.any variants) for the status actions |
You reach this screen by clicking an appointment in the calendar or in the dossier; old links to /agenda/:appointmentId redirect you here automatically. The page has two columns: the main information on the left (title, description, metadata, transcripts and forms) and a sidebar on the right with the client or group, the practitioner, the appointment type, the care trajectory, the signals and the action buttons.
How it works ​
Four mechanisms determine what you see and may do on this screen: the status transitions, the derivation of the expected number of speakers for diarization, the delete guarantee with its cascade, and the behaviour of recurring and group appointments. Read this section before performing actions, so you understand why a button is missing or why deleting is sometimes blocked.
Status transitions ​
An appointment's status determines which actions are available. A status badge is shown at the top of the screen:
| Status | Meaning |
|---|---|
| Scheduled | Planned and not yet finished. This is the initial state. |
| Completed | The appointment took place. |
| Cancelled | Called off. Scrivio records whether the cancellation was more than 24 hours (in time) or within 24 hours (late) in advance, because that makes the difference for billing. |
| No show | The client did not turn up. |
The statuses form a simple state machine. From Scheduled you move, with the matching action, to exactly one end status — Completed, Cancelled or No show. You never jump directly from one end status to another.
"Undo" only works from an end status. When the appointment is in an end status (Completed, Cancelled or No show), Revert to scheduled returns it to Scheduled, after which you pick the correct action. If the appointment is already Scheduled, there is nothing to undo and the button is absent.
Besides the status, which actions you actually see also depends on your permissions and your involvement in the appointment. Actions you are not allowed to perform are not shown.
Expected speakers for diarization ​
For speaker recognition (diarization) it is a big advantage to know up front how many people will speak. Scrivio derives that number automatically from the appointment's participants and practitioners and passes it to the transcription as a hint:
| Kind of appointment | Expected number of speakers |
|---|---|
| Individual (one practitioner) | 1 practitioner + the number of clients (usually 2). |
| Group appointment | 1 practitioner + the number of group members. |
| Multidisciplinary (multiple practitioners) | The number of practitioners + the number of clients. |
You do not have to configure anything for this: add the right client or group and any additional practitioners, and the derived number is correct on its own, improving the quality of the transcription.
Deleting: blocking and cascade ​
Deleting an appointment is permanent and takes the linked data with it. To prevent you from throwing away a financial commitment, Scrivio blocks deletion as soon as there is a billing link that has already gone out:
| Situation | Deletion possible? |
|---|---|
| Billing line submitted to the insurer or in a submitted batch | No — credit it first, do not delete. |
| Invoice has been sent or paid (no longer a draft) | No — the invoice must be credited. |
| Only draft billing lines or a draft invoice | Yes. |
If you can delete, Scrivio cleans up the linked data in the same step: the transcripts and transcription sessions, the linked form submissions, reports, draft billing lines, reminders and the links to clients and co-practitioners. The client and the care trajectory themselves remain, of course; only the appointment and what specifically hangs off it disappears.
Recurring and group appointments ​
An appointment can be part of a recurrence series or concern a group of clients; both change the behaviour of a few actions.
- Recurring appointment (series). When you delete an appointment from a series, you choose whether the action applies only to this appointment or to the entire series (see Delete appointment). This lets you adjust a single exception without touching the rest of the series.
- Group appointment. For a group appointment, the participating clients are derived from the group membership on the appointment's date rather than from a fixed list. If the composition of the group changes, future appointments automatically reflect the updated participants. Linked data such as form submissions is shown per participant.
Edit appointment ​
Click Edit in the top right to change the appointment's details. A dialog opens in which you adjust the same fields as when scheduling (title, time, client or group, practitioner, type, location and recurrence). See Calendar for the full field reference. After saving, the page refreshes with the updated details.
The Edit button is only visible if you have the appointments.update permission (or appointments.update.own for your own appointments).
Complete appointment ​
When an appointment has taken place, mark it as completed. In the sidebar under Actions, click Complete. The status changes to Completed and you get a confirmation. A completed appointment can form the basis for billing and analysis.
Cancel appointment ​
If an appointment is not going ahead, click Cancel appointment in the sidebar under Actions. The status changes to Cancelled. Depending on when you cancel, Scrivio distinguishes between cancelling more or less than 24 hours in advance, which can matter for billing. Any reason given for the cancellation appears at the bottom of the sidebar.
Mark as no-show ​
If the client does not turn up, mark the appointment as a no-show. In the sidebar under Actions, click No show. The status changes to No show.
Revert to scheduled ​
If you completed, cancelled or marked an appointment as a no-show by mistake, you can undo this with Undo in the sidebar under Actions. The appointment returns to the Scheduled status, after which you can still perform the correct action. This action is only available for an appointment that no longer has the Scheduled status.
Delete appointment ​
In the sidebar under Actions, click Delete to permanently remove the appointment. A confirmation dialog opens.
If it concerns a recurring appointment (part of a series), you choose in the dialog whether to delete only this appointment or the entire series:
| Option | Explanation |
|---|---|
| This appointment only | Deletes only the current appointment; the other appointments in the series remain. |
| Entire series | Deletes every appointment in the series. |
The choice defaults to This appointment only. Confirm with Delete to perform the action; you then return to the calendar. Deleting requires the appointments.delete permission (or appointments.delete.own). An appointment with a blocking billing link cannot be deleted.
Navigate to dossier ​
For an appointment with a single linked client, the sidebar shows the View dossier button. Click it to jump straight to the client dossier. For an appointment with a care trajectory, use the link in the Care trajectory card to navigate directly to that trajectory.
View transcripts ​
In the left column, the Transcripts block shows the recordings and transcripts that belong to this appointment. For each transcript you see its status and — once processing is done — the transcribed text. The expected number of speakers is derived automatically from the appointment type and the number of participants, which improves speaker recognition (diarization).
View form submissions ​
The Forms block in the left column shows the form submissions linked to this appointment. For a group appointment, submissions are shown per participant. See Form submissions for managing and filling in forms.
View signals ​
If there are signals for this appointment, the Signals card appears on the right with their count. The signals are sorted by urgency (urgent first, then warning, then informational) and show a name and an explanation per signal. This lets you see, in context, which points of attention apply to the appointment. If there are no signals, the card is not shown.