Appointments in the D4W Mobile App

Appointments in the D4W Mobile App

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"On the Go" Appointment Management from the D4W Mobile App:
Schedule appointments for both new or existing patients.
Find, view, edit, cancel & delete appointments, mark arrived, check in & check out.
Send SMS and view replies.

Find Slot

You can schedule an appointment directly from the Appointment screen or by finding a vacant appointment slot first 
From the main screen:
  1. Tap FIND SLOT

  2. Next, select:
    1. Location: Default location, Drop list to select a different location if needed
    2. From date: Default starts search from today. Tap the calendar icon to select another date
    3. Period: Select period to search (options are: Next week, Next 2 weeks, Next 3 weeks, Next 4 weeks, Next 2 months, Next 3 months, Next 4 months, or
    4. Days ahead: Use the (-) to decrease or (+) to increase the number of days ahead to search 
    5. Duration, mins: Select appointment duration
    6. From: Default is 12:00AM to 11:59PM, use drop list to change 
    7. Including days: Unselect the days of the week you do NOT wish t search.
    8. Slot Type: Default slot type is Vacant appointment, however if you use other type (e.g. preset slots) drop list to select
    9. Appointment books: tap Select all or scroll through the list and tick to select individual book
  3. Tap Search

  4. The next screen shows a list of vacant appointment times
  5. Tap to select preferred slot

  6. Once in the appointment book, follow the steps for scheduling appointments

Scheduling Appointments

For a New Patient

From the Main Menu tap APPOINTMENTS
  1. Tap the required Appointment Book

  2. Available dates and times will appear. Tap the desired time to create the appointment

  3. The selected slot will be highlighted in yellow.

  4. Tap Create Appointment

  5. Tap Enter new patient
    Note: Required fields remain red and you are unable to Create
    until required field information is entered
  6. Tap Create to create the appointment

  7. The new patient's record has been created and the appointment has been inserted into the Appointment Book

For an Existing Patient

From the Main Menu tap APPOINTMENTS
  1. Tap the required Appointment Book
  2. Available dates and times will appear. Tap the desired time to create the appointment.
  3. The selected slot will be highlighted in yellow. Tap to make the appointment.
  4. Tap Create Appointment
  5. Enter the patient's details (eg Surname) and tap Find existing patient

  6. A list of patients matching the criteria appears. Tap on the correct patient

  7. Tap Create to create the appointment.
    Notes
    Note: If Create option is dimmed you may have to scroll down and insert missing appointment information such as 'For Provider' etc..
  8. The appointment has now been created

Scheduling over Break or Pre-Set Slots 

Available from Build: 1.8.108 Play Stores after 30/1/2026
If a break or Pre-Set Slot exists, an appointment can be scheduled over the top or within.
  1. Find the Break or pre-Set Slot.
  2. Tap the desired time
  3. Tap Create appointment

  4. continue to schedule appointment as per instructions above

Edit Appointment

Appointments can be edited from the D4W Mobile App.
  1. From the Main Menu tap APPOINTMENTS
  2. Tap the required Appointment Book
  3. Tap Expand
  4. Tap to select the appointment to Edit

  5. Tap Edit appointment

  6. Make the required changes

  7. Scroll down for more
  8. Click Save

Call Patient directly via Hyperlink 

Available from Build: 1.8.108 Play Stores after 30/1/2026
Click and call patient using the phone number hyperlink.
  1. Edit Appointment

  2. Click on phone number hyperlink and it will call that number

SMS Patient from Appointment Slot

Send SMS
  1. Tap on the patient appointment
  2. Select Send SMS

  3. Select template from list or type into the Message text box
  4. Note the number of messages & characters left in each billable message
  5. Click Send

SMS Reply
  1. When the patient has replied to an SMS an envelope will be visible in the Appointment slot
  2. Users can view the replies by tapping on the appointment 
  3. Select View SMS Reply

  4. View New Replies and Previous messages

Arrived, Checked In or Checked Out Times

When a patient is marked as Arrived, Checked in or Checked out (in D4Web), the relevant status will be updated on D4W Mobile App.
  1. Tap on Refresh at lower left corner of the screen if status is not updated

Arrived: This indicates the patient has arrived and is in the waiting room
Checked In: This indicates the patient is in the treatment room
Checked Out: This patient has left the treatment room
mceclip6.pngLate: If turned on, this indicates the patient is late for their appointment

Move Appointment to Cancellation List

Appointments can be moved to the Cancellation List from the D4W Mobile App.
  1. From the Main Menu tap APPOINTMENTS
  2. Tap the required Appointment Book
  3. Tap Expand
  4. Tap to select the appointment to move to cancellation list
  5. Tap Move to Cancellation list

  6. Select a reason (eg: Unable To Attend) and tap OK

  7. Enter any notes and tap Move to move the appointment to the Cancellation List

Delete Appointment

It is encouraged that cancellation option is utilised for removing appointments to ensure the patient record, statistics & reporting analytics are accurate, however appointments can be deleted from the D4W Mobile App.
  1. From the Main Menu, tap APPOINTMENTS
  2. Tap the required Appointment Book
  3. Tap Expand
  4. Tap the appointment to Delete
  5. Tap Delete appointments
  6. Tap Yes to confirm deletion

Access Patient Details from Appointment Book

Patient Details can be accessed from the Appointment Book in the D4W Mobile App.
  1. From the Main Menu tap APPOINTMENTS
  2. Tap the required Appointment Book
  3. The selected appointment will be highlighted in yellow. Tap the appointment
  4. Tap Patient details

  5. Patient details
Info
Click here Patient Details instructions (link coming soon)

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