How to book an in-person appointment

Most patients come to the clinic. This guide shows how to find the patient with their MR card, book the visit with the right doctor and time, and take the fee when the patient pays.

Who it is forFront-desk receptionistTime6 minutesProductHMSLevelBeginner

Before you start

You can open Front Desk › Appointments and book appointments.
The patient is registered and has an MR card (HMS-S01, HMS-S02). Here the patient is Muhammad Hamza Qureshi, MR-000035.
The doctor exists. Here it is Dental Doctor, department Aesthetics.

Steps

Open Appointments and start a new booking

Click Front Desk › Appointments (/appointments) and then + New appointment. The form says an appointment number is generated automatically.

Appointments and Queue page with the New appointment button

Scan the patient's card

Click in the Patient box and scan the MR card. The reader types a token and presses Enter, and the patient fills in (Muhammad Hamza Qureshi, MR-000035). The token is not the MR number.

New appointment form with the revoked-card message

Pick the doctor

Choose the Doctor (Dental Doctor). The Department fills in automatically (Aesthetics) and the Estimated fee shows PKR 6,000.00.

Doctor Dental Doctor with department Aesthetics filled in automatically

Choose the date, time and duration

Choose Date & time (10/12/2026 10:00 AM). Duration (min) is 15 by default. Repeat as a series is optional and stays closed for one visit.

Choose the reason

In Reason choose Consultation. The Scheduling check says No conflicts: this slot is free and within working hours.

Reason Consultation with the Scheduling check showing no conflicts

Keep Telemedicine off and book

Leave Telemedicine visit off for an in-person visit. Press Book appointment.

Completed form with Telemedicine visit off and the Book appointment button

Collect the fee, edit or mark a no-show

The appointment is booked, and the number is generated: APT-000063, Muhammad Hamza Qureshi, Oct 12, 2026, 10:00 AM, status Scheduled. When the patient pays, press Collect PKR 6,000.00 (see HMS-S09). The row also has Edit and a More menu with No show and Cancel.

Appointment row APT-000063 with Collect PKR 6,000.00, Edit and More

Check it worked

The appointment shows in the list with its number, doctor, time, fee PKR 6,000.00 and the status Scheduled.
No Telemedicine tag appears on the patient name.

Common mistakes

Mistake	What you see	Fix
Scanning a revoked card	This card has been revoked or replaced. Ask reception to issue a new card.	Re-issue the card and scan the new one
Leaving Telemedicine on for a walk-in visit	A video visit is booked	Edit the appointment and turn it off
Booking a clashing time	The Scheduling check warns	Choose a free slot

Quick reference

Item	Meaning
Scan	A token from the MR card finds the patient; it is not the MR number
Estimated fee	Priced from the doctor's rate
Collect	Takes the visit fee from the appointment row
More	Holds No show and Cancel

Frequently asked questions

How do I find the patient when booking an appointment? Click in the Patient box and scan the patient's MR card. The reader types a token and presses Enter, and the patient fills in. The token is not the MR number.

Where does the department and the estimated fee come from? Choose the Doctor and the Department fills in automatically. The Estimated fee is priced from the doctor's rate.

What happens if the time I choose clashes with another booking? The Scheduling check warns you. Choose a free slot instead; a clear slot shows No conflicts: this slot is free and within working hours.

How do I mark a no-show or cancel an appointment? Use the More menu on the appointment row, which holds No show and Cancel. The row also has Collect to take the fee and Edit.

Do this in GridX HMS

GridX HMS runs this whole workflow. See what GridX HMS does and what it costs, or browse all step-by-step guides.