# Customer Service Management : Create or Delete MDS appointments In Comm.care, an appointment is an instance when a service is scheduled to be delivered to the person/Participant. To create an appointment for that person, their Circle first needs to have the relevant service added to the Roadmap - see [Add your services to Roadmap](Add%20Support%20Services%20to%20Roadmap.md). The Circle Calendar shows the Participant's appointments, including yours and your colleagues. Comm.care revolves around the idea of person-centered care and so you can only create appointments based on the Circles and not staff. There are two ways to create appointments for the Circle in Comm.care. # 1. From My Circle's Calendar Click on **My Circles > Select the Circle** from the list or search for their name at the bottom of the list > **Calendar > Add Event > Add Appointment** on the top right or scroll through the time slot in the calendar _(refer to the image below)._  Complete the new appointment form: - **Title:** Name the appointment. A good option is to call it something meaningful like 'Domestic Assistance. - **Date:** At what time will the support services be delivered? Don’t set the period of time the service will be repeated over, you have done that already when you added the service. This is just one appointment. You will set the repetition option on the next field. - **Duration:** By default, this value is 60 (mins). You can enter another value here. The duration of the appointment doesn't necessary needs to match the total time of of the support items. - **Related Services:** Select the service that will be provided in this appointment. To select the service, you first need to [add support services (MDS)](Add%20Group%20Support%20Services%20to%20Roadmap%20-%20Day%20Programs.md) to the participant roadmap. In the case of MDS, choose MDS from the drop-down. - **Support Item:** Select 1 or more support items provided for the service delivery in a single appointment. For MDS, choose the appropriate service that is to be delivered during the appointment. - **Attendees:** Select the staff member/s that will be present at the appointment, this way the appointment will also appear on the attendee's calendar. - **Instructions:** Leave any handy instructions for the person providing the service like;_Mike, disability taxi driver picks up 10:30 returns approx 11:45._ - **Repetitive:** Switch on to set up a recurring appointment. If the MDS service is the same but the attendees differ, you may create a repetitive appointment with a blank attendee and then before the week starts, allocate the right staff for the appointment. Please see [How to see unassigned appointments](Workforce%20rostering.md). - **Location:** Where will the appointment take place? Attendees can now click on **'Reply to'** once they receive the notification to confirm or to request any changes to the appointment. To create appointments for NDIS funded services, please refer to [Create or Delete Appointments](Create%20or%20Delete%20Appointments.md) article. With the new filters, you can now view the Circle's appointments as per the Roadmap and the attendees.  # 2. From My Organisation's Calendar Now you can create multiple appointments for multiple Circles in a single place and can have a single view of all the appointments. Click on **My Organisation > Calendar > Click on Circle's tab on the right > Add Appointment.**  Because you have multiple Circles here, please be sure of the Circle you select and add an appointment for. # Set up a Recurring appointment Toggle on the option **Repetitive** to set up repeating rules for the appointment. Select the type of repetition: **Hourly, Daily, Weekdays, Weekly, Monthly.** Each type has different options, which are designed to help you quickly automate the process. For example: - To set up an Appointment that repeats every Tuesday and Thursday, select: - Repeat: Weekly - Every: 1 (week) - Weekdays: Tuesday and Thursday - You can also **set an end date** for the recurring appointment.  - To set up an appointment that repeats on the second Monday of each month: Select - Repeat: Monthly - Every: 1 (month) - On the: Second Monday. - You can also **set the numbers of occurrence times** for the recurring appointment.  Congratulations! You have created your first appointment. From the calendar, you can now click on the appointment to see more information about the specific appointment. _**Note:**_ - Because you have multiple Circles here, please be sure of the Circle you select and add an appointment for. - Once you create the appointment, don't forget to **Save** (Save Only or Save & Notify) - In case of **Save & Notify**, the attendee will receive an email notification. - Attendees can now click on **'Reply to'** once they receive the notification to confirm or to request any changes to the appointment. # Update a recurring appointment After you update an appointment that’s a part of a series (recurring appointments) and click Save, you will be prompted to select how the changes should be applied.  ## (1) Save all fields or only the updated fields: This option is meaningful if you select ‘The whole series’ or ‘All future occurrences’ in step (2) below. Ticking on the checkbox means you will overwrite ALL the fields of other appointments with the current appointment’s fields. If you don’t tick, you’re overwriting only the updated fields. **For example:** You have two appointments, named One and Two, which are part of the same series. Currently, Appointment One has Attendee: Staff A, while Appointment Two has Attendee: Staff B. Both appointments have a duration of 60 minutes, and their other fields are identical. When you update the duration of Appointment One to 120 minutes and select ‘Save all fields’, applying the changes to Appointment Two will result in the following: - Duration: 120 minutes (updated from Appointment One) - Attendee: Staff A (overwritten from the Appointment One’s existing field) ## (2) Apply the changes to: - **This Appointment Only:** Applies changes to the current appointment. - **The Whole Series:** Applies changes to all past, current, and future appointments in the series. - **All Future Occurrences:** Applies changes to the current and all future appointments in the series. Updating the appointments does not affect the linked progress notes. # Delete appointment/s Open the appointment > Edit > Delete If the appointment is repetitive (part of a series of recurrent appointment), you will need to select if you want to delete: - This appointment only - The whole series - All future appointments  # Avoid time clash with staff availability  When an appointment is booked with the Circle, a message box pops up to give you a warning if the assigned staff is already booked. It enables the organisation to avoid scheduling conflicts and manage staff availability smarter. Creating case notes works the same way as for any other funding source in this case. Check out the [Progress Notes](Progress%20Notes.md) tutorial for further information. You can now effectively manage your clients and your staff all in one place while keeping client's needs in priority with Comm.care.