Appointment Considerations

Appointment Considerations When thinking about sending appointments into PKB it's important to understand and consider what appointments you are actually going to send and if any cohorts of patients need to be excluded from this.

For instance, certain patient appointments your organisation have on your system may not need to be in PKB or may need to be considered before they are released into PKB. Below are some of these considerations.

Patients to exclude

  • Deceased

  • Patients who are acknowledged as being prisoners

Who to include

Adding appointments to children's records is great (if you are creating child records) because when they become of age, they will have all their paediatric appointments and data in their record and in the meantime, any carers attached to the record can view and manage their care in PKB.

Appointments for children

These are appointments that we would recommend you exclude from sending to PKB altogether.

  • Multidisciplinary team (MDT) appointments or appointments booked in the Organisations that are not needing the patient to physical attendance.

Appointment exclusions

These are appointments that we would recommend you exclude from sending to PKB altogether.

  • Multidisciplinary team (MDT) appointments or appointments booked in the Organisation that is not needing the patient to physical or virtually attend.

Delayed appointments (Silent Appointments)

  • After diagnosis - Treatment appointments. E.g a patient has had a scan and it's determined they have cancer and at that point, their follow up appointment with the consultant/nurse is booked. At the same time, the team also booked a further scan/blood test or treatment appointment. At this point, it wouldn't be appropriate for the patients to know about these appointments until they have had their in-person apt and a diagnosis given.

  • Organisation to add ‘delay’ or make these appointments ‘silent’ so they are not released into the patient's record.

  • 2 week wait appointments


Letters (related to appointments)

When an appointment is sent into PKB it is instant at the point of booking. Meaning it can enter the patient's record before they have even left the Trust. If that appointment also has a matching letter i.e. outpatient letter it is important for the organisation to know the letter may not be as instant - depending on the workflow used.

For instance, if the Trust use a Hybrid Mail provider such as Synertec the letter will flow through their Prism and likely enter PKB within 48hrs (dependant on workflows).

It’s important to manage patient expectations and explain in the digital appointment that a letter will follow and please allow xxx days for it to enter PKB. It's important the patient knows to read the letter as it will include important information relating to their appointment.

Telephone or virtual appointment

The location of the appointment and how this is displayed in PKB is important as the patient needs to know if it's a physical appointment or a virtual or phone appointment.

Virtual appointment link

For virtual appointments, there is space in PKB to add the virtual URL link, this allows patients to click through and attend the appointment. For instance, Attend Anywhere.

Clinician attending

When sending in an appointment to PKB, it is possible to include the details of the clinical staff attending. The organisation should ensure this is reliable and accurate, or when not possible consider excluding that information altogether or provide the detials of a generic team member.

General information

Organisations can use the space available in the digital appointment to instruct patients to use PKB messaging and what team to message or direct patients to a booking telephone number to cancel or rearrange appointments.