Appointments Management

The Appointments Management module allows both Requesters and Providers to schedule and manage appointments related to medical second-opinion cases.
Appointments help clarify case details, discuss recommendations, or coordinate communication between participants.

---

1. Purpose

Appointments serve as formal coordination points between the requester and the provider.
They ensure timely communication and structured follow-ups during the review process.

• Both Requesters and Providers can request or respond to appointments.
• Admins can view all appointments but cannot create or edit them.

---

2. Creating an Appointment

An appointment can be created from within a specific case.

1. Open the case from the Case List.
2. Go to the Appointments tab.
3. Click Request Appointment.
4. Fill out the following details:
   • Date and Time (required)
   • Purpose / Description (optional)
5. Click Send Request to submit the appointment proposal.

Once created:

• The other participant (provider or requester) receives an in-app and email notification.
• The appointment appears in both users’ Appointments lists.

---

3. Appointment Statuses

Each appointment has a defined status indicating its current stage in the process.

Status	Description	Action By
Pending	Appointment has been created and is awaiting response.	Creator
Accepted	The other party accepted the appointment.	Receiver
Rejected	The other party declined the appointment.	Receiver
Canceled	The creator or receiver canceled the appointment.	Either
Completed	The scheduled meeting has been held.	System / Manual

The appointment status automatically updates when a user accepts or rejects a request.

---

4. Responding to an Appointment

When a requester or provider receives an appointment request:

1. Open the Appointments tab within the case.
2. Review the proposed date, time, and purpose.
3. Click:
   • Accept to confirm participation, or
   • Reject to decline.

Accepted or rejected appointments trigger immediate notifications for the other party.

---

5. Viewing Appointments

Users can view and manage their appointments in two ways:

5.1 Case-Based View

• Open the case → Appointments tab.
• View all related appointments for that specific case, including status, date, and requester.

5.2 Global View

• From the side menu, go to Appointments → My Appointments.
• The list shows all appointments across cases, with columns for:
  • Case ID
  • Participant Name
  • Date & Time
  • Status
  • Type (Requester / Provider)
• Filters are available by status, date, or case ID.

---

6. Updating or Canceling Appointments

• The creator of an appointment can edit or cancel it before it’s accepted.
• Once accepted, any change (date/time update or cancellation) sends a new notification to the other party.

To cancel:

1. Open the appointment record.
2. Click Cancel Appointment.
3. Confirm the action.

The status updates to Canceled, and the other participant is notified immediately.

---

7. Notifications

• Both parties receive in-app and email notifications for appointment creation, updates, or cancellations.
• Unread appointments appear with a notification badge in the top bar and in the Appointments section.

---

8. Permissions Summary

Action	Requester	Provider	Admin
Create Appointment	✅	✅	🔒
Accept / Reject Appointment	✅	✅	🔒
Edit Appointment	✅ (creator only)	✅ (creator only)	🔒
Cancel Appointment	✅	✅	🔒
View Case-Based Appointments	✅	✅	✅
View Global Appointment List	✅	✅	✅

---

9. Example Interfaces

---

Note:
Appointments are linked to specific cases and are only accessible by the requester and provider assigned to that case.
Admins can view appointments for oversight but cannot modify them.