VitaNet supports two distinct appointment creation flows, depending on who initiates the booking. Each flow is designed to balance operational efficiency, clinic control, and accurate handling of insurance-related appointments.
Flow 1 — Clinic Portal Booking (Internal Staff)
This flow is used when appointments are created directly by clinic staff from inside the booking portal.
How it works:
Started by clicking + New Appointment in the clinic dashboard
No approval is required
The appointment is created immediately
It appears directly under Open / Pending Appointments
Typical use cases:
Walk-in patients
Phone bookings
Receptionist or front-desk scheduling
Internal clinic operations
This flow is optimized for speed and efficiency during daily clinic operations.
Flow 2 — Public Online Booking Portal (Patients / Insurance)
This flow is used when appointments are created externally by patients or through insurance-related channels.
How it works:
Started from the public online booking webpage
The appointment is automatically placed under Pending Clinic Approval
Clinic staff must Approve or Reject the booking
Once approved, the appointment moves to Open / Pending Appointments
Typical use cases:
Patient self-booking
Insurance or TPA-based appointments
Online appointment requests
This flow ensures:
Clinic control over scheduling
Validation of insurance information
Prevention of duplicate or conflicting bookings
Why Two Booking Flows Exist
Having two appointment creation flows allows VitaNet to:
Support fast internal scheduling
Maintain oversight of externally booked appointments
Ensure accurate insurance handling
Protect clinic workflows and availability
📝 Notes
Only approved appointments appear in the active clinic schedule.
Appointments created internally never require approval.
All actions are logged for operational tracking and compliance.