Help centreSecretary help

Guide 2 of 4

New diary

Invite a patient from a template: choose a setup, review the details, then invite by email or share a QR code.

Estimated time
~5 min
Audience
Clinician
Example
Injection example

Before you start

  • Logged in to Patient Watch
  • At least one saved template
  • For an email invite, the patient email address

Start a new diary

Pick a template, then invite the patient in one of two ways: send an email ahead of the appointment, or share a QR code when they are with you.

Step 1

Open New diary

Start from the Patients list when you need to invite someone for the first time.

Patients page with the New diary button highlighted
  1. In the top navigation, click Patients.
  2. Click + New diary in the top right of the diary list.

Step 2

Choose a template

Select the reusable setup that matches this pathway.

New patient diary dialog with a template selected
  1. In the New patient diary dialog, search by procedure, area, or questionnaire if needed.
  2. Click the template you want to use.
  3. To manage or filter templates in full, use Browse all templates.

Step 3A

Invite by email

Choose this on Review setup if you want the patient to receive the invite before they arrive.

Review setup screen with Invite by email highlighted
  1. Review each section on the Review setup screen.
  2. Use the edit icons if anything needs changing.
  3. Click Invite by email.

Step 3B

Share a link or QR code

Choose this on Review setup if the patient is with you now.

Review setup screen with Share link / QR code highlighted
  1. Review each section on the Review setup screen.
  2. Use the edit icons if anything needs changing.
  3. Click Share link / QR code.

Step 4A

Send the email

Send the invite the day before, the week before, or whenever you want the patient to receive it. You or your secretary can do this.

Add patient form with Send invite highlighted
  1. Select the Organisation if you belong to more than one.
  2. Enter the patient Email (required).
  3. Optionally add title, first name, last name, and mobile number.
  4. Click Send invite.

Step 4B

Show the QR code

Use this in real time when the patient is with you, such as in the waiting room or during the appointment.

Diary QR code page with copy link and hospital selector
  1. Show the QR code on your screen so the patient can scan it on their phone and start the diary straight away.
  2. Or click Copy link if you want to send the link another way.
  3. Change the hospital on the invite if needed. This updates the link and QR code.

Step 5

Go to the diary

After an email invite, confirm it was sent, then open the new diary.

Invite sent confirmation with Go to diary highlighted
  1. Confirm the Invite sent message.
  2. Click Go to diary to open it, or Invite another patient to send another invite.

Step 6

Check pending details

After the patient accepts, complete any details still needed for the diary.

Pending diary for the invited patient with details still needed
  1. Open the Pending tab on the Patients page if you are not already on the diary.
  2. Select the diary and review Details we still need.
  3. Complete items such as Procedure date or Injection side when you have them.
  4. Use Update Diary later if you need to add another procedure or end follow-up.

What's next

Continue with the next lessons in the secretary learning path.