Who this is for: All Barti users who manage online appointment requests.
Finding pending requests
In the main menu, click Appointments.
Select Requests from the submenu.
A red notification badge appears next to Requests when new requests are waiting. By default the page shows pending requests — use the filter to view rejected or approved requests as well.
Requested appointments also appear on the Calendar with a dotted outline and white background, indicating the slot is held pending review.
Reviewing a request
Click Review Request on the request you want to action.
Confirm or update the Appointment Type.
Confirm or edit the Date & Time.
Confirm the Send Confirmation Text toggle. This is enabled by default and sends an automated text when the request is approved.
Linking the request to a patient
Barti will attempt to match the requesting patient to an existing record based on first name, last name, and date of birth. You have three options:
Automatic match found — if the details match an existing patient, Barti suggests the link. Click Confirm Patient Information to accept.
Match found but information differs — select which data to keep. The left column shows the existing patient record; the right column shows the information from the request.
No match found — either create a new patient and link the appointment, or search for an existing patient manually.
Finalizing the request
Approve — the appointment is confirmed and a confirmation text is sent to the patient.
Reject — the request is declined. You will need to reach out to the patient directly for further discussion.
What you'll see when it works
Approved appointments move from the Requests page to the Calendar and appear with a solid background like any other appointment. The dotted outline is removed and the slot is confirmed.
Troubleshooting
A request came in but I don't see it in the Requests page.
Check that you're viewing Pending requests — the page defaults to pending, but if a filter has been changed it may be showing only approved or rejected. Also confirm the red notification badge is appearing on the Requests menu item.
The confirmation text wasn't sent after I approved a request.
Confirm the Send Confirmation Text toggle was enabled before approving. If it was toggled off, you'll need to send a message to the patient manually.