How to use the EMIS calendar integration

📍 This article includes:

Part One
- Entering EMIS credentials
- Preparing your EMIS appointment book
Part Two
- Preparing Joy Calendar for EMIS
- Showing available EMIS slots on Joy
Part Three
- Importing appointments
- Sending appointments from Joy to EMIS
- Errors - Handling

Part One: How to prepare EMIS for calendar integration- EMIS credentials

Part 1

1. Open up EMIS

2. Find Joy as a user

3. Please select User Role profiles 👇 and please add the following RBAC Code B0560 by clicking on the search button 🔍

Part 2

Go to the Joy Case Management System
Click on the profile dropdown 👇
Click Edit clinical system login 👇
Ensure your EMIS username has been entered ✍️ for the practices you wish to connect your appointment book to

How do I prepare my EMIS appointment book?

💡 Hint: To use the calendar integration each staff member who will be booking appointments in Joy needs to have sessions and slots configured inside the clinical system. If the user works across multiple sites with separate clinical systems, an appointment book needs to be set up for each practice.

Go to your EMIS appointment book
Click Create session 👇
Fill in the information required
(Optional) Configure slot type according to reporting requirements
1. Select the slots under “Session preview”
2. Right click and click on Slot Properties
3. Select the correct slot type to indicate the type of appointment
4. Click Apply and Close
Add session holders 👇
Click Create 👇

Part Two: How to prepare Joy for calendar integration and showing EMIS slots on Joy - Calendar settings

Go to the Joy Case Management System
Go to the 'Calendar' 📅
Click on 'Settings' ⚙️
Click on the EMIS ****toggle 👇 to turn it on
Ensure the usernames entered are correct

Showing available EMIS slots on Joy

Part 1: Calendar settings
1. Go to the Joy Case Management System
2. Go to the Calendar 📅
3. Click on Settings ⚙️
4. Click on the Show available slots 👇 in Joy tickbox

Every morning Joy will connect to EMIS to retrieve the available slots from your EMIS appointment book for the next 5 days, and display them in your Joy calendar.

Part 2: Using available slots - To use these available slots, simply click on them 👇, and the Create client appointment sidebar will open with the respective Start time and End time selected.

Part Three: Importing appointments from EMIS to Joy

Please ensure the set-up detailed above has been completed. To import appointments from EMIS to Joy, simply click on the “Import all Appointments” button.

Part 1: Book appointments on EMIS
1. Go to your EMIS appointment book
2. Double click on a slot 👇👇
3. Select a client - the client must exist in Joy and have the correct details stored
4. Fill in the appointment details ✍️
5. Click Book 👇
6. Go to the Joy Case Management System
7. Go to the Calendar 📅
8. Click Import all Appointments 👇

Sending appointments from Joy to EMIS

Part 1 (Option A): Book appointments on Joy from the Calendar

Go to the Joy Case Management System
Go to the Calendar 📅
Click Create 👇 (client appointment)
Select a client - the client must exist in EMIS, have the correct details stored, and be connected to an EMIS integration
Select a date, start time and end time that coincides with your slots on EMIS
Ensure the Add to GP appointment book tickbox is ticked
Click Save ✅

Part 1 (Option B): Book appointments on Joy from the client record

1. Go to the Joy Case Management System

2. Find a client - the client must exist in EMIS, have the correct details stored, and be connected to an EMIS integration

3. Go to their Client record 👇

4. Click Create (appointment) 👇

5. Select a date, start time and end time that coincides with your slots on EMIS

6. Click Save ✅

Part 2: Import appointments to EMIS

Go to your EMIS appointment book
Click Refresh 👇

Managing appointments

✔️ Marking appointments as attended on Joy Upon marking an appointment as attended on Joy, the appointment on EMIS will be updated to have the status “Patient left”.
🔄 Rescheduling appointments on Joy Upon rescheduling an EMIS appointment on Joy to another time slot which is compatible with your appointment book on EMIS, the appointment will be automatically rescheduled on EMIS.
❌ Deleting or cancelling appointments on Joy Upon deleting or cancelling an EMIS appointment on Joy, the appointment will be automatically deleted on EMIS.
📋 Appointment notes - Joy to EMIS Any notes under 200 characters added to the Notes section on Joy appointments will appear under the Notes field on Booking Info tab of an appointment on EMIS.

🔄 Rescheduling appointments on EMIS To reschedule an appointment booked from EMIS and imported to Joy:
1. Cancel the original appointment on EMIS
2. Cancel and delete the imported appointment on Joy
3. Schedule a new appointment on EMIS
4. Import the new appointment on Joy
❌ Deleting or cancelling appointments on EMIS Upon cancelling an appointment on EMIS, the appointment on Joy will be marked as cancelled.
📋 Appointment notes - EMIS to Joy Any notes added to the Slot Notes section on the General Info tab of an appointment on EMIS

Appointment types on EMIS When sending appointments from Joy to EMIS, the appointment will show on EMIS with the slot type configured in the session. For example, if the session was configured to have Telephone slots, Joy appointments will show on your EMIS appointment book as a Telephone appointment.

Error Handling

❗ Error messages: There may be cases where EMIS appointments created on Joy cannot be sent back to EMIS.

If an appointment is unable to be saved upon creation, an error message will show under the Add to GP appointment book tickbox. The reasons for an error message include:

No clinical record found
No NHS number on client profile
Patient not found
Appointment exceeds slot length
Slot already booked
No sessions found
No slot available If an appointment has been saved but was not successfully sent to EMIS, the client record associated with the appointment will show the status and the error messages in the version history.