Enhanced FlowTrack for Daily Clinic Review

FlowTrack has been enhanced so users can review the full clinic journey for a selected day with greater clarity and detail.

Users can now review the following stages of the patient journey:

• Arrival
• Nurse / Technician Start
• Consultant Start
• Consultation End
• Departure

This makes FlowTrack more useful not only as a live operational view, but also as a day-review and reporting tool for clinics that want to understand how patients moved through the service.

Review FlowTrack by Date

A new Date picker has been added at the top of FlowTrack.

By default, the selected date is today, but users can now also choose past dates. Once a date is selected, all FlowTrack summary widgets and table data refresh automatically based on that day.

This makes it easier to:

• review previous clinic days
• investigate delays or bottlenecks
• assess clinic performance retrospectively
• compare how different days progressed

How to use it

1. Open FlowTrack
2. Use the Date field at the top of the page
3. Select the day you want to review
4. The widgets and table below will refresh automatically

New Daily Patient Flow Table

A new section called Daily Patient Flow has been added below the FlowTrack widgets.

This table provides a patient-level view of the clinic journey for the selected day, helping teams review timings and identify delays more clearly.

The table can include:

• Patient
• Appointment Time
• Arrived
• Nurse / Technician Start
• Consultant Start
• Consultation End
• Departed
• Wait Before Nurse / Technician
• Nurse / Technician to Consultant
• Consultation Duration
• Post-Consult Duration
• Total Visit Duration
• Status

This gives clinics a clearer operational picture of the day and helps staff review how long patients waited, how long consultations took, and whether any stage of the journey was missed or delayed.

Automatic Duration Calculations

To make the table more useful, FlowTrack now calculates key time intervals automatically using the recorded timestamps.

These include:

• Wait Before Nurse / Technician
  Time between Arrived and Nurse / Technician Start
• Nurse / Technician to Consultant
  Time between Nurse / Technician Start and Consultant Start
• Consultation Duration
  Time between Consultant Start and Consultation End
• Post-Consult Duration
  Time between Consultation End and Departed
• Total Visit Duration
  Time between Arrived and Departed

These calculations help clinics identify where time is being spent during the visit and where delays may be happening.

Export Daily Flow to Excel

The Daily Patient Flow section now includes an Export to Excel button.

The export respects:

• the selected date
• any active filters

This makes it easier to share clinic flow information with managers or teams, review operational performance outside the system, and keep records for further analysis.

Improved Handling of Missing Data in FlowTrack

FlowTrack has also been improved to handle incomplete data safely and clearly.

If one or more timestamps are missing:

• the patient row will still be shown
• missing values will appear as blank or Not recorded
• invalid duration calculations will not be shown
• incomplete rows can still be reviewed clearly

This ensures that missing timestamps do not break the page or the export, while still allowing users to review partial journey data.

More Control Over Appointment Communications

Appointment communications can now be controlled per appointment.

Previously, appointment communications were managed centrally, meaning that if confirmations were enabled, they would go out automatically for all appointments. With this update, users can now decide on each appointment whether an email and/or SMS should be sent.

A new Communications section has been added to the Appointment Modal, positioned after Billing and Forms.

Within this section, users can now see:

• Send Email
• Send SMS

These options appear only if the relevant central setting is enabled.

If either option is unticked, that communication will not be sent.

Sent Status and Resend Actions

The Appointment Modal now also shows the communication status for each type.

Examples include:

• Email: Sent on 23/03/2026 10:42
• SMS: Not sent yet

New actions have also been added:

• Resend Email
• Resend SMS

When one of these is used:

• the communication is sent again
• the system records which user resent it
• the date and time are recorded
• the latest sent status shown in the modal is updated

Edit Appointment Letters During the Booking Process

Users can now review and edit the appointment letter during the booking process.

If the letter is edited, the system sends the edited version for that appointment only. The standard letter linked to the service remains unchanged.

A copy of the final version is also saved under the patient record, in line with how other correspondence is stored in the system.

This gives users more flexibility when a one-off change is needed, without affecting the default letter used for future appointments.

Lock Sent Letters and Create New from Existing

Letters are now locked from editing once:

• they have been sent by email, or
• the configured edit interval has expired

Locked letters remain viewable, but they can no longer be edited directly.

To support this workflow, a new action has been added:

• Create New from Existing

When used, the system creates a new editable draft using the same content as the original letter. The new letter is treated as a new record and does not overwrite or affect the original locked letter.

The original letter keeps its own:

• status
• audit trail
• history

This helps preserve the integrity of sent correspondence while still giving users a practical way to create an updated version when needed.

Improved Contact Search in Patient Contacts

We have made improvements to Patient Contacts, making it easier to find the correct contact quickly.

A new dedicated Search field has been introduced, allowing users to search contacts by:

• name
• practice name
• address
• phone
• email

This makes contact handling more practical, especially when users only know part of the available information.

Select or Register a Contact During Correspondence Creation

Users can now also select an existing contact or register a new contact while creating correspondence.

This reduces unnecessary steps and makes the correspondence workflow more efficient.

Correspondence Improvements for Recipient Placement

We have introduced a new placeholder called Recipient.

When this placeholder is used in a correspondence template, the system will place the recipient details in that position.

If no template is selected and Iris generates the correspondence, the recipient details will be placed automatically at the top left side of the letter.

A new footer has also been introduced showing:

• the recipient
• any Cc recipients

This improves structure and consistency whether users are working from a template or generating correspondence without one.

Campaign Improvements

Campaigns have been improved to make sending more practical and easier to monitor.

The system can now send the full allowed number of emails per hour without having to wait half an hour, helping campaigns start and progress more efficiently.

Recipient email statuses have also been improved so they display more clearly based on their actual status. In addition, when reviewing recipients, refreshing the page no longer takes the user back to the main Campaigns page.

Real-time updates have also been added here, and the Save button has been renamed to Send.

Clearer Send Warnings for Campaigns

Before a campaign is activated, the system can now show a different confirmation warning depending on whether the campaign is:

• Scheduled
• Manual

This makes the action clearer and helps reduce mistakes before sending.

For scheduled campaigns, the warning explains that the campaign will be set to active and then sent automatically at the scheduled date and time.

For manual campaigns, the warning explains that the campaign will be set to active and sent immediately.

Inventory Improvements

The Inventory area has been expanded to support clearer recording of stock activity both inside and outside the appointment workflow.

These changes sit alongside the stock usage already recorded through appointments and the worklist, giving clinics better visibility and more flexibility across all inventory movement workflows.

Real-Time Updates for Inventory

We have introduced real-time updates to:

• Inventory
• Categories
• Inventory Orders

This helps users see changes more quickly without relying on manual page refreshes.

New Usage and Disposal Page

A new Usage and Disposal page has been added, allowing clinics to record stock movements that happen outside of appointments.

This makes it easier to track day-to-day stock activity that is not linked to a booking, procedure, or worklist action.

New Stock Movements Page

A new Stock Movements page has also been introduced, bringing together all stock movements in one place.

From here, users can review movement history more clearly, and any movements that are not linked to an appointment can be:

• edited
• cancelled

This gives clinics a clearer audit view of stock movement across all workflows.

Appointment-Linked Stock Visibility

For stock that is used against an appointment, the related appointment can now be shown in the Date / Time column.

This makes it easier to understand where a stock movement came from and which appointment it was associated with.

Doctoranytime Integration

We are pleased to introduce a new integration between OpenPiMS and Doctoranytime.

Clients can now link their Doctoranytime account with PNC, allowing appointments booked through the Doctoranytime platform to be pushed into OpenPiMS automatically.

At the same time, clinician availability is shared from PNC so Doctoranytime can reflect the correct availability and help reduce the risk of double bookings.

The integration can be found under:

Admin → Integrations

This gives clinics a more connected online booking workflow while helping OpenPiMS remain the central operational system.

Phonovation SMS Integration

We have also added a new integration for Phonovation, an Irish messaging provider whose official site describes services including a bulk SMS platform, broadcast messaging, API-based messaging, SMPP gateway connectivity, reporting, and support for business messaging workflows. Its published terms also reference one-off sending via its web portal, broadcast messaging via Excel/CSV upload, automated API messaging, SMPP direct connections, and WhatsApp Business messaging.

For clinics already using Phonovation, this gives another supported option for SMS connectivity within OpenPiMS, particularly for organisations that want to connect an established Irish SMS provider into their clinic communication workflows. That is an inference from Phonovation’s published service offering and your stated integration scope.

The integration can be enabled from:

Admin → Integrations

You can link to Phonovation here: Phonovation official website. Phonovation presents itself as a messaging platform trusted by Irish businesses and highlights detailed reporting, round-the-clock support, and SMS messaging solutions on its official site.

Why This Update Matters

OpenPiMS v8.3.0 brings together several practical improvements that support everyday clinic operations.

With:

• better visibility into the full clinic journey through FlowTrack
• more control over appointment communications
• safer handling of sent letters
• better contact search and correspondence structure
• stronger campaign control
• clearer inventory movement tracking
• new integrations for Doctoranytime and Phonovation

teams can now work with greater clarity, better control, and improved operational efficiency.

Explore the Update

We hope these improvements make OpenPiMS even more useful for your team. As always, we will continue refining the platform based on feedback from the organisations using it every day.