Final answer:
Agencies document appointment changes by updating their scheduling system or database, recording the original details, new appointment information, reason for the change, and noting the date of the amendment.
Step-by-step explanation:
When an agency needs to document appointment changes, it generally involves updating the appointment details in the agency's scheduling system or database. This process typically includes recording the date and time of the original appointment, the new appointment details, the reason for the change, and the parties involved in the change. If the agency uses a digital system, the update is often as simple as editing the appointment entry and including a note about the change. In more paper-based systems, an amendment may be written on the original appointment document, or a new document may be created to reflect the change. All updates should include the date of the change to maintain a clear and accurate record.