Overview
In order to schedule appointments, you need to have appointment types created. They can be customized for the specific appointment, which will make your workflow more efficient. A routine appointment is much different than a surgery. Learn how to design your appointment types for your clinic's needs.
How to Create an Appointment Type
Creating appointment types with specific parameters allows for a more streamlined patient visit.
Click the arrow to learn how to create a new appointment type
Click the arrow to learn how to create a new appointment type
Click on "Settings"
Click on "Configuration" and select "View Appointment Type"
Click the + on the upper right
Fill in the form that appears
Click "Save"
Checkout documents are the documents that will automatically populate the "Checkout Documents" field when checking a patient out.
Appointment types can be used for "blocks" of time, such as personal time, lunch, or staff meeting. For more information about scheduling appointments, see Working with Appointments.
How to Edit an Existing Appointment Type
Click arrow to learn how to edit an existing appointment type
Click arrow to learn how to edit an existing appointment type
Click on "Settings"
Click on "Configuration" and select "View Appointment Types"
Select "Edit" on the right of the appointment type you need to edit
Make the desired changes
Click "Save"
How to Delete an Appointment Type
Click on arrow to learn more
Click on arrow to learn more
Click on "Settings"
Click on "Configuration" and select "View Appointment Types"
Click on the gear icon next to the appointment type you wish to delete, and select "Delete Appointment Type"
Confirm your intent to delete the appointment type
An appointment type that has been used to schedule an appointment cannot be deleted.
How To Set up Default Check-In Forms
Having a form automatically populate a patient's check in screen allows for a specific form to be send to the client based on the appointment type.
Click arrow to learn how to attach a form to an appointment type
Click arrow to learn how to attach a form to an appointment type
Click on "Settings"
Click on "Configuration" and select "View Appointment Types"
Select "Edit" next to the appointment type you need to edit
Select the Form(s) you would like to have a client fill out during the check-in process. These will be the default, but can be removed or changed at check-in if needed.
Click "Save" at the bottom
For more information about Forms, see Working with Forms
Setting Up Pre-Visit Confirmations
Pre-visit confirmations allow clients to send letters or forms before a scheduled appointment. This is very helpful for client and patient intake forms beforehand, plus consent signatures.
To learn about Pre-Visit Confirmations, click here.
Click arrow to learn more to learn about setting an appointment type with pre-visit
Click arrow to learn more to learn about setting an appointment type with pre-visit
Ensure that Pre-Visit Confirmations are enabled under Add-Ons. Click here to learn more about pre-visit confirmation
Click on "Settings"
Click on "Configuration" and select "View Appointment Types"
Select "Edit" on the right of the appointment type you need to edit
Change 'Allow Pre-Visit Confirm:" to "Yes"
If desired, you can use the "Pre Visit Email" setting to change the email template to a custom letter
Select the applicable Letters and/or Forms you wish to send out in the "Pre-Visit Letters:" and "Pre-Visit Forms:"
Click "Save"
Setting Custom SMS Confirmation, Reminder & Pre-Visit Reminder Messages
Any appointment type can have custom messages sent with the scheduled appointments communications.
Click arrow to learn how to create custom messaging
Click arrow to learn how to create custom messaging
You can define a specific message to be sent via SMS for Appointment Confirmations, Appointment Reminders and Pre-Visit Confirmations. This can help give direction such as "No Food 24 hours before surgery" or "Please drop your pet off at 8 am the day of your appointment". To set these custom messages follow the below steps for reminders and/or confirmations:
Click "Settings
Click "Configuration" and select "View Appointment Types"
Find the appointment type you wish to set up a custom SMS for
Select "Edit" on the right of the appointment type you need to edit
Select Custom SMS in the dropdown for Confirmation or Reminder
Once selected you will see a Text Editing area with a default message. You will also see applicable variables to the left that can be used to insert relevant information
Input your message, being sure to watch the character limit in the lower right
If variables are desired, you can place your cursor where you want it to be inserted and click the green + icon next to the desired variable.
Complete any other desired changes and click "Save"
Other Defaults
Click the arrow to learn about other defaults
Click the arrow to learn about other defaults
There are several defaults that can be set for each appointment type, including setting a default medical note, bundle, and even which documents should be selected when checking out the appointment. These defaults can be set when adding or editing an appointment type.
For more information about creating custom messages, see Changing Default Email Messages.
For more information about creating custom medical notes, see Working with Medical Note Templates.
FAQs
1. Why do I need appointment types to schedule appointments?
Appointment types are required to schedule appointments and can be customized based on the needs of your clinic. Tailoring appointment types—such as routine visits versus surgeries—helps streamline workflows, improve efficiency, and ensure the correct forms and communication are applied automatically.
2. How do I create a new appointment type?
To create a new appointment type, go to Settings > Configuration > View Appointment Types, then click the + icon in the upper right. Complete the form by entering the necessary details, and click Save. This setup allows you to define specific parameters such as duration, color coding, check-out documents, and more.
3. How do I edit an existing appointment type?
To edit an appointment type, navigate to Settings > Configuration > View Appointment Types, and click Edit next to the type you wish to change. Make any desired updates to the form and click Save.
4. Can I delete an appointment type?
Yes, but only if the appointment type hasn’t been used in a scheduled appointment. To delete it, go to Settings > Configuration > View Appointment Types, click the gear icon next to the type, and select Delete Appointment Type. Confirm the deletion to complete the process.
5. How can I attach default check-in forms to an appointment type?
To set up check-in forms, go to Settings > Configuration > View Appointment Types, click Edit next to the appointment type, and select the forms you want to auto-populate during patient check-in. These defaults can be modified or removed at check-in if needed.
6. What are pre-visit confirmations and how do I enable them?
Pre-visit confirmations allow letters and forms to be sent to clients prior to their appointment, helping with intake and consents. To enable, make sure Pre-Visit Confirmations are activated in your add-ons. Then go to Settings > Configuration > View Appointment Types, click Edit, and set "Allow Pre-Visit Confirm" to "Yes". You can also assign a custom email template, along with specific letters and forms.
7. How do I create custom SMS messages for confirmations and reminders?
To add a custom SMS message, go to Settings > Configuration > View Appointment Types, click Edit next to the desired appointment type, and choose Custom SMS from the dropdown for confirmation or reminder. You can edit the message in the text field and use variable tags to insert dynamic content. Be mindful of the character count before saving.
8. What other defaults can I set for an appointment type?
Appointment types can include defaults like a medical note, bundle, or specific check-out documents. These can all be configured when creating or editing an appointment type to ensure consistency and efficiency across appointments