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
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Click on "Settings"
Click on "Configuration" and select "New Appointment Type"
Complete the form that appears (remember to click "choose" after selecting your color)
Click "Save"
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.
Edit an Existing Appointment Type
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Click on "Settings"
Click on "Configuration" and select "View Appointment Types"
Click on the gear icon next to the appointment type you wish to edit, and select "Edit Appointment Type"
Make the desired changes
Click "Save"
Deleting an Appointment Type
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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.
To set up default Check-In Forms
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Click on "Settings"
Click on "Configuration" and select "View appointment types"
Click on the gear icon next to the appointment type you wish 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"
For more information about Forms, see Working with Forms
Setting Up Pre-Visit Confirmations
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Ensure that Pre-Visit Confirmations are enabled under Add-Ons
Click on "Settings"
Click on "Configuration" and select "View Appointment Types"
Click on the gear icon next to the appointment type you wish 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"
For more information about Pre-Visit Confirmations, see Managing Pre-Visit Confirmation.
Setting Custom SMS Confirmation and Reminder Messages
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You can define a specific message to be sent via SMS for Appointment Confirmations and Appointment Reminders. 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
Click the gear icon and select Edit Appointment Type
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
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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.