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Appointment Calendar

Booking a New Appointment

Viewing and Editing an Appointment

Rescheduling an Appointment

Cancelling an Appointment

Marking an Appointment as a No-Show

Introduction

The consultation process is the core workflow where veterinary practitioners meet with clients and patients. Provet Cloud follows the daily veterinary care workflow with statuses and colour highlighting to communicate the phase. The complete workflow from a new appointment to the invoice is as follows:

This article provides instructions for booking and managing appointments.

Provet Cloud includes shift and appointment calendars for organising your staff's daily work. The staff's working shifts are planned and managed using the shift calendar, and the appointment calendar is used for scheduling client appointments. After shifts have been set up in the shift calendar, they are shown in the appointment calendar and you can start booking appointments for your staff.

Appointment Calendar

To view the appointment calendar, select Appointments in the navigation menu and go to the Appointments tab.

• Using the filters on the left side of the calendar, you can view, for example, a specific veterinarian's appointment calendar or only employees who have shifts for the selected time period. Your staff's shifts are shown in the appointment calendar in different colours (the colours are defined in the department settings). The available filters depend on the department settings. 
• You can also hide the filter panel using the arrow button to make more room for the calendar. 
• Using the buttons on the left-hand side above the calendar, you can scroll forwards and backwards in the calendar and select the days to view.
• Using the buttons on the right-hand side above the calendar, you can select a day, week or month view.

Booking a New Appointment

1. Add a new appointment.

To start creating a new appointment, click in the column of the staff member (or resource, ward etc.) you want to schedule the appointment for. 

To set the time and duration of the appointment, you can either click and drag in the calendar or set the time in the New appointment dialogue box in the next step. 

2. Fill in the appointment details.

In the New appointment dialogue, fill in the appointment information. 

Required information includes Reason type (depending on the department settings), Reason, Client and primary Veterinarian or Resource (for example, equipment such as an ultrasound). If the client is not known, you must add a note in the Notes field.

Note that the texts included in the Reason and Instructions fields will be added to the confirmation message sent to the client (see step 3).

3. Select client email and SMS communication options.

In the New appointment dialogue, you can also select options to send email or text message (SMS) confirmations and reminders to the client. Reminders are sent based on the department's booking reminder settings or appointment reason settings.

Note that the communication options and messages are usually defined according to the organisation’s policy. Before making any changes to the default settings, check your policy with your supervisor.

4. Save the appointment.

After you have finished filling in all the necessary information and communication options, select Save. The appointment shows up in the calendar of the staff member(s) and resource(s) it was added for. 

Various appointment settings are defined in the department settings, for example, appointment reasons, calendar slot sizes, reminder sending time, the information shown on the appointment slots and tooltips, and email and SMS settings for client communication. For more information about scheduling appointments and the related settings, see Scheduling Appointments.

Viewing and Editing an Appointment

To view and edit the details of an appointment, right-click the appointment in the calendar and select Edit appointment from the pop-up menu.

Reschedule an Appointment

To reschedule an appointment, you can simply drag the appointment on the calendar to another slot in the same employee's shift during the same day or to a different day. Alternatively, you can open the appointment for editing and change the time in the appointment details.

Cancel an Appointment

If a client cancels an appointment or if you need to cancel a client's appointment, you can delete the appointment from the calendar and free up the slot.

1. Right-click the appointment and select Cancel appointment from the pop-up menu. Alternatively, you can open the appointment details dialogue and select the Cancel appointment button. 
2. If cancellation reasons are used in your Provet Cloud, select a cancellation reason from the Cancellation reason drop-down list. The available cancellation reasons depend on your department's settings. You can also add an additional description in the Cancellation reason text field.
   • Depending on the settings, the Send cancellation email to the client checkbox may be available. Select the checkbox if you want to send the client an email confirmation about the cancellation.
3. Select Cancel appointment.

The appointment is deleted from the calendar, but it is still shown on the client's page with the status 'Cancelled'.

Mark an Appointment as a No-Show

If a no-show cancellation reason is used in your Provet Cloud, you can mark an appointment as a no-show when a client does not arrive to a scheduled appointment.

1. Right-click the appointment and select Cancel appointment from the pop-up menu. Alternatively, you can open the appointment details dialogue and select the Cancel appointment button. 
2. Select the no-show reason from the Cancellation reason drop-down list. You can also add an additional description in the Cancellation reason text field.
3. Select Cancel appointment.

A no-show appointment will stay in the appointment calendar but is shown in red, and the appointment details dialogue shows 'No show' as the consultation status.

If a missed appointment is not manually marked as a no-show, the appointment is shown in orange and the appointment status is 'Passed'.

If needed, you can revert a no-show appointment by selecting Mark as Show in the appointment details dialogue.

See Also

Scheduling Appointments

Shifts

Admission and Consultation

Invoicing and Payments