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.
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.
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 (1), 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 (2) to make more room for the calendar.
Using the buttons on the left-hand side above the calendar (3), 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 (4), you can select a day, week or month view.
1. Add a new appointment.
Go to Appointments and click in the calendar column of the staff member (or resource, ward etc.) you want to schedule an 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.
Note that users can disallow booking appointments outside their scheduled shifts. Also note that depending on the settings, it may be possible to book appointments outside the clinic's opening hours.
You can also start from the client and patient page. When in the client section, select New > +Appointment, or when in the patient section, select the +Appointment button. You are directed to the appointment calendar, and the client and patient information is automatically filled in when you add a new appointment.
2. Fill in the appointment details.
In the New appointment dialogue, fill in the appointment information.
- Reason type: Required or optional depending on the department settings.
- Reason: The text in this field will be added to the confirmation message sent to the client (see step 3).
- Client: If the client is not known, you must add a note in the Notes field. You can also search for clients and patients in one go using the Combined search for client and patient field or select a recently used client and patient from the Additional options menu in the bottom right corner of the dialogue.
- Veterinarian or Resource (for example, equipment such as an ultrasound)
- Appointment type: The nature of the appointment, for example, consultation. Online booking is automatically selected for appointments booked through online booking. Internal booking is used for scheduling for another staff resource within the same department. Other can be used, for example, for a training or a meeting.
- Instructions: You can add instructions or additional information for the client. Default instructions may have been added for the reason type in the reason settings, but you can edit them or add new instructions. The text in this field will be added to the confirmation message sent to the client (see step 3).
- Additional users: You can add more staff members for the appointment if needed.
- Patient type: Available if the patient referrals function is used in your system.
3. Select the 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. When Create email reminder and/or Create SMS reminder is selected, a notification under the duration settings shows when the reminder will be sent.
You can edit the confirmation or reminder messages to add additional information or instructions: select the edit link to open the message field. You can type directly in the field or use a template if available.
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.
If internal booking is enabled in the department settings, you can use the Internal booking appointment type option to schedule time internally for another staff resource within the same department. For example, if a veterinarian decides during a general check-up that an x-ray is needed, an internal appointment can be booked with radiology.
The email and SMS communication options are automatically deselected for internal booking so that the client will not receive unnecessary emails or text messages related to the internal appointment.
You can link internal appointments to the main appointment and process and invoice them as one consultation or separately.
To directly open the editing dialogue, right-click an appointment in the calendar and select Edit appointment from the pop-up menu.
To view the details of an appointment, select the appointment in the calendar. You can also open the appointment editing dialogue from here by selecting Edit.
Copying an Appointment
You can copy an appointment with the same details to a different time. The information copied to a new appointment includes reason type and reason, veterinarian, client and patient, instructions and notes.
In the appointment calendar, right-click the appointment you want to copy and select Duplicate appointment from the pop-up menu. The details of the appointment are shown in a pop-up at the bottom of the screen.
- Another option is to first open the appointment to view the appointment information in the Appointment details dialogue and then select Duplicate appointment.
- Click in the calendar to add a new appointment. Information from the copied appointment is pre-filled in the New appointment dialogue.
- Edit the details if needed and save the appointment.
Rescheduling 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.
Settings > General > Department > Calendar & Scheduling options
Calendar Slot Sizes
With this option, you can set the length of the appointment calendar time slots. The length of a slot can be from 5 minutes to 60 minutes.
Enable internal booking
When this option is selected, the internal booking appointment type is available when booking an appointment.
Client tags enabled
When this option is selected, client tags are shown in the dialogue when adding or viewing an appointment.
Always show current day as the default view
When this option is selected, the appointment calendar always shows the current day by default. Otherwise, the calendar shows the previously viewed day, week or month.
Allow booking appointments outside opening hours
When this option is selected, it is possible to book appointments outside the opening hours (the first and last hour of the day). When the option is not selected, a warning message is shown in the appointment booking dialogue when the time is outside the opening hours, and booking is not possible.
Show shift times and types in calendar
When this option is selected, the shift type and start time are shown at the top of the shift block in the appointment calendar.
Swap appointment status and reason type colours
When this setting is selected (1), the appointment reason colour (red in the example below) is shown as the main colour and the appointment status colour as the secondary color (orange in the example below) in appointment calendar entries. When the setting is not selected (2), the status colour is shown as the main colour and the appointment reason colour as the secondary colour.
Settings > General > Department > Booking Settings
Reason type required on appointments and consultations
When this option is selected, Reason type is required when booking an appointment. In addition, if Automatically populate reason from reason type is selected, the Reason type field opens a list of preset reason types. For information about creating reasons, see Setting Up Reason Groups and Appointment Reasons.
Options for Sending Reminders
You can define when reminders are sent to clients about scheduled appointments. These settings are applied to all appointments by default, but you can also define reason-specific reminder settings in appointment reason settings. When a reason type that has specific reminder settings is selected for an appointment, the reason-specific reminder sending time is used instead of the default reminder sending time.
Appointment reminders sent before: Add how many hours or days before reminders are sent for scheduled appointments. The following setting defines whether this number is hours or days.
Appointment reminders send time type: Select whether reminders are sent hours or days before appointments.
Appointment reminder specific send time: If you selected the 'days' option, add the specific time of the day when reminders are sent.
For example: With the settings '2', 'Days' and '9:00', a reminder is sent 2 days before the appointment at 9:00.
Show only users with shifts by default
When this option is selected, the Only users with shifts checkbox in the appointment calendar filters is selected by default.
Hide ward columns by default
When this option is selected, the Hide ward columns checkbox in the appointment calendar filters is selected by default.
Information Shown on Appointment Calendar Tooltips and Calendar Slots
With the Information Shown on Appointment Calendar Tooltips setting, you can select the information shown in the calendar tooltip (1).
With the Information Shown on Calendar Slots setting, you can select the information shown in the calendar slots (2).
Click in the field to open a list from which you can select items. To remove a selected item, click the small x.
Email Settings & SMS Settings
The confirmation and reminder message settings for both email and SMS can be customised. You can select the sending methods (email and/or SMS) and customise the message text. In addition, you can select whether to include the appointment duration (if not selected, only the start time is included) and add a map and route directions in the email messages.
You can add texts for email greeting, additional text for new clients, and additional instructions for confirmation messages and reminders. Similarly, you can add texts for SMS confirmation message, additional text for new clients, and text for reminders. You can write directly in the fields or use templates if they are available.