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MPH Configuring Appointments and Lists for Practices

MPH - CONFIGURING ONLINE APPOINTMENT SLOTS

If you are currently using Vetstoria for online appointments, please contact our Support Department to discuss mapping Rooms to Appointment Types, to avoid any conflicts.

In order for Assisi to publish available appointment slots to My Pet Health, the Rooms and Appointment Types (Categories) need to be set up as follows:

Appointment Types

You need to create two sets of appointment types:

  • Blocking Appointment Types to allocate the types and quantity of > slots available for online appointment booking.

  • Standard, Non-blocking Appointment Types for My Pet Health users > to select when booking an appointment.

  • Click Settings on the Assisi Desktop->Appointment Books->Appointment Types.

  1. Click New Type, or edit an existing Appointment Type, and make sure that it is configured as follows.

  2. Tick Blocking for those types that you plan to use to block off > available slots in the online appointment display, eg > Consultation Online or Nurse Appt Online.

  3. Do not tick Blocking for those types that you wish to be used > when booking an appointment, eg Annual Booster, Puppy Check, or > Weight Check.

  4. Make sure that you set the default appointment length for each > appointment type.

  5. Publish > Online must be ticked for both types.

  6. Click **Save. **

Note: You can, of course, use your existing Non-Blocking Appointment Types – just make sure that Publish Online is ticked.

Blocking Appointment Type Non-Blocking Appointment Type

Note: There is an online portal which sits between your Practice and the app and this needs to be configured for you after you have set up your online slots and before you start using the app.

Multiple non-blocking appointment types can be mapped to one blocking appointment type. So, you can set up a blocking type called Consultation Online to reserve your slots and non-blocking appointment types can be mapped to these slots, ie General Consultations, Annual Boosters, Puppy Check, Check Anal Glands, etc could all be booked into a room reserved for Consultation Online blocking slots.

If you set up a Nurse Appointment Online blocking slot, you can set up and map a Weight Check, or Re-dress Wound or Remove Sutures so that these appointment types could be booked into a room reserved for Nurse Appointment Online slots.

But don’t mix the two types of blocking slots into the same Room. When an app user selects an Appointment Type, they will be offered any slot in a room to which that appointment type is mapped.

Allocating Online Slots

Decide into which rooms you wish to allow users to book online appointments and, for those rooms only, make sure that Publish to Website is ticked on the room configuration screen. Also make sure that you allocate the room to the relevant branch.

You should set up a one-week pattern of available online slots for each of your selected rooms, Monday to Sunday, which can then be copied forward throughout the book for a specified number of weeks (much like you block off unavailable slots currently - but make sure that you block off individual slots for each appointment as each slot will be available for one appointment only).

NOTES: When you close off a room, say for Bank Holidays, Annual Holidays or Staff Meetings, etc, after you have added online slots, make sure to remove any online slots that may already exist from those days that are to be closed.

To Block off Appointment Slots

  1. Double-click a relevant slot in the first appointment room.

  1. Click Blocking, to display the blocking types only, and select the Type from the drop-down list.

  2. Check the length of the slot and click Save Appointment.

  3. Repeat for each slot to be allocated.

  4. Continue in this way until the week’s pattern is complete.

To Copy Your Pattern Forward

  1. Click Settings on the Assisi Desktop->Appointment Books->Copy Patterns.

Source Data

This section identifies the room and start date of the pattern to be copied.

  1. Select the Room Name from the drop-down list.

  2. The Start Date should be the start date of your pattern.

  3. Pattern Days is the number of days in your pattern, ie 7.

Destination

This section identifies the room and dates to which the pattern is to be copied.

  1. Select the same Room Name from the drop-down list.

  2. The Target Date should be the Monday following the Start Date of the pattern (ie in this example you are copying the seven-day pattern starting on Monday 17th April to the same room starting the following, Monday – 24th April).

  3. The number of Repeats is how many more weeks you wish this pattern to be copied forward in this way, 51 would copy that routine again to the next 51 weeks, giving 52 weeks of pattern in all, then you can repeat the copy just before the pattern runs out.

Block Patterns to Copy

  1. Click the Appointment Type/s that you wish to copy. This is important, otherwise nothing will be copied.

  1. Click the Tick to begin the copying process. You will be prompted once the copying process is completed.

Note: Once complete, close and re-open Assisi before you attempt to view the copied pattern. Assisi reads any changes to the configuration of rooms and appointment types only when Assisi is opened so these changes won’t be visible on any workstation until the application is next opened.

  1. Repeat for each room for which you wish to allow online appointment bookings.

  2. When complete, your appointment view might look like this:-

Note: You can manually book appointments at your Practice into these slots by double clicking the slot, selecting Edit Appointment and changing the Appointment Type to a non-blocking appointment type and searching for the client and animal details as you normally would when booking appointments. Once the online portal has refreshed, the slot would then no longer be available to book online.

Any changes to a booking made in the Practice will be uploaded and reflected in the App.

Appointments Booking Display in MPH

During the booking process on the App, the user will be asked for:-

  • The Branch at which the appointment is to be booked (a list of branches will be offered for selection).

  • Any Symptoms that the animal is displaying. This is added as free text.

  • The Appointment Type (a drop-down list of appointment types that have been linked to the relevant booking slot in the online portal will be offered for selection).

  • The booking details will be displayed for confirmation and, once the request has been submitted, the user will receive an email confirming the booking.

Once an appointment has been booked via the App, the appointment will be displayed in the selected slot in the Assisi appointment book for the branch requested during the booking process.

  • The Appointment Type selected by the user will be displayed.

  • The Symptoms typed in by the user will be displayed in the Appointment Details section of the booked slot.

  • The Client and Animal details will be displayed in the usual way.

  • The date and time that the appointment was booked is also displayed in the Appointment Details section of the booked slot.

  • An appointment reminder will be displayed on the Dashboard and in the Appointments Menu on the App.

My Pet Health Changes List

If you choose to monitor the changes, change requests received in Assisi, will be displayed on a List called My Pet Health Changes.

Double-click a request and select Resolve Change Request to display full details of the change requested.

If you click Refuse, the changes will not be applied.

If you click Accept, the changes will be updated to the client/animal record.

Emails will be sent to the users notifying them of your Practice’s decision confirming or denying their change requests.