ASSISI VETERINARY SYSTEM

USING THE APPOINTMENT BOOK

PRACTICE POINT LIMITED

Datum House

Electra Way

Crewe

Cheshire

CW1 6ZF

SUPPORT

Tel: 01270 310046

Email: support@practicepoint.freshdesk.com

APPOINTMENT BOOK

Appointment Book Display

To access the appointment book,

click the Appointment Book tile on the Assisi desktop, or
click the Diary tile from any of the left-hand navigation toolbars.

If you have navigated to the appointment book from the client screen, the client will already be identified. Similarly, if you have navigated from the animal screen, the animal will already be identified.

Each column is an appointment room. Each view has appointment rooms assigned to it. The standard default view will be today's date for all rooms.

The Windows scroll bar will allow you to scroll through the time slots for the day.

Appointment View

Each column is an appointment room. The default view will be today's date for all rooms. It is possible, however, to create custom views and use this as the default view for your practice.

It is also possible for rooms to be displayed horizontally or in a List view which are both useful for Large Animal or Equine diaries.

Horizontal View: Because of the typically longer slots, this generally allows for the whole day to be viewed at once.
List View: In this view, the appointments are displayed as a list for each vet instead of in Rooms (columns). You can book, edit, attend or delete appointments in List View, just as you can in the standard appointment book display. You can also manuallymark appointments Complete.

In addition, providing that you have the Postcode Lookup Facility enabled, you can view appointments added to a Visit List on a map to aid the planning and scheduling of these appointments, with a colour-coded key for each room (vet).

Appointment Rooms

All rooms that are open for some part of the day being viewed that have been added to the selected View will be displayed.

Any rooms that are closed all day on the selected date will not be displayed.
The Windows scroll bar will allow you to scroll through the time slots for the day.
You can click with your mouse on the appointment room and scroll using the mouse wheel; or
if you have a touch screen, you can swipe up and down on the room.

Base Date

The base date is the date displayed if viewing one day in the book or the start date if viewing multiple days. The base date can be changed using the navigation bar below or by using the calendar tool.

You can navigate between dates by using the Navigation Bar.

Today

Back 1 week Forward 1 week

Back 1 day Forward 1 day

Back 1 month Forward 1 month

Calendar

Click the down arrow to the right of the date display.

The left arrow moves back a month.
The right arrow moves forward a month.
Click on the month name to display all months and click on a month to select.
Once the correct month is displayed, click on a day to select that date.

Time Window

The Time Window toolbar allows you to view multiple days at the same time – ie 1 day, 1 week, 1 month or 2 months.

The number of rooms displayed will depend upon how many rooms are linked to the view selected.

Work Flow

There is a link into work flow (lists) from this screen.

See Again

If a See Again Recommendation has been added during a consultation, a flashing

See Again icon can be displayed on the toolbar on the left-hand side of the appointment book as a reminder that a follow-up appointment needs to be booked. To set up this feature, on the Recall Glossary Setup Screen (Settings>Practice Setup>Recommendations), click the Book Appointment box on the applicable recommendation code/s.

Once configured, this reminder symbol will be displayed and will flash to draw attention to it. You can click on this tile and a list of appointments required will be displayed. Click on the relevant entry to put the client/animal details into the clipboard, which will default when a suitable appointment slot is double-clicked.

All Day Events

It is possible to put a heading at the top of a room display – for example if you didn’t have a room configured for each vet, then you could put the name of the vets who are working on that day. All Day Events will remain displayed as you scroll through the time slots for that day.

To do so, double-click any slot on that day in the relevant room and click the All Day Event checkbox on the top right hand side of the appointment confirmation screen. Type the message in the Description box and click Save.

You can double-click an All Day Event and edit the description or delete the event.

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They can be included in the Copy Block Patterns option but they cannot be used in horizontal Views.

Appointment Booking

To Book an Appointment

Double click an available slot. The room and date/time will default according to the room and slot selected.

Select an appointment type from the Category box.

Categories with Follow-up Settings

You can configure categories to automatically book repeat appointments by setting up a sequence of appointment types, depending upon how many appointments are to be booked and how many days apart the appointments should be. You can use one appointment type to remind for itself but, if you do, make sure that you specify the maximum number of self-repeats, otherwise you will be booking appointments in a never-ending loop.

Click the magnifying glass to the right of the Client field to search for and select a client.
If you have navigated to the appointment book from the client > screen, the client will already be identified.
You can click the clipboard to display recently seen clients and > select the client from there, if appropriate.
Click the magnifying glass to the right of the Animal field to select an animal.
If you have navigated to the appointment book from the animal > screen, the client and animal will already be identified.
Type the length of the appointment into the Duration field.
Participants: If required, and if your system has been configured to book an appointment into another participating room at the same time, click Participants in the top-right of the screen and all configured participant rooms will be displayed for selection. Click the Participant required and click Back.

When the appointment is saved, it will be displayed in the original room and all participating rooms selected.

Appointments in any participating rooms will display a small flag alongside the appointment details.

The appointment can subsequently be edited, marked attended or cancelled only from the original room. The participant rooms will then be automatically updated accordingly.

You can drag and drop the original appointment and the participating rooms will be moved with this appointment. If an appointment is deleted and rebooked into another slot, however, then the participating room/s has/have to be reselected.

Any further details about the appointment that you wish to record can be typed into the Details box.
Click the Save tile to confirm the appointment.
If a client has a future appointment, the appointment details will > be displayed at the bottom of the client screen.
If > a client has more than one future appointment, the display will > indicate that there is more than one appointment present. If you > hover your cursor over the prompt, the additional appointment > details will be displayed.

Managing Appointments

To Edit an Appointment

Double click the appointment and select Edit Appointment.

Make the required changes and click the Save tile.

To Cancel/Cancel and Rebook an Appointment

Double click the appointment and click Delete Appointment.

You will then be prompted to confirm that you wish to delete the appointment, followed by a prompt asking you if you wish to remember the details of the appointment to rebook.
If you click No to this prompt, then the appointment will be > cancelled.
If you click Yes to this prompt, then the existing appointment > slot details will be removed. You should then double-click the > replacement slot and all of the previous appointment details will > be re-displayed, ready for you to save.

To Move an Appointment by Drag and Drop

Appointments can be dragged from one slot and dropped onto another slot. You can create a view for a specific room, select that room and view multiple days at a time to facilitate moving appointments in this way.

To Attend an Appointment

Double-click the appointment slot and select Add to Waiting List.

Select the required waiting list.
The appointment will change colour to show that it has been > attended.
It will change colour again when the surgery call through the > patient by selecting the Navigate option from the list.

Other Double Click Options

Double Book Appointment – allows you to book two appointments in the same slot.

Go to Client/Animal – navigates to the client or animal screen.

Mark Appointment Closed – Normally, an appointment is marked closed when you choose Navigate from a waiting list. This option allows you to manually close an appointment without having to Navigate. This is useful for large animal and equine diaries.

Manual Appointment Status

As well as the automatic Attended and Completed appointment statuses, you can create your own status options and update the appointments manually, for example you may wish to indicate when the client has left the practice.

To add a Manual Status

Double-click the appointment and select Edit Appointment.

Select the status from the Manual Status drop down list.
Click Save Appointment. The colour associated to the selected status will be applied to the appointment details box and overwrite any existing status.

Client Appointment History

To view a client’s appointment history, click the Appointment History tile on the left-hand toolbar on the Client screen.

This displays a list of all appointments booked or edited for that client and lists the action carried out for each booking or editing of the appointment.

Where they exist, the following actions are itemised for each appointment:

Booked
Attended
Edited
Moved
Deleted

The order of the items displayed can be changed by clicking on the relevant column header.

Appointment Book Reports

Daylist and Failed-to-Attend reports can be printed should you wish to do so. Such reports are available in the Ad-hoc Reports in the Appointment Book folder.

A graph showing average client waiting times can also be viewed in the KPI module.