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ASSISI

APPOINTMENT BOOK

TRAINING NOTES

Support Tel No: 01270 310046 (Option 2)


Contents

APPOINTMENT BOOK 3

APPOINTMENT BOOK DISPLAY 3

Appointment View 3

Appointment Rooms 3

Base Date 3

Navigation 3

Time Window 4

Work Flow 4

See Again 4

APPOINTMENT BOOKING 6

To Book an Appointment 6

To Edit an Appointment 6

To Cancel an Appointment 6

To Move an Appointment 6

All Day Events 7

Other Double Click Options 7

To Attend an Appointment 7

APPOINTMENT BOOK

APPOINTMENT BOOK DISPLAY

To access the appointment book, click the Appointment Book tile on the Assisi desktop.

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.

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.

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 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.

APPOINTMENT BOOKING

To Book an Appointment

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

  1. Select an appointment type from the Category box.

  2. Click the magnifying glass to the right of the Client field to search for and select a client.

  3. If you have navigated to the appointment book from the client > screen, the client will already be identified.

  4. You can click the clipboard to display recently seen clients and > select the client from there, if appropriate.

  5. Click the magnifying glass to the right of the Animal field to select an animal.

  6. If you have navigated to the appointment book from the animal > screen, the client and animal will already be identified.

  7. Type the length of the appointment into the Duration field.

  8. Any further details about the appointment that you wish to record can be typed into the Details box.

  9. Click the Save tile to confirm the appointment.

  10. If > a client has a future appointment, the appointment details will be > displayed at the bottom of the client screen.

  11. 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.

To Edit an Appointment

  1. Double click the appointment and select Edit Appointment.
  1. Make the required changes and click the Save tile.

To Cancel an Appointment

Double click the appointment and click Delete Appointment.

To Move an Appointment

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

All Day Events

It is possible to put a heading at the top of a room display – for example if you don’t have a room configured for each vet, then you could put the name of the vet/s who is/are working on 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 the Save tile.

To Attend an Appointment

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

  2. Select the required waiting list.

  3. The appointment will change colour to show that it has been attended.

  4. It will change colour again when the surgery call through the patient by selecting the Navigate option from the list.

Any appointments not attended by the close of day will be deemed to be Failed to Attend.

Other Double Click Options

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

  • Add to Waiting List – you will be prompted to select the relevant list if there is more than one list configured to receive appointments. If there is only one list, the entry will default to this list.

  • Go to Client – navigates to the client screen.