Calendar Optimization

Calendar Overview

The calendar within eVetPractice gives clinics the ability to organize the patient workload on daily, weekly, and monthly basis. Clinics can personalize customized calendar columns, appointment types, appointment types durations and calendar blocks.

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The clinic also have the ability to schedule boarding appointments using the boarding module to schedule for specific cage types and reservation type.

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Visit Status’ are utilized by clinics who would like to know the progress of an appointment as it moves through the hospital. For example when an appointment is checked in, which room the patient is in, hospitalized and ready to go. The Visit Status can also place and remove the appointment on the electronic whiteboard in eVetPractice for staff to track as well.

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Confirm Status’ give the staff the option to mark on an appointment that a client has confirmed, cancelled, rescheduled or they left a message about.

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Reminders are also available for practice’s whom want to reminder clients of their appointment scheduled a specific number of days prior. Nightly Tasks will be where the clinic staff set up the automatic appointment reminder templates and duration of when the reminder will be sent. Appointment types must also be “included with nightly tasks” for eVetPractice or an integrated marketing partner to send the reminder.

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Clinics also have the option to set up an appointment confirmation email or text *if clinic has an integrative marketing partner with text ability. To send once an appointment is scheduled. *Note this option will also send additional emails or text messages anytime an appointments is also “edited and saved”. Setting up the template for the email is completed under the Gear Icon and Email Templates. Also, within the General Section and Calendar Settings the clinic must enable this feature.

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Confirm Status

Confirm Status allow the staff to verify if the client will be coming in for their scheduled appointment. In addition, using the Appointment Report, the staff can filter to include/exclude confirmation status from the report. Click on the Gear Icon at the tip right of the site. Click on Confirm Status.

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To activate or inactivate confirm statuses by simply clicking on the green/red circle under the "Active" column shown below. 

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To update existing statuses, to change their name, and icon associated which will appear on the top right of the appointment calendar when specified click on the edit pencil to the left of the visit status.

To add a new statuses by clicking on "Add Confirm Status".

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From the appointment calendar, to update the confirm status, click on the appointment directly and from the shortcut dropdown menu that appears click on Confirm and select the appropriate status.

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If the staff clicks on the View or Edit option from the appointment there is an option to change the confirm status from the either screen below

Example: Edit screen of an appointment. Don't forget to hit the Save button!

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Visit Status

Visit Status’ are utilized by clinics who would like to know the progress of an appointment as it moves through the hospital. For example when an appointment is checked in, which room the patient is in, hospitalized and ready to go. The Visit Status can also place and remove the appointment on the electronic whiteboard in eVetPractice for staff to track as well.

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To create or edit Visit Statuses click on the Gear Icon at the top right of the site then Visit Statuses.

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Visit Statuses can be activated or inactivated by clicking on the green/red circle under the "Active" column shown below. 

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Visit Statuses can be rearranged in order in how they will appear in drop-down list. Hover over the Visit Status row to move (the cursor change to a four-pointed arrow), left click on the mouse then drag the row to the desired ordered position and release it.

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To update an existing visit status in order to change the name, select/deselect different settings for the status, as well as associate icons to each visit status which will appear on the appointment calendar.

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  • Name*: Description of the visit status on the whiteboard (if selected) and on the visit highlights of the appointment.
  • Calendar Icon: If desired, associate a calendar icon to be displayed on the appointment calendar for when the appointment visit status is set to this one. Note: When an appointment is marked as complete, a green check icon will appear on the appointment. Keep this in mind when choosing a Visit Status icon as there is also a green check option available to choose. 
  • Copy visit description to reason for visit: If this box is selected, it will automatically copy the description from the appointment to the patient's Medical Record as a "Reason for Visit" entry.
  • Print check-in report: Changing a patient's status to a status with this box checked will automatically print the Check-In Report.
  • Place on Whiteboard: Changing a patient's status to a status with this box checked will place the patient on the Whiteboard. Please note that the "Description" section of the appointment will show up in the "Comments" section on the whiteboard.
  • Remove from Whiteboard: Changing a patient's status to a status with this box checked will remove the patient from the whiteboard. We highly recommend having a specific "Remove from Whiteboard" status instead of a status such as "Complete" to remove from Whiteboard. This is because a patient could still be in the clinic waiting to be picked even though the client paid earlier in the day.
  • Set primary provider option on patient record to match visit provider: When option is selected this will set a specific provider to the patient medical record at the time of selecting visit status.
  • Check in boarding reservation: Changing a patient's status to a status with this box checked will check-in the boarding reservation automatically. Note: Only displays if the boarding module is enabled.
  • Check out boarding reservation: Changing a patient's status to a status with this box checked will checkout the boarding reservation automatically. Note: Only displays if the boarding module is enabled.

To add a new Visit Statuses by click on "Add Visit Status" and setting the information discussed above.

Appointment Types

Practices can configure as many different appointment types as needed to order to organize your schedule most effectively. Appointments can be color coded so that they show clearly on the calendar.

To create go Gear Icon at the top right of the site then Appointment types.

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eVetPractice preloads several different appointment types that have found to be the most common. These pre-loaded types can be active or inactive by clicking on the circle under the "Active" column shown below (Green=Active Red=Inactive):

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Click on the edit pencil to the left of the Name to update an existing appointment types in order to change the name, color, text color, and duration as well as select/unselect different settings for the appointment.

There are different appointment settings for each appointment type:

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  • Check-In report - From the drop-down list, select the check-in report the appointment type should be linked to.
  • Is Boarding? - If this check box is selected it will insert the boarding questions into the appointment when it is being scheduled. This will alert the person scheduling the appointment that they need to ask for all the boarding specific information.
  • Has Extra Instructions? - If this check box is selected there will be additional boxes in the appointment for Feeding Instructions, Equipment, and Medications that can be added when the appointment is scheduled.
  • Include with Nightly Tasks (Appointment Reminders)? - To send email reminders for the appointment type this box must be checked this box. If email reminders do not want to be sent then this check box should be unchecked.
  • Exclude from automatic text messaging during appointment creation? - If the site is set up to send SMS or email messages, but do not want to send an automatic appointment confirmation SMS or email message for this appointment type, this will need to be checked off this box.
  • Show on Kiosk? - If a practice has a Kiosk set up that will allow clients to check in for their appointment in the clinic, will this appointment type be available to the client on the Kiosk.

To add new appointment types click on "Add Appointment Type" and updating the information discussed above.

Calendar Resources

eVetPractice offers 4 different calendar views - Daily, Weekly, Monthly, and Resource view. The resource view is quickly becoming one of the most popular ways to use the calendar. It allows the practice to have customized columns to place appointments for each day.

*Note: The Resource columns only show up in the Resource calendar view. If the view is changed to the Day, Week or Month then the calendar resource columns will not display.

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In order to use this feature, it must make be enabled on within the General section and Calendar Settings in the site.

  1. Go to the Settings Menu (Gear Icon)
  2. Defaulted to the General tab
  3. Scroll down to Calendar Settings and click on the section to expand it
  4. If desired, change the "Default View" to Resource (recommended)
  5. Check the box next to "Enable resource view"
  6. Scroll to the bottom of the page and click the Save button (not pictured)mceclip26.png

Once enabled, the Resource view will be defaulted in eVetPractice and will automatically show the columns for each employee flagged as a Provider and another column for Clinic. However, the resource columns displayed are customizable. In order to customize the columns follow the instructions below.

  1. Go to the Settings Menu (Gear Icon)
  2. Click on Calendar Resources
  3. Click "Add Calendar Resource". Modifying an existing calendar resource, click the Edit pencil to the left.                                                                        mceclip27.png

The following screen will appear:

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  1. Fill out the Name as it should appear the staff on the calendar for the resource column
  2. Assign a Provider, if desired. When creating an column for a certain veterinarian and would want to make the veterinarian the automatic assigned provider for any appointments scheduled in this resource column. If this were a column for Tech Appointments, then a provider assignment may not be necessary.
  3. Click Save.

Add as many resources needed for the practice. Calendar Resources can also be dragged and dropped to change the order they appear on the calendar. Additionally, to disable (turn the green circle to the right red), to enable (turn the red circle green) and delete resource columns by clicking the red X.

*Note: If disabled or deleted, the resource column with any existing appointments scheduled (past, present, and future) under that resource column will now appear under the first resource column when viewing the appointment calendar.

Customizing which Days the Resource Columns Appear

Practice can customize which day(s) of the week each resource column appears on the appointment calendar, if desired. If not configured, eVetPractice will automatically show all active resource columns. 

Practices are able to define which day or days the resource column should appear. The ability to specify a single day only (e.g. for a Relief Vet) or configure Repeat settings (e.g. only show Monday - Friday, but not on Saturday or Sunday though the end of the month).

In order to customize which day(s) each of the resource columns should appear on, follow the instructions below.

  1. Below the list of Calendar Resources, click on the desired date.
  2. Choose the desired resource name in the Resource drop-down list.
  3. If scheduling to show on that date only, just click Save. However, if you'd like to set up a recurring schedule of days, check the box beside the Repeat option.
  4. For Repeat scheduling, in the new window that appears, set as desired.
  • Repeats: Allows to set a recurring resource column schedule. Choices include daily, every weekday, weekly, monthly, yearly, etc...
  • Repeats every: This allows recurrences to be narrowed down even more if the options above were not exactly what is needed. For example, if a column needs to reoccur every other month the practice could choose "Monthly" under Repeats and then this field will allow you to say every 2 months.
  • Repeat on/Repeat by: This field will change depending on if you have chosen weekly or monthly repeating type. If weekly was chosen then select "Repeat On." This will allow you to specify which days of the week this calendar resource should recur/appear. If you have chosen monthly then you will see "Repeat by." This will allow you to say repeat by a certain day of the month or a certain weekday (like the second Tuesday of each month).
  • End: Here you can specify if there should be a certain number of occurrences or if it should just recur until a certain date. You could set this date very far into the future if you did not want it to ever stop recurring. It is strongly advised you do not set the end date too far off in the future (i.e. in the year 2020) as it will take a long time to save the changes and propagate the calendar settings.
  • Summary: This will tell you in words exactly what you have scheduled so there is no confusion.
  1. Once you have the repeat settings configured as desired, click the Done button.
  2. Back on the initial "Add Resource Schedule" pop-up window, click the Save button.
  3. Repeat for the remaining resource columns.            mceclip29.png

 What About Closed and Holiday Days?

Now that you've gone though and configured the resource columns to appear on certain days of the week, you may notice back on your calendar, that on certain days where no resource column is configured to appear, that all of them show. As alluded to earlier, if no resource column is configured for a particular day at all, then eVetPractice will automatically show all enabled (green) resource columns. 

We recommend creating an additional "Closed" and/or "Holiday" resource column that you schedule to show on those respective days. 

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Making Changes to the Resource Schedule

Now that you've setup the schedule of day(s) for your resource columns to appear, you'll most likely encounter situations where you'll need to make adjustments. Some examples may be:

  • Wrong Resource Column chosen when adding to the resource calendar schedule
  • Specific date within a recurring schedule where the resource column should not appear (e.g. Vacation day for a Veterinarian)
  • Removing a resource column from no longer appearing after a specific date when originally configured recurring on a recurring schedule (e.g. Veterinarian retired)

When you click on a specific resource name on the resource scheduling calendar view, you have two options: Edit and Cancel.

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Important Note about Canceling and Editing: If a resource column already has appointments scheduled on the date(s) you Edit (to change to a different resource name) or Cancel the related resource's schedule of appearance, those scheduled appointments on the appointment calendar will display under the resource column that appears first on the appointment calendar schedule. You could then drag-and-drop or edit those appointments to show under the desired resource column. We suggest adding the replacement resource column to the resource column schedule first, then go to the appointment calendar for the respective day(s), and relocating as necessary. When done, come back the Calendar Resource configuration area and Cancel the resource column's appearance from displaying on the respective day(s). 

Editing a Resource Schedule

If you edit an item that was not configured to appear on a recurring basis, you will be able to change the Resource column name associated of that particularly scheduled item. Example: You added Relief Vet 1 for that day but meant to choose Relief Vet 2. Rather than cancelling and starting all over again, simply edit that instance.

If you edit an item that was configured to appear on a recurring basis, you will be able to change the Resource column name associated of that particularly scheduled item without effecting all other scheduled days originally tied the initially configured resources scheduled. Example: You added Dr. Barry Cudda's resource column to appear on M, T, F, and Sat. However, Dr. Barry Cudda will be out one particular Friday next month and a Relief Vet will be there in his place. Edit Dr. Barry Cudda's Friday scheduled resource on the desired date and change it to the Relief Vet resource column name. 

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Cancelling a Resource Schedule

If you cancel an item that was not configured to appear on a recurring basis, you'll be prompted to confirm you want to cancel that particular resource schedule.

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If you cancel an item that was configured to appear on a recurring basis, you'll be prompted to confirm you want to cancel that particular resource schedule.

  1. Only this Resource Schedule - This cancel that particular resource's schedule from that day only. It will not affect future days' schedule of appearance.
  2. This Resource Schedule and Future Resource Schedules for Series - This option will cancel all of that particular resource's schedule starting that day and forward.
  3. Cancel - Closes the window without making any changes.            mceclip34.png

Drag-and-Drop a Resource Scheduled Item

On the Resource scheduling calendar, you do have the ability to drag-and-drop an individual resource item from one day to another. 

If you Drag-and-Drop an item that was not configured to appear on a recurring basis, you'll be prompted to confirm you want to you want to make that particular resource schedule change.

If you Drag-and-Drop an item that was configured to appear on a recurring basis, you'll be prompted to confirm you want to you want to make that particular resource schedule change. It will not affect past or future days' schedule of appearance.

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Drag-and-Drop confirmation message:

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Finished Schedule

This particular appointment calendar started out having five resource columns being displayed. After configuring resource scheduling, the Relief Vet and grooming resource columns no longer appear on Tuesday, according to the schedule defined.

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