Users that have access to this feature: Site admin.
Step 1: Navigate to the blue menu on the left-hand side of the screen. If the menu is collapsed (i.e. you only see icons, no menu headers) click on the “>” icon to expand the menu. Select “Capacity Settings” to display the submenu options then click “Schedule Patterns.”
Step 2: Select the "Holidays & Special" tab at the top of the screen.
Step 3: Click on the green “New” button in the upper right-hand corner of the screen to create a holiday or special event hours.
Step 4: Enter a Name for the special event (this is purely internal and non-patient-facing).
Step 5: Select whether you want these special hours to apply to walk-in, online, or both.
"Walk-in" is for curbside and mobile check-in. Note: almost all veterinary emergency departments should choose this option.
"Online" is for appointment booking (where patients choose a specific arrival time).
Step 6a: Choose the date, and if you will be closed all day, check the “Closed All Day” box.
Step 6b: If you will close for just part of the day, you will instead set the open and close time. Set these times relative to your normal operating hours. For example, if you normally open at 8:00 am and close at 10:00 pm and will open at the normal time but close early at 5:00 pm for the holiday, you will set the open time for 8:00 am and your close time for 5:00 pm.
Step 7a: Input the message to display on the patient-facing form (if you use both curbside/mobile/walk-in AND appointment-setting/online the same message will appear on both forms), then click the green “Save” button.
Step 7b. Here is what your patients will see on the curbside/mobile/walk-in check-in form (again, if you are a vet ER, you most likely use this module):
Step 7c: If you use the online/appointment check-in module, you may not see the message. Why not? Because our system automatically "crawls" forward to always show patients the first available time slot within the advance booking limit (i.e., "ABL," how far forward in the future you allow patients to book). So even if you are closed on one day, if you're open the following day, patients will see the following day's appointment slots as long as they are within the advance booking limit (most clinics set their ABL to 24 hours).
Helpful tips for new Special Event schedules:
- The patient-facing message on the bottom has a 200-character limit.
- We recommend creating all known special events at the beginning of the year – special events can be created up to a year in advance.
If you need to need updated any parameter, double click on an existing event to make updates. Change the name, message, or hours, then click "Update." Note that you cannot edit an event that occurs in the past, including earlier in the day.