Schedules Tab
- Cathy Allison
Schedules Tab
The Schedules Tab is where you create and define your schedules for each unit.
How-To Available
This page only contains details about these setup screens. More in-depth tutorials about the Schedule Setup tab can be found on in the How-to Manage Schedules pages.
Schedules Subtab
This subtab is where you can create, sort, and edit the Schedules for each unit.
Auto No Show Appointments
VetView's API can run a job that automatically marks an appointment that was not checked in as a No Show. You can set how long each Unit has before the appointments are marked. The entire job itself is controlled in the Job Settings under the API, but we have included a shortcut to it on this page for your convenience.
Add New Schedule
Click on the Add button to create a new schedule for the unit. The Add/Edit Schedule window will appear.
| Field | Description |
|---|---|
| Schedule Name | The name of the schedule as it will appear on the Admission Screen, the Schedule Screen, the Patient Record, or the Request screen. |
| Schedule Type | Whether this schedule is public (anyone can schedule into it) or private (restricted to only unit members.) For schedules which are handled by a client coordinator or front desk personnel, they should be public. For schedules which are handled internally by a request area (such as anesthesia or surgery), they can be private. |
| Default Appointment Type | Which appointment type from the Appointment Types tab will be used when a free form appointment is added to the schedule. If no default is saved, then the user who is adding the free form appointment will need to select one every time. |
| Group Name | Schedules can be clustered together in groups. To add a new group, click on the plus sign, and give the group a name. The Group Name becomes available to select on this drop down menu, and then becomes available to other schedules in the same unit. Groups can be useful if you have one schedule per DVM for specialized services, but a more general schedule for non-specialized appointments. |
| Comment | Any additional information for this schedule. This may be useful if you are temporarily setting a schedule as inactive, as you can include the reason. |
Inactive schedules are completely disabled on the Schedule Screen. VetView has an alternative to inactive schedules, with our Hidden Schedules feature. Schedules can remain active but be temporarily hidden, to allow for a user to schedule an appointment on it in the future (e.g. if a DVM is on vacation for a week, or the service is being temporarily halted for a short period of time.) If a schedule is inactive here, then it cannot have any appointments schedule on it in the future, and cannot be hidden or shown from the schedule screen.
Sort Schedules
The Schedule display can be adjusted by using the Move Up and Move Down buttons. This impacts not only the display on the left hand panel on the schedule screen, but also the display of the columns in Day Views.
Color Setup Subtab
The Color Setup tab is where you can control the display of the Episode Status colors that are used on the schedule. VetView's default colors will load on a new schedule, but you can change these to match your university's colors or your unit's unique colors. Or you can adjust them at the parent unit level, and then Inherit from Parent Unit, to keep them uniform within the larger hospital unit.
Text color can be adjusted to black or white to best appear against the selected color backgrounds.
The Schedule Image Key shows the current icons used by VetView on the schedule screen. On a time slot, mouse over the icons to see additional details.
Role Setup Subtab
The Role Setup subtab allows you to define this unit's schedule roles. Note that Schedule Roles are different from Hospital Roles; schedule roles are used simply to indicate what users are on the schedule for that day, and in what capacity. Schedule Roles can also be automatically added to appointments for that day, so this feature may be useful for DVM specific schedules or for block rotations.
Add New Role
Click on the Add button to create a new role. The Add/Edit Schedule Role window will appear.
| Field | Description |
|---|---|
| Role Name | The name of the role as it will appear in the drop down menus. |
| Role Abbreviation | The role as it will appear next to a user's name in the Personnel box on the schedule. |
| Active Flag | Whether this role is currently active or not. If a role is saved but not active, it cannot be added to the schedule. Roles cannot be deleted once they have been added to the schedule, so if a role will no longer be used, it should be set as inactive instead. |
| Employee Types | The employee types available to utilize this role. Multiple types can be selected - for example, the Nurse role may have both a Tech or Staff member, depending on how your hospital has its personnel sorted. Roles that are qualified as DVMs can also be marked as the possible Attending DVM on an appointment, which will automatically add those users as the attending on the Admission Screen when an appointment is scheduled. |
Reminder Setup Subtab
VetView can automatically send a schedule reminder to your clients with an appointment. Each reminder email can be customized for each unit, or you can Inherit from Parent and have the email settings pulled in from the larger hospital unit.
The email body section supports "placeholders" to pull in custom patient and client information.
Click on View Jon Settings & Logs to open the API job section for the schedule reminders.
Templates Subtab
Templates for schedules allow you to store and retrieve a day or week's settings on a per unit basis. While this feature was intended to be built and accessed from the Schedule screen itself, you can access and modify the temples while you are in the Schedule Setup screen.
Edit Template
This opens a small window to adjust the basic settings for the template: the name, and the schedule with which it is associated.
Preview Schedule Template
Click on the hourglass icon to load a window to view and modify the template. You can also open a PDF of the template from this window and print it out.
Click on the Add Time Slot button to add a new time slot. This time slot is the same time slot window from the schedule screen, and can be repeated across multiple days on the template.
Click on the Delete button to delete the entire template. You can also delete the template by clicking the red X on the Templates list. Deleting a template does not impact any current or future schedules; it simply makes the template unavailable to use going forward. If you delete a template by accident but still have a model day or model week set up on the live schedule, you can recreate a new template from the Schedule screen.
Templates do not store any patient, owner, or appointment information - they only store time slots and the personnel.
VetView Wiki Most recent releases of VetView: Version 4.2.5 Hotfix (Released 10/31/2024)
To see commonly used terms in VetView Hospital, please visit our Hospital Glossary of Terms.