ADVANCED SCHEDULING - OVERVIEW OF CHANGES COMING AUGUST 2014

Transcription

1 ADVANCED SCHEDULING - OVERVIEW OF CHANGES COMING AUGUST 2014 Advanced Scheduling - Overview of Changes Coming August 2014 Page 1 of 14

2 TABLE OF CONTENTS Introduction... 3 PetPoint Versions - What Does Each Version Include?... 3 What Can the New Appointment Activities Options Be Set Up To Do?... 4 What Changes Have Taken Place on the Admin Options - Schedule Rules Screen?... 5 What Changes Have Taken Place Within the Appointment Creation Process?... 6 What Changes Have Taken Place Within the Schedule Reports?... 6 Changes to PetPoint Screens: Admin Setup... 7 Admin Options > Add/Edit Field Values... 7 Schedule Appointment Activity Types... 7 Admin Options > Schedule Rules... 8 Schedule Rules Tab... 8 Changes to PetPoint Screens: Schedule Module Appointment Subtype Selection Has Been Moved to the Appointment Details Tab Animal Tab - Ownership/Guardianship Check Box Appointment Details Appointment Activities Visual Calendar Visual Calendar Pop Up Filter Bar Appointment Information Appointment Overview Window Changes to PetPoint Screens: Reports Website Schedule: Detail Appointment Activities Schedule: Express Schedule: Extended Advanced Scheduling - Overview of Changes Coming August 2014 Page 2 of 14

3 INTRODUCTION PetPoint is proud to introduce enhancements to the schedule module that will be available to both Clinic Services and Advanced Productivity Suite clients. The changes outlined in this document are a part of the Advanced Schedule module, and will impact both Enterprise and non-enterprise clients that have purchased these add on suites. Another document outlines the updates for those organizations that use Basic Scheduling. Click here to access a.pdf file that contains information for the Basic Scheduling module. PETPOINT VERSIONS - WHAT DOES EACH VERSION INCLUDE? The Advanced Schedule module is a part of the paid for add on suites available to all PetPoint organizations. A chart outlining the schedule options as they exist for the different versions of PetPoint is shown below. Administrators may determine which option they currently have set up in their database by going to Admin Options > Add/Edit Company Info > Version. BASIC BASIC + ENTERPRISE ADVANCED ADVANCED + ENTERPRISE Schedule Appointments with Person Schedule Appointments with Animals Schedule Appointments with Agencies Visual Calendar Schedule Rules Search Filter Association by Type Entities by Type Calendar Rules by Type Calendar Rules by Subtype Appointment Activities Appointment Activity Statuses Builders: Schedule Tables Builders: Appointment Activity Tables *Advanced Scheduling is a part of the paid for add on suites Clinic Services & Advanced Productivity. Advanced Scheduling - Overview of Changes Coming August 2014 Page 3 of 14

4 WHAT CAN THE NEW APPOINTMENT ACTIVITIES OPTIONS BE SET UP TO DO? Appointment Activities are a new addition to any scheduled appointment that can be used for a variety of purposes, based on the suggested setup found in this document and by any additional uses your individual shelter may have for activities. Appointment Activities are added on the Appointment Details tab of an appointment. They are optional and you may add as many as needed. Enterprise users have the ability to schedule activities, non-enterprise users may only enter activities in a status of Completed. Example Activities: Training Appointments: Orientation Call/ , Vaccination Verification, Confirmation Call or Text, Post Class Survey Medical Appointments: Confirmation Call or Text, Estimate Generated, Print Consent Forms, Check In/Out Process, Post Appointment Follow Up Intake or Outcome Appointments: Confirmation Call or Text, Verify Space Available, Application Approval, Post Appointment Survey Follow Up and Reminder are both available to use without any additional setup to your database. PetPoint updates regarding this topic: 1. The Add/Edit Field Value screen has a new option to create Schedule Appointment Activity Types. 2. An Appointment Activity Details section has been added to the Appointment Details tab in the Schedule Module. 3. Appointment Activity Details have been added to the Reports Website report Schedule: Detail. Advanced Scheduling - Overview of Changes Coming August 2014 Page 4 of 14

5 WHAT CHANGES HAVE TAKEN PLACE ON THE ADMIN OPTIONS - SCHEDULE RULES SCREEN? We have also updated the setup of the Admin Options > Schedule Rules page to include a search for schedule rules, rules by category or subtype, first day of the week and required entities options. This enhancement allows administrators to search for previously created schedule rules and to see which rules have been set up prior to creating new rules, as well as new options such as rules by Schedule Subtype, First Day of Week, and Required Entities. PetPoint updates regarding this topic: 1. A Schedule Rules tab filter has been added to view and select rules that have been created and submitted. 2. Associations, Entities & Calendar Rules may be created for Schedule Types or Schedule Type/Subtype combinations. 3. Days of the Week checkboxes have been added to set Schedule Rules only for specific days. 4. A First Day of the Week selection can provide the calendar with a starting point when in week view. 5. Set rules for Person, Agency, and Animal records to define if they are allowed or required for each type of appointment. Advanced Scheduling - Overview of Changes Coming August 2014 Page 5 of 14

6 WHAT CHANGES HAVE TAKEN PLACE WITHIN THE APPOINTMENT CREATION PROCESS? Enhancements have been made to the screens used to create and edit appointments. 1. Appointment Subtype no longer needs to be selected before beginning the appointment creation process. 2. Ownership/Guardianship records can be created from an appointment with an animal and person record required. 3. The Visual Calendar will always open in a pop up window, and will remain open when you click Edit Appointment. 4. There is a new Association filter in the Visual Calendar window, that defines the names found in the Assigned To filter. 5. Additional appointment information can be seen on the Visual Calendar, such as Animal Name and Person Phone Number. 6. You can now copy from the fields in the Visual Calendar s Appointment Overview window. 7. There is a new Contract / Notes button in the Visual Calendar s Appointment Overview window. WHAT CHANGES HAVE TAKEN PLACE WITHIN THE SCHEDULE REPORTS? Enhancements have been made to the Reports Website options for the Schedule Module: 1. Schedule Detail report also now displays the animal s Type, Color, Gender, Age, Location & Sublocation. 2. Schedule Express report also now displays the animal s Type, Color, Gender, Age, Location & Sublocation. 3. Schedule Extended report also now displays the animal s Type, Gender, Age, Location & Sublocation. Advanced Scheduling - Overview of Changes Coming August 2014 Page 6 of 14

7 CHANGES TO PETPOINT SCREENS: ADMIN SETUP ADMIN OPTIONS > ADD/EDIT FIELD VALUES A new field value is present for Advanced Scheduling administrators, which will allow you to set up additional Appointment Activity Types. SCHEDULE APPOINTMENT ACTIVITY TYPES The new Field Value option will appear to Advanced Scheduling users. The list already contains two Not Customer Values options: Follow Up and Reminder. You may also add your own activity types. Enter the Field Value name and Order Number, then click the Add button. Advanced Scheduling - Overview of Changes Coming August 2014 Page 7 of 14

8 ADMIN OPTIONS > SCHEDULE RULES SCHEDULE RULES TAB The Schedule Rules tab has undergone changes that include a search for existing rules and new options that are available for each of the rules that are set. SEARCH FOR SCHEDULE RULES The Schedule Rules search can be submitted with the filters set to -- All --, or you may show only rules that are of a specific type, or type and subtype combination. The grid will display the Type, Subtype and Association for the sets of rules, and show a column of Person, Animal, and Agency record requirements for each type of appointment. Click the word Schedule on the row for the set of rules you would like to edit. CREATE NEW SCHEDULE RULES Create a new set of Schedule Rules by selecting a Type from the drop down list. Leave the Subtype set to --ALL-- to begin creating rules at the Schedule Type level. It is required that you set up the Rules for a Schedule Type before you are able to set up rules for Schedule Subtypes under that Type. Select the Assign to Association, Entities, and specify the default hours of operation, Default Duration, and First Day of Week that can be used for all Subtypes under that Schedule Type. Submit, then you may Create New Schedule Rules for Subtypes. Advanced Scheduling - Overview of Changes Coming August 2014 Page 8 of 14

9 ENTITIES For each set of rules, you may allow a Person Record, Animal Record or Agency Record to be included in the appointment. You may also set a Person, Animal or Agency to be required. A multi animal appointment can be created, unless the Only One checkbox is checked for this set of rules. CALENDAR RULES To create appointments on specific days of the week, check the box to the left of the day of the week. If you do not allow appointments on a specific day, leave the box unchecked. The From and To selections will be disabled if no appointments can be created for that day. Select the First Day of Week. This is the day that will display on the Visual Calendar in the week view. Advanced Scheduling - Overview of Changes Coming August 2014 Page 9 of 14

10 CHANGES TO PETPOINT SCREENS: SCHEDULE MODULE APPOINTMENT SUBTYPE SELECTION HAS BEEN MOVED TO THE APPOINTMENT DETAILS TAB All PetPoint users will notice that an appointment may be created from the Add Appointment or the Search/Edit Appointment screens without first selecting the Appointment Subtype, as before. Simply select the Type then click Create New. The Appointment Subtype is a required field and must be added on the Appointment Details tab, but will no longer be required to be selected before adding the Person, Animal or Agency records to the appointment. The Calendar Rules such as Hours of Operation and Default Duration may be set by Subtype, and will be applied to the appointment details upon selecting the Subtype. ANIMAL TAB - OWNERSHIP/GUARDIANSHIP CHECK BOX The Create Ownership/Guardianship checkbox will automatically be selected, but can be unselected manually, if the appointment type has both a person and animal record required and if the animal is currently inactive. Advanced Scheduling - Overview of Changes Coming August 2014 Page 10 of 14

11 APPOINTMENT DETAILS The new Appointment Activity Details section is available on the Appointment Details tab of any new or existing appointment. APPOINTMENT ACTIVITIES Appointment activities are optional and can be added to any new appointment by any user with Schedule access. An appointment activity can be added to an existing appointment by a user who has Schedule Power User, Schedule Manager, or Admin access when the appointment is in any status including Completed. In addition, only Schedule Power Users, Managers and Admins may update an appointment activity. Fields Available for Appointment Activities: Appointment Activity Type - Populated from Add/Edit Field Value "Schedule Appointment Activity Type" Activity Status - contains the status options of Pending, Scheduled, Completed, and Cancelled for Enterprise clients. o For Professional clients, the Status will be defaulted to Completed (and unchangeable). Status Date/Time Method - select the optional method list that contains In Person, Phone, , Text, and Mail. Assigned To - contains users with the Assign To Association from Admin Options > Schedule Rules. Notes - type your own notes, or select from the available notes templates from Admin Options > Schedule Rules. Click Override to include only the selected template in the notes section, click Append. At the bottom of this section are the buttons to: Clear - Clears the Appointment Activity Details Save - Saves changes to a selected Appointment Activity Add Activity / Update Activity - Adds or Updates and closes the Appointment Activity and updates the grid of existing Appointment Activities. Delete - available in the grid of existing Appointment Activities. Only Schedule Managers and Administrators may delete Activities. Advanced Scheduling - Overview of Changes Coming August 2014 Page 11 of 14

12 VISUAL CALENDAR The Visual Calendar updates provide you with enhancements such as more information in the timeline/list view, details added to the appointment window that appears when you hover over an existing appointment, and additional options in the Appointment Overview window. VISUAL CALENDAR POP UP The Visual Calendar will now appear in a pop up window, whether you select it from the menu options or from the button on the Summary tab of an appointment. In addition, it will remain open when an appointment is selected and you click the Edit Appointment button. The main screen will show the appointment details to be edited, but the pop up will be available as another window so that you may refer back to it if needed. FILTER BAR The filter bar can show all appointments that have an Assigned To person within the selected association. Or you may further define the specific Assigned To person, which you may select after selecting the association, and apply the filter to show only appointments that have been assigned to one person. APPOINTMENT INFORMATION With this release, more information from the appointment can be seen within the visual calendar. Depending on the size of the appointment block, you may see these details directly on the screen or by hovering over the appointment. The new appointment details include: Animal Name Person Primary Phone Number Agency Member Phone Number Advanced Scheduling - Overview of Changes Coming August 2014 Page 12 of 14

13 Also, the Appointment Status has been added to the Timeline/List view of the Visual Calendar. APPOINTMENT OVERVIEW WINDOW Open the Appointment Overview window by double clicking on an appointment. Additional appointment information has been added to this window, and although this information is read only, you may highlight and copy and of the values from the window now if needed. A Contract / Notes button will pull up, in an additional pop up window, the Contract (or Multi Animal Contract, if it exists) for the appointment. The Contract includes any Notes that have been added to the Appointment Details tab. Advanced Scheduling - Overview of Changes Coming August 2014 Page 13 of 14

14 CHANGES TO PETPOINT SCREENS: REPORTS WEBSITE SCHEDULE: DETAIL The Schedule: Detail report has had Animal Type, Gender, Age, Color, Location & Sublocation added to the details. APPOINTMENT ACTIVITIES The Schedule: Details report has been updated to include a new parameter to Hide or Show Appointment Activities. SCHEDULE: EXPRESS The Schedule: Express report has had the following details added to the output: SCHEDULE: EXTENDED The Schedule: Extended report has had the following details added to the output: Advanced Scheduling - Overview of Changes Coming August 2014 Page 14 of 14