User's Guide

Setup >> Surgery Scheduling

Follow these steps to setup surgery scheduling for the first time.

  1. Go to Setup >> Scheduling.

  2. For each location that allows surgery appointments, click Edit and select the Allow Surgery checkbox.

  3. If desired, select the Allow mobile destinations checkbox. This lets you track on the calendar where a truck's going to be on the day of a transport. (This does not affect the scheduling process, but may be useful otherwise.)

  4. Make sure your Species and Sub-Species are setup the way you want.

    Find these in the menu under Setup >> Options >> Species and Sub-Species, respectively.

  5. Go back to Setup >> Scheduling and click on Operating Capacity.

  6. For each of your surgery locations, and for each day of the week you're open, enter the number of hours available for surgery and the number of veterinarians working at the same time. (Simply enter the value and tab out of the field--values are saved automatically as you go.)

    The "hours available" refers to the length of time vets are actually in surgery. So, do not include check in and check out time.

    HS uses this to calculate percent open time on the calendar and for online booking.

    Note: this corresponds to HS3 point scheduling. Even if you didn't schedule by points in HS3, you must enter values here, but they don't have to be meaningful. (For instance, they can be all 1s across the board.)

  7. If desired, set count limits on sexes and species as appropriate. For example, you can limit the number of heavy female dogs each day or limit feral cats--whatever makes sense in your clinic.

    To edit values here, simply enter the value and tab out of the field. The value wil save and the page will refresh itself automatically.

  8. Go to Setup >> Items and Pricing >> Patient Profiles. If you've not done so before, click Build Default Profiles and confirm. You'll be able to tell if you've done this before if the list of profiles is empty.

    A patient profile represents a combination of attributes -- usually sex and species at minium, but may also include other attributes such as breed, weight, cryptorchid, and pregnant status.

    For example, a Male Cat is one kind of profile, a Female Heavy Dog is another one. Setting up patient profiles allows you to describe scheduling and pricing information for a type of patient.

  9. You can create patient profiles manually if you need to price different breeds differently, for example. Contact Pethealth Tech Support for help if needed.

  10. If time is a scheduling bottleneck in your clinic, or you scheduled by "points" in HS3, go to Setup >> Scheduling >> Appointment Profiles, and enter the minutes required for each kind of appointment.

    Note: Appointment profiles created by default are location-neutral. If you schedule minutes that are different for each location, you must enter those manually.

  11. If you've not done so before, go to Setup >> Scheduling >> Appointment Docs and link or create content for the four types of documents printed for appointments: Consent forms, Owner Check-in/Pre-op, Transport Check-in, and Check-out/Post Op.

    To develop new content, use the Custom Documents link shown below.