Adding Appointments to the Short Notice List

Short Notice List allows practices to add patients to a list where they can then have their appointment moved forward if a sooner date becomes available.

You can add an appointment to the list in a few ways;

1. Booking an appointment that meets the criteria to produce a prompt to add the patient to the Short Notice List with the additional options of date preference, and additional notes. The 3 coloured icons can be used however you wish, i.e to prioritise patients or mark specific types of treatments, by default Blue is selected. (the meaning of the blue-red-green coding is for the Practice to decide)
Notes can be viewed by hovering over the note icon on the Short notice List. Click the note to edit it.

2. Right-click the appointment and select Add to short notice list:

To confirm, check the list by clicking on the Short Notice List icon or looking at the Short Notice List tab. If this option is greyed out then it's usually because the appointment is outside of the range specified in the settings (default 7-40 days into the future) or the appointment may already be on the Short Notice List.

3. You can add a patient appointment from the Cancels tab as well:

IMPORTANT: Family Cancellations do not currently have this option, and this option only appears if the Cancellation is within the configured period for "Remove cancelled and FTA appointments if they are not rebooked within [n] weeks".

Right-click the Cancel appointment and select Add to short notice list:

To confirm, check the list by clicking on the Short Notice List icon or looking at the Short Notice List tab.

Additional Features

Patients may know in advance that they are unable to accept Gap Offers for specific periods (for example, a patient may know that they can never accept an offer for Tuesday and Thursday appointments).

Rather than contacting patients for these periods, this feature enables practitioners to specify a patient's unavailable periods, and thereby prevent pointless automated communications with the patient.

When adding a patient to the Short Notice List practitioners specify a date, a date range or days of the week for which EXACT will not offer appointments.

This feature makes SMS Gap Offers more targeted and relevant, which enhances both the Short Notice List functionality and the patient experience of EXACT communications.

By reducing pointless Gap Offers this feature reduces practice SMS costs.

• Flexibility. The Prevent Short Notice List Offers dialogue enables users to specify calendar periods in multiple ways:

  A single date from a start time to an end time, a date range or the same days each week, where each weekday has a configurable period.

  

• Appointment restrictions can be opened, deleted and amended from records in the appointment book Short Notice List tab:

  Limitations:

• Users cannot update the patient current appointment preferences, which are displayed against a Patient's file under the recalls tab.

• There is no ability to edit an entry in the "Dates/Days to avoid list" - the user can only delete an incorrect entry and then create a new correct entry.