Short Notice List is a place to keep a list of patients who could have their appointment moved forward if a sooner date becomes available.

⚠️Note: The Short Notice List must be configured to use this feature.

🔗 Configuring The Short Notice List.

Adding Patient Appointment to the Short Notice List

Appointments can be added to the Short Notice List in several different ways, enabling you to add appointments to the list at different stages during the booking. These areas include;

• Booking an Appointment
• Appointment Book
• Cancels Tab

When an appointment matches the configured criteria, the Short Notice List prompt will open, with options of:

• Provider Preference, choose between the booked appointment provider (Only XX) OR if the patient is happy to be treated by and dentist, select Any available dentist.
• Appointment Preferences, tick any days that the patient has a preference to be seen or leave empty if the patient has no preference. You can also set a time frame that is better suited to the patient's availability.
• + Dates patient can't attend, selecting this will expand your options to set a date range that the patient is unable to attend appointments.
• This section includes a Notes option to add information applicable to the Short Notice List entry, as well as three coloured note icons, the default is blue.
  💡Tip: The coloured note icons have no direct meaning in EXACT. Therefore you can assign whatever meaning you feel is applicable to your practice.
  

Booking an Appointment

If an appointment meets the configured criteria during the booking process, the Short Notice List prompt will open.

Appointment Book

Right-click an existing appointment booking, and then select Add to Short Notice List to open the Short Notice List prompt.

💡Tip: If the Add to Short Notice List menu option is not displayed, or you are unable to click it, this is usually because the appointment is outside of the specified range or the appointment may already be on the Short Notice List.

Cancels Tab

You can add a patient appointment from the Cancels tab and while cancelling an appointment.

⚠️Note: Family Appointment cancellations do not currently have this option.
This option will only appear if the Cancellation is within the configured period for "Remove cancelled and FTA appointments if they are not rebooked within [n] weeks" setting.

1. Open the Cancels tab on your Appointment Book.
2. Right-click the Appointment/Patient.
3. Select Add to Short Notice List.
4. Add the required information.

When cancelling the appointment, you have the option to add to Short Notice List.

💡Tip: You can view notes by hovering over the notes icon in the Short Notice List tab.

Date(s) the patient cannot attend

Specific days, dates and date ranges can be added to a short notice list appointment if a patient knows they will be unable to attend the practice. For example, if a patient is always busy on Mondays and Fridays, this can be set so they will not be offered spaces on these days.

To add this information to a short notice list appointment,

1. Click the + on the short notice list window to open the Prevent Short Notice Offers window.
   This can be entered while creating the entry or by clicking on the notes icon in an existing entry.
2. Entering the information as required.
   💡Tip: For multiple entries, add one then select +1 to add more.
3. This will then be visible through the notes on the entry in the Short Notice List.

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.

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.

💡Tip: To edit or make changes to cannot attend days/dates, delete the entry, adding again with the amendments.