Short Notice List is a place to keep a list of patients who could possibly have their appointment moved forward if a sooner date becomes available.
Please Note: You will need to have the Short Notice list configured to be able to use the feature. If you need to do this, see the help article, Setting up the Short Notice List.
Adding appointments to the list
There are different ways to add appointment to the short notice list, this allows you to add the appointment at different stages during the booking, these are,
Booking an appointment
During the process of booking an appointment that meets the configured criteria, you will be be prompted about the Short Notice List.
The prompt gives you to option to select one of three coloured notes icons and add notes if required. Blue is the defaulted colour, however, these have no direct meaning, allowing you to use how you see fit.
From the appointment book
When the appointment has already been made and you wish to add the appointment to the Short Notice List, right-click the appointment then select Add to short notice list.
|Tip: If this menu option is not displayed or is greyed out, this is usually because the appointment is outside of the specified range or the appointment may already be on the Short Notice List.|
You can add a patient appointment from the Cancels tab and while cancelling an appointment.
|Important: 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.
- Open the Cancels tab on your Appointment Book.
- Right-click the Appointment/Patient.
- Select Add to short notice list.
- Complete the notes in the prompt.
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,
- 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.
- Entering the information as required.
Tip: For multiple entries, add one then select +1 to add more.
- 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.|