Notify patients of appointment availability earlier than their current appointment booking by adding them to your Short Notice List.

Using the Short Notice List

This feature can be accessed via Administration - Short Notice List, the Appointment Book tab, and the Short Notice workspace option.

The Patient column and Appointment column fields are connected to other functionality in EXACT.

• Click the Patient name to open the Patient Details tab.
• Click the Appointment date/time to open the Edit Appointment window.

💡Tip: Patients must reply to a Short Notice SMS on the same day to receive a response (confirmation, gap gone or have any movement over the original appointment). In this case, as no response will be generated you may wish to manually respond to patients, making them aware no action has been taken due to the delay in response from the patient.

Short Notice List Prioritisation

By default, the appointments displayed in the Short Notice List tab below the Appointment Book are prioritised as follows:

1. Booking date.
   ⚠️Note: Within a date, there is no prioritisation by time; therefore, if 10 patients are booked on 1st August, there is no means for practitioners to further prioritise the ordering of those 10 patients. They will, however, be prioritised over patients who are booked on 2nd August.
2. Cancelled Short Notice List appointments.
3. Failed To Attend (FTA) appointments (if the Automatically add to FTA setting is on).

Showing two appointments for one patient

A maximum of two appointments will display at a time when adding multiple Short Notice List appointments to the list. This provides users with the option to book one appointment ahead of another, if no sequence issue exists and shows them both appointments so that they can make this judgement call.

💡Tip: Click and drag the Short Notice List entry to an available gap in your appointment book.

Dynamic Changes to a List of Patient Appointments on the Short Notice List

The Short Notice List tab displays patient appointments changes dynamically.

• Two patients are listed, and a gap becomes available.
  
• They will both offered a single gap, at this point they are both removed from the list, pending an response.
  
• One patient responds YES which is then confirmed by the practice, one Short Notice opportunity is booked and removed from the SNL while the second patient is re-listed.
  

Removing Gap Appointments

Right-click an appointment and select Remove from short notice list to remove them from the Short Notice list.

💡Tip: If a patient has multiple appointments, you will be prompted to remove the select appointment or all appointments.

You can also remove the appointments from the Short Notice List while hovering over the appointments within the appointment book by clicking Remove Patient from List.

The "Do not contact" Filter

This list includes Patients who have been removed from the Short Notice List. This is to cater for the scenario where someone was removed in error enabling you to see which patients have been removed, and manually add them back to the Short Notice List, if necessary.

Circumstances where patients have been set to Do not contact:

• Explicitly chosen Don't Contact for X days:

  

• A gap has already been offered to the patient today and Utilisation Manager is waiting for a response from the patient.

• A configurable setting where More than X number of days offered in Y Days

Additional Information

🔗 Fill Appointment Book Gaps Using the Short Notice List

🔗 Matching SMS Replies to Short Notice List Opportunities