The Short Notice List is perfect if you have patients who may want to be seen earlier than their current appointment.

This feature can be accessed from the Appointment Book tab, a workspace icon or the menus (Administration - Short Notice List).

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

1. Booking date.
   

   Please Note: However that within a date there is no prioritisation by Time. So if 10 patients are booked on 1 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 2 August.

2. Cancelled Short Notice List appointments.
3. Failed To Attend (FTA) appointments (if the Automatically add to FTA setting is on).

The Patient column and Appointment column fields are linked to other ares of EXACT.

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

• Filling Gaps from the Appointment Book
• Showing two appointments for one patient
• The "Do not contact" filter
• Manually Matching SMS Replies from Patients
• Incorrect Keyword Reply to a Short Notice Gap SMS

Filling Gaps from the Appointment Book

1. In the Appointment Book you hover your mouse over an available gap that is within the Short Notice Period (maximum of 5 days ahead), and
2. At least one patient in the Short Notice List meets the criteria to be suitable for that gap. (i.e appointment length fits and the appointment is with same provider)

There is a Gap

There is a gap in this Clinic:

To fill Appointment Book Gaps with Short Notice List patients

1. Hover your mouse cursor directly over this Gap icon to display a detailed tooltip.
   
   The tooltip lists patients from the Short Notice List who fulfil the criteria to be suitable for the gap.
   
2. By default, all appointments are checked (ticked), and will be sent when you click the Send SMS button. If you do not want to SMS any of these patients, click the "tick" to toggle it to an unchecked box.
   
   

   Please Note: The toggled state holds only for this mouseover event, so if you move your cursor away and then again mouseover the Fill Gap icon, all appointments will again be ticked.

3. To stop an appointment being available, or to postpone the appointment's availability.
   
4. Click the Send SMS button to SMS the ticked (checked) patients.
   
   EXACT will SMS them at the configurable default interval (default of 5 mins apart) specified at bottom left of the tooltip.
   

Showing two appointments for one patient

If you add multiple Short Notice List appointments to this list for one Patient, a maximum of two will show at a time. This provides users with the option of booking one appointment ahead of another if no sequence issue exists and shows them both appointments so that they can make this judgement call.

Drag and Drop option:

Dynamic changes to list of patient appointments on the Short Notice List tab

The Short Notice List Tab display of patient appointments changes dynamically.

Two patients are listed, and a gap becomes available.

When they are both offered a single gap, they are both removed from the list, pending an answer.

One answers YES and this is confirmed, so that one is booked and removed from the SNL, and the other is re-listed.

Removing Gap Appointments

Right-click the appointment and select Remove from short notice list, If the patient has multiple appointments, you will be prompted:

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 - the site can see whom they have marked as Removed, and manually add them back to the Short Notice List if necessary.

Patients who have been offered a gap are temporarily hidden to the system so that EXACT does not confuse them with further offers, so they do not show in this list.

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

Manually Matching SMS Replies from Patients

EXACT cannot automatically process SMS replies from patients when the patient keywords do not match the keywords specified in the originating practice SMS notification.

In this case, EXACT cannot interpret the reply as it contains more characters and words than what was asked ("BOOK"), so a user needs to consider Andrew's incoming reply and match it to a particular SMS that was sent to Andrew within the last 30 days.

Incorrect Keyword Reply to a Short Notice Gap SMS

Scenario: A patient replies to a Short Notice Gap SMS with the incorrect keyword, so EXACT is unable to match the reply to the original SMS.

A user must now manually match the reply to one of the SMS notifications sent to the patient.

If the user is successful, EXACT will process the match as if it is a valid incoming SMS reply.

1. Open the SMS Replies screen

   

2. Select the appropriate SMS, and click the Match Reply button:

   

3. Check the patient response (in this example, "Books").

   Look at each listed SMS, read its information, look at its specified keyword/s then come to a decision - "Is this the SMS to which this patient replied?".

   When you identify the correct SMS, click to select it and then click the Continue button.

   If none match, optionally click "Reply to..." to SMS the patient for clarification.

   When you click Continue after confirming, you will see a Short Notice Gap Reply screen.

   In this example, the Gap is still available:

   

   If EXACT is configured for it, when you Book the appointment, EXACT will automatically send a confirmation SMS to the patient.
   To check (optional): Checking that Confirmation notices have been sent, received, acted upon

   In this example, the Gap is gone (has been booked by another patient):

   

   When you click OK, EXACT will automatically send a "Gap Gone" SMS to the patient.
   To check that a notice has been sent (optional): Checking that Gap Gone (no longer available) notices have been sent