When booking appointments and events in PPS you have the option to assign specific Appointment Types to each booking. These allow you to define the nature of the booking, control what charges will be raised upon completion, and set a particular correspondence to be sent out at the time of booking, as a reminder, or as a follow-up to that type of appointment.
a. To begin creating or modifying Appointment Types head to Tools > Look Up Tables. Double click the Appointment Types option or select and choose Open.
b. Here you will find a list of any current Appointment Types you have set up. To add a new Type choose Add in the bottom corner or select an existing entry and choose Modify.
c. When in the Add or Modify screen you will be presented with a series of options that will allow you to configure your Appointment Type.
Appointment Type - First, give the type a name. This is how it will appear when booking in the appointment.
Category - Here you can assign the type to a category which you can use to report on groups of Appointment Types. The criteria for this when reporting is "Appt.Category (Appt Type)"
Reporting Group - Use this field to further categorise the type for reporting. The criteria for this field when reporting is "Appt Type - Initial/Follow Up/Discharge"
Type - Here you'll need to determine whether this type should be available for Appointments or Events. It cannot be both.
Default Charge Code - If you have a charge that should be raised every time an appointment of this type is completed then set this here. The charge will need to have been set up beforehand. Find information on setting up charges here: Standard Charges & Stock Items
Booking Template/Appointment Reminder - PPS can send one confirmation/reminder template for all appointments booked in or can have specific templates for each appointment type which you can choose here. Find out more about confirmations and reminders here: Appointment Booking Confirmations and Reminders.
Follow-Ups - If you'd like to send correspondence to anyone booked in for this type after is occurs then choose this here. Select the follow-up template and how long after the appointment it should be scheduled for.
Default Appointment Duration - Set how long the appointment should be here. You will be prompted to change the duration of the appointment when booking if this differs from the standard diary slot duration.
Consultation Notes - If a particular Custom Form should be filled out during this appointment then select it here. This form will appear at the top of the forms list when selecting one and you will be prompted to fill the form in when existing the appointment's consultation if you have not already done so.
Highlight Colour - Choose a colour here to make it easier to spot the different Types when viewing the diary.
Active - Mark the Type as Active/Inactive here. Inactive Type cannot be booked.
d. Clicking the More button and the bottom of the screen will reveal some additional settings for this Appointment Type
The top of this screen contains settings for Online Booking and Pronto.
Diary Filters - If this Appointment Type is only available for appointments with particular Diary Users or at particular locations then choose these here. In the example above this Appointment Type will not be available when booking appointments with Sue Khan or for anyone at Clinic A.
e. When you're happy with the settings choose Save. You can now select the Appointment Type when booking in appointments with the relevant Diary Users at the selected locations.