CLINIC HQ

7.2. Rescheduling Appointments

Spay, Neuter, Reschedule: How to Keep Your Appointments Purring Along…

There are two ways to reschedule a spay/neuter appointment. Rescheduling is contingent on whether you know the date of the appointment. It should be noted that with any reschedule, a new confirmation is sent to the client, and any deposit is transferred to the new appointment.

Rescheduling S/N, Basic Wellness, and Recheck Appointments

Rescheduling is used before the visit, such as when the owner says they cannot make it and needs to reschedule. You will not reschedule an appointment when the animal is declined for surgery. In this event of declining surgery, complete the visit and make a second new appointment.

Rescheduling When The Date is Known

  1. Click on the date on the calendar and hit the Appointment Changes button.
  2. Find the appointment you’d like to reschedule and click the Reschedule button.
  3. Select the new date, and click the Reschedule button.
  4. A new confirmation email is sent to the client with the updated date. The client will also need to sign a new e-consent form. This too will be emailed.

Rescheduling an Appointment When the Original Date is Unknown

  1. Go to Clients > Search Clients / Animals and search for the client or animal.
  2. Once you find the client, click the View button, then click the Appointments tab.
  3. Find the appointment and click Action > Reschedule button from here to reschedule.

Reschedule from client profile

Rescheduling Advanced Wellness Appointments

From the advanced wellness calendar, click on the appointment and select Action > Reschedule. Select a new date and time. A new confirmation is sent to the client, and any deposit is transferred to the new appointment.

Reschedule from advanced wellness calendar

Tip: Moving a wellness appointment to a different time/room for “today” will not send a reschedule email to the client.
If you move the appointment on a future date to a new room/time on the same calendar day the client will receive a rescheduled email.
If the future appointment is moved to the same exact time just a different room on the same day, the client will not receive the rescheduled email.

Rescheduling an Unconfirmed Appointment Request

If an appointment request is sitting in the Online Appointments queue and you need to edit the date, follow these steps:

  1. Open the Online Appointments (E-App) queue.
  2. Find the pending appointment request on either the S/N Appointments or Wellness Appointments tab.
  3. Click the green Confirm button.
  4. Select the correct owner and animal if they have previously been to your clinic.
  5. Change the date picker to the new desired appointment date. Optionally, add in a note.
  6. Make the appointment by choosing the corresponding Make Appointment for: buttons.

“What happens to the deposit if it’s rescheduled?”

The deposit will be moved to the new appointment date.

“Do they get an email if we reschedule?”

Yes, they get a new appointment confirmation with [RESCHEDULED] in the subject header.