Here are step by step instructions on how to set your HQ calendar up for your vaccine clinic.
Step 1: Make sure the day is open on the spay/neuter calendar. If it is not, open the day and set your capacity for 0 for spay/neuters on that date. That way, no one will be able to schedule a spay/neuter appointment online on that date.
Step 2: Go to the Wellness calendar and see what is setup for your “rooms.” If you don’t see any rooms there on the calendar, go to step 3. If you do see a room that will work for you, skip step 3.
Step 3. Click https://clinichq.com/app#/settings/wellness, and then the Rooms tab. Click Add New button. Follow the prompts to Add a Room such as Vax Clinic. The start and end times here are the start and end times of your vaccine clinic. If you have multiple start and end times for various vaccine clinics, you will set it to the widest range say 9 – 5 pm. Then on the actual day you’ll block out times that vary.
Wellness RoomsStep 4: Next, still in https://clinichq.com/app#/settings/wellness, click Appointment Types tab, click Add New and set up an appointment type for the vaccine clinic, perhaps called Vaccine Clinic. Note, this is client facing online so you’ll want to make it something that your clients will understand. The description is also client facing.
More about setting the duration of the appointments
Let’s say your vaccine clinic runs 9 -1 pm, that’s four hours. Let’s do some math to figure out how many appointments are reasonable doing this time. There are sixty minutes in an hour. So 60 times 4 = 240 minutes. If you’re doing a drive through vaccine clinic (which we highly recommend), we have found through testing at our own vaccine clinics, that about 2.5 minutes is the average length of an appointment slot. so 240 minutes divided by 2.5 minutes gives us 96 appointments. This is what could reasonably be accomplished with a veterinarian, two techs and two admin people. Let’s say though that you wanted to do a large vaccine clinic and perhaps you have three teams. You would setup one room for each team, which would give you 288 appointments.
This value is the “Duration” of the appointments.
Step 5: Now go to the Wellness calendar which will default to the current date. Scroll to the first date on the calendar where you see the vaccine clinic. By default the vaccine clinic will be open on all days your spay/neuter clinic is open. Generally, this is not how most clinics operate. So what you’ll do now is to click in the first time slot, of the first wellness open day. A pop up will come up which asks you to close the time slot. What you’ll do is input the time frame of your vaccine clinic (say 9-5 and elect to close all days).
Close vaccine clinic day or time slotStep 6: Now you’ll go to just the day your vaccine clinic will be open, click where it says “Closed” and click Delete. That deletes just this closed block for this day.
Delete BlockNow that you have all these components in place, it’s time to go to https://clinichq.com/app#/settings/online-preferences, click Preview in new tab link and give your e-form a test to see if the schedule is set correctly.
Note: If you delete the closed block but it still says closed, that means the day is closed on your spay/neuter calendar. You will go to the spay/neuter calendar, open the day, and change your capacities to 0 for that date.
