General settings – appointment settings

The General Settings area of IDEXX Animana allows you to configure the basics of your practice. Only the administrator of your account can adjust the general settings. One of the most important things for your practice is the design of your appointments.

Appointment types

Settings > General Settings > Appointment types

For each appointment type you can set a default duration. When you create an appointment, you can choose an appointment type for the appointment.

Adding new appointment types

To add a new appointment type, click the + icon at the bottom of the list. You will be asked to enter details for this appointment type.

Description Give this appointment type a name.
Minutes Enter a default time for this appointment type. When adding this appointment type to an appointment , you can always manually override the default time.
Sequence The type sequence determines the order in which the types are sorted when shown in the appointment. Types with lower numbers are shown first.
Without status If this option is selected, an appointment with this appointment type will show the colour it has been given (see next field explanation). You could use this option for appointment types such as “meeting”, “lunch break” or “general notes”.
Colour Choose which colour you would like to give appointments of this type. When selecting a certain appointment type for an appointment, it will have the colour you give it here. Note: the colour will show only if you activate this option in the appointment group.

Editing appointment types

To edit a type, click the appropriate row in the list of appointment types. Make your desired changes and click save to confirm the changes (or back to cancel).

To delete an entire appointment type, click the recycle bin icon on the appropriate row. You will be asked to confirm your choice.

Appointment Columns

Settings > General Settings > Appointment Columns

You can create your own appointment columns in your Animana account. For example, you can create columns based on the (examination) rooms in your practice or based on your employees. They are shown as columns.

Adding new Appointment Columns

To add a new appointment column, click the + icon at the bottom of the list. You will be asked to enter details for this appointment column.

Name Enter a name for the new appointment column.
Sequence Enter a sequence number. This number will determine the position of this particular column. A low number will show this column sooner (more to the left).
Availability You may assign default availabilities for each appointment column. For example, if this column relates to an employee you could enter their work hours.
Add availability To add an availability, click add row at the bottom of the list. A row will be added and you can enter the desired start time, end time, and the day(s) of availability for this appointment column.

Note that for more sophisticated schedules you can add multiple available times – just click add row for each time slot. Make sure to either add a start time and end time for “everyday” OR to add a start time and end time for each day separately. If you do both, you will have a conflict in the Online Appointment Booking.

Once you are happy with the appointment column settings, click save to confirm (or back to cancel).

Editing Appointment Columns

To edit a column, click the appropriate row in the list of appointment columns. Make your desired changes and click save to confirm the changes (or back to cancel).

To delete an entire appointment column, click the recycle bin icon behind it. The system will allow you to choose a different (existing) appointment column to move the current appointments to. Confirm with save.

Appointment Groups

Settings > General Settings > Appointment Groups

Appointment groups allow you to create groups of appointment columns. Appointment groups are shown as tabs. For example, you could create appointment groups based on practice locations (branches) or based on the animals you treat (livestock/companion animals). Next, you can include appointment columns for employees based at that location or for rooms at that location. It is also possible to stay with one appointment group.

Note: appointment columns can be assigned to multiple appointment groups.

Adding new appointment groups

To add a new appointment group click the + icon at the bottom of the list. Enter the details for this appointment group.

Name Enter the name of the appointment group you are creating. The name will appear in the top row of tabs.
Sequence Enter a sequence number. The lower the number the more to the left this particular appointment group will appear as a tab.
Interval Select the default interval between appointments.
Start Set the time that you want this appointment group to start.
End Select the time that you want this appointment group to end.
Display client address If you select this option the address of the client will be shown in the appointment pop-up.
Display client phone If you select this option the phone number(s) of the client will be shown in the appointment pop-up.
Display category colours If you select this option the colours you have selected for an appointment type will be shown. If you leave this option unselected, all appointments in this appointment group will have the same colour at first, thereby displaying their status as ‘open’. When a client enters the waiting room, the status of the appointment can be manually set to ‘present’. Once the consultation starts, the status of the appointment can be manually set to ‘in process’. There is also a status for ‘invoiced’, ‘done’, and ‘no show’. All status settings have their own colour. Using the status settings allow you to gain a quick overview of your appointments and tell you instantly which consultations have been completed, which did not show, which are present, which are in process and which have been invoiced.
Appointment columns If you select this option every available appointment column will be shown in this appointment group. In the overview you will see checkboxes for each separate appointment column in the left column. When you check or uncheck the appointment columns and click on update you will alter the appointment columns shown in the appointment group. This is sometimes used for livestock practices. If you do not select this option, you can manually add appointment columns to your appointment group (see Adding appointment columns to appointment groups (below).

Once you are happy with the appointment group settings, click save to confirm (or back to cancel). You will return to the overview of appointment groups.

Adding appointment columns to appointment groups

You will need to decide which appointment columns you would like each appointment group to show. Open an existing appointment group by clicking the pencil icon. At the bottom of the new screen you can now appoint appointment columns to this appointment group. Select an existing appointment column in the drop-down that you wish to appoint to this appointment group and click on add. Repeat this for all the appointment columns that you want to include in this appointment group. Confirm with save.

Removing appointment columns from appointment groups

You can remove an appointment column from an appointment group as follows. Open the appointment group in question from the overview by clicking the pencil icon behind it.

Next to “appointment columns” you will see which ones are currently assigned to this appointment group. To remove one of the appointment columns from an appointment group, click the recycle bin icon next to the appointment column you wish to remove. Confirm with save.

Removing appointment groups

To delete an appointment group click the recycle bin icon next to it in the overview. Confirm with ok.

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