How do I add or remove clinicians or calendars for online booking?

Setting up Clinicians or Calendars

This article will walk you through the process of setting up a clinician or calendar for online booking through your Vetstoria account.

1. Log into your Vetstoria Account and go to Settings.
   
   
2. Under Configurations, select Clinicians.
   
   
   
3. Clicking on the 'Retrieve {PMS} calendars' button will syncronise Vetstoria with all the calendars on your PMS. This will retrieve any new calendars and update calendars that have already been retrieved. Instead of all clinicians loading onto the screen, clinicians populates within the calendar dropdown. You can select which clinician you wish to add onto the platform from the calendar dropdown. This allows you to keep your screens concise and efficient.
   
   
4. In the case of: 

• Calendar(s) not displayed in the calendar dropdown? Click the retrieve calendars button
• Update calendars in calendar dropdown? Click the retrieve calendars button

Once you have retrieved or updated your calendars, you can then add them to your view.

5. You will then have to configure each calendar as follows:

• Name Displayed to Clients & Branches
  Enter the name of the vet/room as you would want your clients to see on the online booking tool then select the applicable branch.
  This can be left blank to use the PMS name.
• Excluded Appointment Types
  Exclude any appointment types for this vet/room.
• Excluded Species
  Exclude any species for this vet/room. i.e Some vet's may prefer not to see reptiles.
• Internal
  Calendars toggled as Yes for internal use only show availability when you use the 'Schedule Appointment' button to book on behalf of the Pet Owner.
  More information can be obtained in this article:  How do I Schedule an Appointment on Behalf of a Client?
• 

6. Click Save Changes.

How do I delete a calendar/clinician?

A delete button will displayed for each calendar that has been added to the calendar view. Clicking on the delete button will move the calendar from the calendar view to the calendar dropdown.

To avoid mishaps, the delete button is disabled when a branch is assigned to the calendar. Simply unassign the branch to delete the calendar from the calendar view. A tooltip on the disabled delete button is displayed on hover to support users on this.

I have updated Clinicians on my PMS, what do I do?

If a new clinician joins your clinic or a clinician leaves you will have to make the following adjustments on your Vetstoria platform:

1. In your clinician's screen, click on the 'Retrieve {PMS} calendars' to synchronize the availability of your new clinicians. 
2. ADD the branch of the new clinician and set the branch of clinician that no longer consults at the clinic to Not Assigned so that it will reflect on Vetstoria. 
3. Click Save Changes.

If you wish to configure your calendars to accommodate a Multi-Clinician per calendar ( RxWorks, Teleos, EzVetPro and Cornerstone ONLY), please refer to the following article:

How do I configure a Multi-Clinician per calendar for online booking on Vetstoria?

How do I remove clinicians?

Please refer the following steps in order to remove the clinicians.

1.  Follow the instruction as per Step 1 and 2  on the very top of the article to log in to the Vetstoria account and open up the configuration screen.

2.  Once you are on the "Clinicians" screen, click on the drop-down which displays the list of branches against the calendar and select "Not assigned" from the drop-down list.

3.  Click Save Changes.

How do I know if a calendar was deleted from the PMS?

Initially a delete button will be displayed for calendars deleted from the PMS. Now, a warning icon will be displayed with a tooltip on hover to support the user signifying that the calendar has been deleted from the PMS. On deletion, this calendar will be removed from the calendar view as well as the calendar dropdown. 

Presenting calendars in related areas

The following sections will display all calendars that have been added to calendar view (whether a branch is assigned or not)

Slot Exclusions > Applicable Calendars

Digital Marketing > Applicable Calendars

Appointment Types > Custom Duration > Clinicians

The following sections will only display calendars that have been added to the calendar view which have been assigned a branch.

Holidays > Clinicians

Status of existing calendars

Do I have to manually delete all the calendars that irrelevant for the clinic? 

My clinic has 1000+ calendars, wouldn’t it take a long time load initially until I delete all irrelevant calendars? 

The answer to the above two questions is no. To make it easier for all our customers, all calendars that have not been assigned a branch have been automatically been moved to the calendar dropdown which means loading it for the first time will be a lot faster.

If you have any questions or if you need further help, please login to Vetstoria to chat with our team or use the Contact Support form linked at the top of this page.