Receptionist User Guide - Merlin V3

This article helps you understand how MATCHED, PARTIALLY MATCHED and UNMATCHED appointments appear in Merlin V3.

Tip: We recommend downloading the PDF attached at the bottom of this page for easier navigation and reference.

*The matching process scans all phone number and email address fields within Merlin client files across the region to which the clinic belongs to.

Note: The background color does not determine if it's a matched or an unmatched appointment. The colors are what the clinics have set up for each appointment type.

Section 1:  Registering a new client and patient

When a pet parent books an appointment for a new client and patient that has not visited the clinic before, the appointment goes as unmatched and would need to be registered in by doing the following:

1. Double-click the appointment on the schedule

2. Click "Yes" on the follow-up pop-up

3. Click ‘Register as a New Client’

4. Register the new client and patient as per the new client form in your email inbox (if configured) or register their details per the note on the appointment entry in Merlin. 

Registering new clients and patients on Merlin.

For a new client and patient record, the following fields will be populated by Vetstoria:

Client record creation:

• First Name - (Name) entered on Vetstoria

• Surname - (Name) entered on Vetstoria

• Category - Companion Animal (default value)

• Personal Mob. - (Number) entered on Vetstoria

• Personal Email - (Email) entered on Vetstoria

• Site - (Branch) selected on Vetstoria

Patient record creation:

• Patient Category - Small Animal (default value)

• Name - (Pet Name) entered on Vetstoria

• Species - (Mapped Species Name) configured on Vetstoria

Note: The species will be populated given that the species in Vetstoria are mapped with Merlin species. See the article below if it has been configured already.

Species Sync & Mapping - Merlin V3

The following fields are captured on the New Client Form on Vetstoria, and can be filled out to register the following mandatory fields for new clients and patients on Merlin:

Client Fields

• Address

• Town

• Postcode

Patient Fields

• Breed

How to enable the New Client Form - Mandatory / Optional

Section 02 - Merging an unmatched appointment when multiple duplicate client files are found

In certain instances, Merlin may detect that there are multile client files associated with the same emaill or phone number, giving you the option to merge the files. Given below are steps on how you can do this: 

1. Double-click the appointment on the schedule

2. Click "Yes" on the follow-up pop-up

3. Select the correct client and patient file and click on Merge to the selected Client and Patient.

4.The appointment will now be merged, and the appointment entry will now be switched to a matched appointment (I.e. the breed of the specie will be displayed)

Section 03 - Registering a new patient for an existing client

When a pet parent books an appointment for a new patient that has not visited the clinic before, the appointment goes as a partially matched one and would need to be registered in by doing the following: 

1. Double-click the appointment on the schedule.

2. The ‘Treatment’ window pops up. Click on ‘Patient Details’.

3. You can create the patient record now. The Breed information can be obtained from the New Client Form (once enabled), and click on Save; the remaining information can be entered once the patient visits the clinic.

Future Updates

Future improvements include mapping between the Address fields in Vetstoria booking to the Merlin address fields. See the mapping fields below.

1. Address line 1 (Vetstoria) = Address: Line 1 (Merlin)

2. Address line 2 optional (Vetstoria) = Address: Line 2 (Merlin)

3. City (Vetstoria) = Town (Merlin)

4. Postcode (Vetstoria) = Postcode (Merlin)

We anticipate rolling out this improvement during early June.

For any questions or queries, or if you need further help, please use the Contact Support form linked at the top of this page, or the chat function in the corner of your screen to contact our support teams.

Click below to download a PDF