Visit and Appointment Types

A visit/appointment type is the kind of work being booked — a vaccination, a consultation, a spay. It is not just a label on the calendar. The type decides which staff can take the booking and how long the slot is by default.

That makes this one of the first things to set up, and the usual explanation when a colleague cannot be found on the appointment form.

Where to Find This Section

1. Open Clinic Admin.
2. Go to Definitions → Visit/Appointment Types.

Manage visit/appointment types and their associated users.

How to Add One

1. Open Visit/Appointment Types → Add Visit Type.
2. Fill in the details.
3. Select the staff who can work with it.
4. Save.

Form Fields

Add Visit Type

Add a new visit/appointment type to your clinic.

Name

Vaccination

Category

Vaccinations

Duration (Minutes)

20

Color

#0F6B5C

Description

Save

Four fields are required: Name, Category, Duration (Minutes) and Color.

Field	Notes
Name	What your team will pick on the appointment form
Category	The kind of work this is. See below
Duration (Minutes)	The default slot length. Choosing this type on an appointment fills the duration with it, and it can still be changed for a single booking
Color	How the appointment is shown on the calendar
Description	Optional, for your team

Category

Every type belongs to one category: Consultations & Exams, Vaccinations, Medical Procedures, Imaging Diagnostics, Spay & Neuter, Grooming, Boarding, Euthanasia or Other.

The category is fixed by Veterian; the types inside it are yours. A clinic will usually create several types under one category — separate consultation types for cats and dogs, for example.

Online Appointment

Online Appointment decides whether clients can book this type themselves, rather than phoning the clinic.

Note

This is per type, and there is a matching setting per staff member. Both have to allow it before a client can book that person for that kind of work. See Users and roles.

Assigning Staff

Select Associated Users is the part that matters most: Select the users that can work with this visit/appointment type. These selections will apply across all visit/appointment related areas of the system.

Caution

Only users that are visible in the calendar can be selected. If the user is not listed, please make them visible in the calendar.

So there are two ways a staff member goes missing from the appointment form, and they are fixed in different places:

Symptom	Fix
The person is not in this list at all	Make them visible in the calendar on their user record
The person is in this list but not offered when booking	Select them here, or add a type to them on their user record

The same assignment can be made from either end — here, or on the staff member. It is one relationship viewed two ways, so it does not need doing twice.

Editing and Deleting

Editing a type changes it everywhere it is used, including on appointments already booked. Changing the duration does not resize existing appointments; it only sets the default for new ones.

Caution

A type in use cannot be deleted: Visit type is used. Please remove all appointments associated with this visit type before deleting it.

This is intentional — deleting one would leave existing appointments describing work of no known kind. If a type is simply retired, stop assigning staff to it rather than deleting it.

Related

• Users and roles — the staff side of the same setting
• Create an appointment — where the type sets the duration and narrows the staff list
• Clinic Settings — the rest of this section