To schedule a Drop-off, click the 3-dot menu next to the available Drop-offs followed by ‘Schedule’.
Overview of Appointment Types in Instinct
Instinct provides flexible scheduling options for different appointment types. Standard appointments allow clients to book specific times, helping tailor reminders and internal scheduling. However, certain scenarios, such as drop-offs for surgeries or boarding, may require special handling.
Reminder Customization for Time-Specific Needs
For scenarios where a drop-off time is different from the procedure start time (e.g., for surgeries):
Schedule two distinct appointments:
The first as a "Drop-Off" appointment for the client’s drop-off time.
The second as the procedure time for internal staff use.
Ensure reminders are configured for the drop-off appointment so that clients are notified to arrive at the correct time. Avoid sending a second reminder for the procedure time to prevent confusion for the client.
A ‘New Drop-off’ side pane opens on the right side of the screen to enter the Reason for Visit, Type, Service, and any Appointment Notes (optional and can include default text created via Admin screen), and choosing a Reminder timeframe. You can then add the patient information by creating a New Patient, selecting an Existing Patient, or looking up by an Existing Account. If the drop-off appointment needs to reflect a specific time, consider creating a custom "Drop-Off" appointment type, ensuring the chosen time is included in client reminders for clear communication.
Best Practices for Managing Complex Appointment Scenarios
Use clear and distinct labels when creating different appointment types (e.g., "Drop-Off" vs. "Surgery Start Time") to avoid overlap or misunderstanding.
Communicate internally with staff about the purpose of each appointment (e.g., tracking client arrival vs. procedure scheduling).
Test your reminder system to ensure the configuration aligns with clients’ expectations and minimizes errors in timing communication.
Once scheduled, the number of available Drop-offs updates (from 4 to 3 in this example) and the patient information is shown on the Appointments Calendar:
