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Instinct EMR
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  • Invoice Closing
  • EMR Administrator Guide
  • EMR Reference Guide
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  • EMR Charting Guide
  • EMR Integrations Reference Guide
  • EMR End of Day Processing Guide
  • EMR Refunds and Returns Guide
  • Rapid Registration
  • Outage Guidelines
  • Asteris Integration
  • IDEXX Diagnostic Integration
  • EMR Rounds/Case Review Guide
  • EMR Drawing Block Guide
  • Task List User Guide
  • Cubex Integration
  • User Roles and Permissions Guide
  • EMR Student/Draft Mode Guide
  • EMR Financials and Account Ledger Guide
  • EMR Appointment & Event Calendars
  • EMR Estimate Guide
  • EMR Prescription Guide
  • EMR Dymo Label Printer Guide
  • EMR Invoice Guide
  • EMR Shareville Guide
  • EMR Shareville rVet Guide
  • EMR Analytics Guide
  • EMR Comm Log User Guide
  • Heska Point-Of-Care Diagnostics Integration
  • EMR Taxes Guide
  • EMR Discounts Guide
  • EMR Referrer Guide
  • EMR Gravity Payments User Guide
  • EMR Appointment & Event Calendar Quick Guide
  • EMR Controlled Substance Report
  • EMR Inventory Guide
  • Outpatient and ER Workup Guide
  • Common Hospitalization Workflows
  • Rounds/Case Review Guide
  • Student/Draft Mode Guide
  • Ordering, Charging, & Changing Fluids, Additives, and CRI's
  • Maintaining Instinct
  • How Instinct EMR Captures Charges
  • Streamlining Charges - Instinct EMR Tips and Guidelines
  • Dictation Programs in Instinct
Instinct Treatment Plan User Guides
  • Front Desk Guide
  • Outage Guidelines
  • Task List User Guide
  • User Roles and Permissions Guide
  • Instinct Treatment Plan Quick Reference Guide
  • Outpatient and ER Workup Guide
  • Instinct Treatment Plan Business Office Guide
  • Common Hospitalization Workflows
  • Instinct Treatment Plan Administrator Guide
  • Cornerstone Integration
  • Rounds/Case Review Guide
  • Missed Charges Guide
  • Charge Auditor's Guide
  • Instinct Treatment Plan Controlled Substance Report
  • Student/Draft Mode Guide
  • Ordering, Charging, & Changing Fluids, Additives, and CRI's
  • Maintaining Instinct
  • Manual Check In/Out Guide
  • EzyVet Check In/Out Guide
  • How Instinct Captures Charges
  • Streamlining Charges - Instinct Tips and Guidelines
  • Dictation Programs in Instinct
Instinct Treatment Plan
  • Hardware & Technology Guidelines
  • February 2022 Instinct Release Updates
  • Insulin Therapy Guide
  • Routine Maintenance of Instinct
  • Front Desk Guide
  • Instinct System Status
  • Outage Guidelines
  • I cannot send charges back to Cornerstone
  • Patients are no longer checking in/out of Instinct
  • I already audited this bill, but now all the charges are missed again
  • Task List User Guide
  • October 2021 Instinct Release Updates
  • September 2021 Instinct Release Updates
  • User Roles and Permissions Guide
  • Patient Safety Warnings For Chemotherapy Medications
  • Accessing Plumb's Drug Formulary in Instinct
  • August 2021 Instinct Release Updates
  • Instinct Treatment Plan Assign To Me
  • Instinct Treatment Plan Quick Reference Guide
  • Outpatient and ER Workup Guide
  • Instinct Treatment Plan Business Office Guide
  • 24 Hour Treatment View
  • Reopening a treatment sheet
  • Status Board not showing all patients
  • How do I mark a patient as deceased?
  • Merge or Transfer Patients to a New Account
  • How do I skip or not complete a treatment?
  • Common Hospitalization Workflows
  • Instinct Treatment Plan Administrator Guide
  • Common OP/IP Product Groups
  • How do I record vitals if the patient isn’t due for them now?
  • Differences between Optional q1h Frequency, Every 1h, PRN, and UC
  • How do I view a previous Tx Sheet or download/print a Tx Sheet?
  • Alerts Guide
  • Filters/Sorting Guide
  • Communication Tools in Instinct
  • Weight Calculator (optional)
  • Advanced Patient Search
  • Handy Keyboard Shortcuts
  • How Cubex/Omnicell work with Instinct
  • Cornerstone Integration
  • Rounds/Case Review Guide
  • Patient changed owners mid-visit, how do I document this in Instinct?
  • Adding order notes, call parameters, or specific instructions to a treatment
  • Do orders reschedule automatically if I complete a treatment before/after the scheduled time?
  • Copy All Medications
  • Viewing Discontinued Medications
  • Missed Charges Guide
  • Other/Miscellaneous orders
  • Charge Auditor's Guide
  • How do I exit full screen so I can minimize Instinct?
  • My charges are not syncing
  • Multi-frequency orders using tabs
  • Medical and Workflow Guidelines
  • What is a Superuser?
  • Instinct Treatment Plan Controlled Substance Report
  • Using Emojis in Instinct
  • Vital Notes
  • How do I print a Tx Sheet?
  • How do I copy/paste vitals?
  • How Do I View or Change the Code Status?
  • Student/Draft Mode Guide
  • Adding a One-Off treatment
  • Who Added, Changed, or Discontinued an Order?
  • Adding an Alert that doesn’t exist
  • TV Mode/Whiteboard User ID
  • How to access Instinct from a web browser
  • How do I put Instinct on a TV screen?
  • Installing Instinct on Home Computers
  • Internet & Power Outage Guidelines
  • 'Instinct needs to authenticate your practice' message
  • How do I switch hospital locations?
  • I forgot/was never given a login PIN
  • Installing Instinct with other practice software
  • Installing Instinct with Vetspire
  • Installing Instinct with Cornerstone - ImproMed - AVImark
  • Installing Instinct with ezyVet
  • 1 - General Overview
  • 2 - Status Board
  • 3 - Status Board Advanced Features
  • 4 - Treatment Sheet Overview and Completing Treatments
  • 5 - How to Make a Treatment Sheet
  • 6 - Vitals Screen
  • 7 - Patient Safety Warnings
  • 8 - Invoice
  • 9 - Admin
  • 10 - Assign To Me Button
  • 11 - Fluids, Additives, Transfusions, and CRIs
  • 12 - Using Instinct on TVs and in the Outpatient and ER Environment
  • 13 - One-Off Treatments and My Board Quick Switcher
  • 14 - How to Edit a Treatment, Discontinue, and Complete a Treatment in the Past
  • Instinct Treatment Plan On-Site Go-Live Guide
  • Instinct Virtual Go-Live Guide
  • Automatic Charges
  • Update Patient/Client IDs
  • Bulk Edit On Treatment Sheet
  • Can I change my PIN or login credentials?
  • Workflow Tags
  • Ordering, Charging, & Changing Fluids, Additives, and CRI's
  • How do I indicate other Patient Care Team Members?
  • Patient Safety Warning Systems
  • Maintaining Instinct
  • Triage Tags
  • Manual Check In/Out Guide
  • How does Instinct handle Daylight Saving Time?
  • How do I set up an on-the-way patient?
  • How do I copy/paste from Instinct
  • How do I edit completed Vital entries?
  • How does My Board and pinning work?
  • How do I move the tx sheet if my patient was transferred to our other location?
  • Why is there no calculator for this medication order?
  • How to edit/delete a completed treatment
  • Creating/editing a Vital product
  • Do product prices automatically update when edited in our Practice Management System?
  • Viewing vitals from another visit or across a patient's lifetime
  • Why is there a money symbol next to some orders?
  • Force Check-Out
  • EzyVet Check In/Out Guide
  • How Instinct Captures Charges
  • Streamlining Charges - Instinct Tips and Guidelines
  • Dictation Programs in Instinct
Instinct Treatment Plan Training Videos
  • 1 - General Overview
  • 2 - Status Board
  • 3 - Status Board Advanced Features
  • 4 - Treatment Sheet Overview and Completing Treatments
  • 5 - How to Make a Treatment Sheet
  • 6 - Vitals Screen
  • 7 - Patient Safety Warnings
  • 8 - Invoice
  • 9 - Admin
  • 10 - Assign To Me Button
  • 11 - Fluids, Additives, Transfusions, and CRIs
  • 12 - Using Instinct on TVs and in the Outpatient and ER Environment
  • 13 - One-Off Treatments and My Board Quick Switcher
  • 14 - How to Edit a Treatment, Discontinue, and Complete a Treatment in the Past
Instinct EMR
  • Invoice Closing
  • May 2022 EMR Release Updates
  • April 2022 EMR Release Updates
  • EMR Administrator Guide
  • EMR Reference Guide
  • EMR Business Office Guide
  • EMR Charting Guide
  • EMR Integrations Reference Guide
  • EMR End of Day Processing Guide
  • EMR Refunds and Returns Guide
  • Rapid Registration
  • Insulin Therapy Guide
  • Snippets
  • Routine Maintenance of Instinct
  • March 2022 EMR Release Updates
  • February 2022 EMR Release Updates
  • January 2022 EMR Release Updates
  • Instinct System Status
  • EMR On-Site Go-Live Guide
  • Outage Guidelines
  • December 2021 EMR Release Updates
  • Asteris Integration
  • Instinct EMR Reference Video
  • Merge or Transfer Patients to a New Account in Instinct EMR
  • IDEXX Diagnostic Integration
  • EMR Rounds/Case Review Guide
  • November 2021 EMR Release Updates
  • EMR Drawing Block Guide
  • EMR Product Groups
  • How does Instinct EMR handle Daylight Saving Time?
  • Task List User Guide
  • How do I set up an on-the-way patient in EMR?
  • How Do I Print In Instinct EMR?
  • Cubex Integration
  • Alerts Guide
  • October 2021 EMR Release Updates
  • User Roles and Permissions Guide
  • EMR Student/Draft Mode Guide
  • Patient Safety Warnings For Chemotherapy Medications
  • September 2021 EMR Release Updates
  • What is an EMR Superuser?
  • EMR Financials and Account Ledger Guide
  • August 2021 EMR Release Updates
  • EMR Virtual Go-Live Guide
  • Reopening a Visit/Treatment Sheet
  • How do I copy/paste Vitals in EMR?
  • EMR Assign To Me
  • EMR Appointment & Event Calendars
  • EMR Estimate Guide
  • EMR Prescription Guide
  • EMR Dymo Label Printer Guide
  • EMR Invoice Guide
  • EMR Shareville Guide
  • EMR Shareville rVet Guide
  • EMR Analytics Guide
  • EMR Comm Log User Guide
  • Heska Point-Of-Care Diagnostics Integration
  • EMR Taxes Guide
  • EMR Discounts Guide
  • EMR Referrer Guide
  • EMR Gravity Payments User Guide
  • EMR Appointment & Event Calendar Quick Guide
  • EMR Controlled Substance Report
  • EMR Invoice Tags
  • EMR ID System
  • EMR Inventory Guide
  • Outpatient and ER Workup Guide
  • 24 Hour Treatment View
  • Status Board not showing all patients
  • How do I mark a patient as deceased?
  • How do I skip or not complete a treatment?
  • Common Hospitalization Workflows
  • Common OP/IP Product Groups
  • How do I record vitals if the patient isn’t due for them now?
  • Differences between Optional q1h Frequency, Every 1h, PRN, and UC
  • How do I view a previous Tx Sheet or download/print a Tx Sheet?
  • Filters/Sorting Guide
  • Communication Tools in Instinct
  • Weight Calculator (optional)
  • Advanced Patient Search
  • Handy Keyboard Shortcuts
  • Rounds/Case Review Guide
  • Adding order notes, call parameters, or specific instructions to a treatment
  • Do orders reschedule automatically if I complete a treatment before/after the scheduled time?
  • Copy All Medications
  • Viewing Discontinued Medications
  • Other/Miscellaneous orders
  • Accessing Plumb's Drug Formulary in EMR
  • How do I exit full screen so I can minimize Instinct?
  • Multi-frequency orders using tabs
  • Medical and Workflow Guidelines
  • Using Emojis in Instinct
  • Vital Notes
  • How do I print a Tx Sheet?
  • How do I copy/paste vitals?
  • How Do I View or Change the Code Status?
  • Student/Draft Mode Guide
  • Adding a One-Off treatment
  • Who Added, Changed, or Discontinued an Order?
  • Adding an Alert that doesn’t exist
  • Hardware & Technology Guidelines
  • TV Mode/Whiteboard User ID
  • How to access Instinct from a web browser
  • How do I put Instinct on a TV screen?
  • Installing Instinct on Home Computers
  • Internet & Power Outage Guidelines
  • 'Instinct needs to authenticate your practice' message
  • How do I switch hospital locations?
  • I forgot/was never given a login PIN
  • Automatic Charges
  • Bulk Edit On Treatment Sheet
  • Can I change my PIN or login credentials?
  • Workflow Tags
  • Ordering, Charging, & Changing Fluids, Additives, and CRI's
  • How do I indicate other Patient Care Team Members?
  • Patient Safety Warning Systems
  • Maintaining Instinct
  • Triage Tags
  • How do I copy/paste from Instinct
  • How do I edit completed Vital entries?
  • How does My Board and pinning work?
  • How do I move the tx sheet if my patient was transferred to our other location?
  • Why is there no calculator for this medication order?
  • How to edit/delete a completed treatment
  • Creating/editing a Vital product
  • Viewing vitals from another visit or across a patient's lifetime
  • Why is there a money symbol next to some orders?
  • How Instinct EMR Captures Charges
  • Streamlining Charges - Instinct EMR Tips and Guidelines
  • Dictation Programs in Instinct
EMR Training Videos
  • Instinct EMR Reference Video
EMR ProTips
  • Insulin Therapy Guide
  • Snippets
  • Routine Maintenance of Instinct
  • Merge or Transfer Patients to a New Account in Instinct EMR
  • EMR Product Groups
  • How does Instinct EMR handle Daylight Saving Time?
  • How do I set up an on-the-way patient in EMR?
  • How Do I Print In Instinct EMR?
  • Alerts Guide
  • Patient Safety Warnings For Chemotherapy Medications
  • What is an EMR Superuser?
  • Reopening a Visit/Treatment Sheet
  • How do I copy/paste Vitals in EMR?
  • EMR Assign To Me
  • EMR Invoice Tags
  • EMR ID System
  • 24 Hour Treatment View
  • Status Board not showing all patients
  • How do I mark a patient as deceased?
  • How do I skip or not complete a treatment?
  • Common OP/IP Product Groups
  • How do I record vitals if the patient isn’t due for them now?
  • Differences between Optional q1h Frequency, Every 1h, PRN, and UC
  • How do I view a previous Tx Sheet or download/print a Tx Sheet?
  • Filters/Sorting Guide
  • Communication Tools in Instinct
  • Weight Calculator (optional)
  • Advanced Patient Search
  • Handy Keyboard Shortcuts
  • Adding order notes, call parameters, or specific instructions to a treatment
  • Do orders reschedule automatically if I complete a treatment before/after the scheduled time?
  • Copy All Medications
  • Viewing Discontinued Medications
  • Other/Miscellaneous orders
  • Accessing Plumb's Drug Formulary in EMR
  • How do I exit full screen so I can minimize Instinct?
  • Multi-frequency orders using tabs
  • Using Emojis in Instinct
  • Vital Notes
  • How do I print a Tx Sheet?
  • How do I copy/paste vitals?
  • How Do I View or Change the Code Status?
  • Adding a One-Off treatment
  • Who Added, Changed, or Discontinued an Order?
  • Adding an Alert that doesn’t exist
  • TV Mode/Whiteboard User ID
  • How to access Instinct from a web browser
  • How do I put Instinct on a TV screen?
  • 'Instinct needs to authenticate your practice' message
  • How do I switch hospital locations?
  • I forgot/was never given a login PIN
  • Automatic Charges
  • Bulk Edit On Treatment Sheet
  • Can I change my PIN or login credentials?
  • Workflow Tags
  • How do I indicate other Patient Care Team Members?
  • Patient Safety Warning Systems
  • Triage Tags
  • How do I copy/paste from Instinct
  • How do I edit completed Vital entries?
  • How does My Board and pinning work?
  • How do I move the tx sheet if my patient was transferred to our other location?
  • Why is there no calculator for this medication order?
  • How to edit/delete a completed treatment
  • Creating/editing a Vital product
  • Viewing vitals from another visit or across a patient's lifetime
  • Why is there a money symbol next to some orders?
Instinct Treatment Plan ProTips
  • Insulin Therapy Guide
  • Routine Maintenance of Instinct
  • I cannot send charges back to Cornerstone
  • Patients are no longer checking in/out of Instinct
  • I already audited this bill, but now all the charges are missed again
  • Patient Safety Warnings For Chemotherapy Medications
  • Accessing Plumb's Drug Formulary in Instinct
  • Instinct Treatment Plan Assign To Me
  • 24 Hour Treatment View
  • Reopening a treatment sheet
  • Status Board not showing all patients
  • How do I mark a patient as deceased?
  • Merge or Transfer Patients to a New Account
  • How do I skip or not complete a treatment?
  • Common OP/IP Product Groups
  • How do I record vitals if the patient isn’t due for them now?
  • Differences between Optional q1h Frequency, Every 1h, PRN, and UC
  • How do I view a previous Tx Sheet or download/print a Tx Sheet?
  • Alerts Guide
  • Filters/Sorting Guide
  • Communication Tools in Instinct
  • Weight Calculator (optional)
  • Advanced Patient Search
  • Handy Keyboard Shortcuts
  • How Cubex/Omnicell work with Instinct
  • Patient changed owners mid-visit, how do I document this in Instinct?
  • Adding order notes, call parameters, or specific instructions to a treatment
  • Do orders reschedule automatically if I complete a treatment before/after the scheduled time?
  • Copy All Medications
  • Viewing Discontinued Medications
  • Other/Miscellaneous orders
  • How do I exit full screen so I can minimize Instinct?
  • My charges are not syncing
  • Multi-frequency orders using tabs
  • Using Emojis in Instinct
  • Vital Notes
  • How do I print a Tx Sheet?
  • How do I copy/paste vitals?
  • How Do I View or Change the Code Status?
  • Adding a One-Off treatment
  • Who Added, Changed, or Discontinued an Order?
  • Adding an Alert that doesn’t exist
  • Automatic Charges
  • Update Patient/Client IDs
  • Bulk Edit On Treatment Sheet
  • Can I change my PIN or login credentials?
  • Workflow Tags
  • How do I indicate other Patient Care Team Members?
  • Patient Safety Warning Systems
  • Triage Tags
  • How does Instinct handle Daylight Saving Time?
  • How do I set up an on-the-way patient?
  • How do I copy/paste from Instinct
  • How do I edit completed Vital entries?
  • How does My Board and pinning work?
  • How do I move the tx sheet if my patient was transferred to our other location?
  • Why is there no calculator for this medication order?
  • How to edit/delete a completed treatment
  • Creating/editing a Vital product
  • Do product prices automatically update when edited in our Practice Management System?
  • Viewing vitals from another visit or across a patient's lifetime
  • Why is there a money symbol next to some orders?
  • Force Check-Out
Uncategorized
  • February 2022 Instinct Release Updates
  • May 2022 EMR Release Updates
  • Email Filtering with Analytic Reports
  • I already audited this bill, but now all the charges are missed again
  • Outage Guidelines
Instinct Treatment Plan Technology Guidelines
  • Hardware & Technology Guidelines
  • Routine Maintenance of Instinct
  • Instinct System Status
  • Cornerstone Integration
  • TV Mode/Whiteboard User ID
  • How to access Instinct from a web browser
  • How do I put Instinct on a TV screen?
  • Installing Instinct on Home Computers
  • Internet & Power Outage Guidelines
  • 'Instinct needs to authenticate your practice' message
  • How do I switch hospital locations?
  • I forgot/was never given a login PIN
  • Installing Instinct with other practice software
  • Installing Instinct with Vetspire
  • Installing Instinct with Cornerstone - ImproMed - AVImark
  • Installing Instinct with ezyVet
EMR Technology Guidelines
  • Routine Maintenance of Instinct
  • Instinct System Status
  • Hardware & Technology Guidelines
  • Installing Instinct on Home Computers
  • Internet & Power Outage Guidelines
EMR Release Updates
  • May 2022 EMR Release Updates
  • April 2022 EMR Release Updates
  • March 2022 EMR Release Updates
  • February 2022 EMR Release Updates
  • January 2022 EMR Release Updates
  • December 2021 EMR Release Updates
  • November 2021 EMR Release Updates
  • October 2021 EMR Release Updates
  • September 2021 EMR Release Updates
  • August 2021 EMR Release Updates
Instinct Treatment Plan Release Updates
  • February 2022 Instinct Release Updates
  • October 2021 Instinct Release Updates
  • September 2021 Instinct Release Updates
  • August 2021 Instinct Release Updates
EMR Onboarding Documents
  • EMR On-Site Go-Live Guide
  • What is an EMR Superuser?
  • EMR Virtual Go-Live Guide
  • Medical and Workflow Guidelines
Instinct Treatment Plan Onboarding Documents
  • Cornerstone Integration
  • Medical and Workflow Guidelines
  • What is a Superuser?
  • Instinct Treatment Plan On-Site Go-Live Guide
  • Instinct Virtual Go-Live Guide
EMR Appointment & Event Calendars
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EMR Appointment & Event Calendars

Learn how to schedule, view, & manage different appointment types in Instinct’s Appointments Calendar!


Table of Contents

Accessing Appointment and Event Calendars

Appointments View

Group Appointments Calendar

Events Appointments Calendar

Availability Blocks

Scheduling Appointments

Appointment Reminders

Upcoming Appointments on the Patient Info Bar

Editing Scheduled Appointments

Visible Appointment Audit Log

Adding New Drop-Off Availabilities

Scheduling Drop-Offs

Editing Individual Drop-Offs

Calendar Admin

📆 Accessing Appointment and Event Calendars

All users can access Appointment and Event Calendars by clicking ‘Business Office’ on the left sidebar. Please note, these calendars must be enabled by contacting us: support@instinct.vet.

After clicking ‘Business Office’, you’ll notice the following options at the top of the screen (shown above):

  • Appointments – add, edit, or remove scheduled appointments
  • Events – a separate calendar designed to track specific events, including cleaning or vacation schedules
  • Patient Registration – search/add new patients, retrieve previous medical history, and check patients in/out
  • Accounts – search/add a new account (owner) and transfer patient ownership
  • Referrers – document how a patient was referred to your hospital, including the practice name and veterinarian

To view a specific date on the Appointments or Events Calendar, click the calendar icon towards the top right hand corner of the screen to select a day. You can also scan by week (<< and >>) or by day (< and >).


🗓 Appointments View

When clicking on ‘Business Office’, you’ll be brought to ‘My Calendar’ by default. This is your own personal calendar and you can use the dropdown menu towards the upper left of the screen to view Groups or other Doctor/Staff calendars.

📓 Please note – Calendar Groups can be created within the Admin section to include different doctors based on department or schedule (more on this under ‘Calendar Admin’ below).

📓 Please note – All users have their own personal calendar, either under Doctor or Staff. Anyone can schedule appointments, availabilities, and drop-offs on their own calendar or another user’s calendar as necessary.

Each day also includes an optional ‘Daily Note’ field to enter appointment details relating to that user’s day. To leave a note, hover over the day and click the gray note icon as shown below.

Notes are then displayed by hovering over the orange flag and can be edited/deleted at any time by clicking the orange flag. Keep in mind any Daily Notes are saved under individual calendars.


🗓 Group Appointments Calendar

Group Calendars are created within the Admin section (more on this below under ‘Calendar Admin’) to show multiple user Appointment calendars at once. This can be set up based on department or specific shift schedules, for example.

Once a Group is selected on the Appointments Calendar, a list of users within that group are shown in the left filters bar. In the screenshots below, Availability blocks have already been created for these users. For more info on this, please refer to the Availability Blocks’ section below.

The ‘Only Available’ toggle can be turned on to show each doctor’s availability for the selected day. You can un-select any doctor to remove them from this view or turn off the ‘Only Available’ toggle to see scheduled appointments and availability:

As seen above, the ‘Only Available’ toggle has been turned off, showing any scheduled appointments (Fluffy Jones) and all availability.

You may also select a specific appointment time to search for Availability, either by date only or by both date and time. In the screenshot below, Amy Snow and Sarah Snyder are not available at 12:30pm so their calendars have been removed. Carrie Jay and Melissa Jones are available, so their calendars display their Availability to schedule a new appointment.

Keep in mind you can schedule appointments, availabilities, and drop-offs from any Group calendar using the instructions above (‘+ New Appt’ or 3-dot menu).


🗓 Events Appointments Calendar

The Events Calendar is accessed from the top of the Business Office page as shown below. Events calendars function very similar to personal/group Appointment calendars and can be used to schedule miscellaneous events, including discharges, transfers, surgery OR rooms, staff lunches, staff meetings/CE Events, team birthdays, and cleaning schedules.

Please keep in mind Event Calendar types are created within the Admin section (more on this below under ‘Calendar Admin’).

To schedule a new Event on any of your Event Calendars, simply click ‘+ New Event’ and select which Calendar you’d like to schedule this under followed by the Start time, Duration, and any specific Notes.

You can also Edit or Cancel any Event via 3-dot menu. At this time, we do not have a way to schedule recurring events but this feature will be available in the future.


✅ Availability Blocks

Availability Blocks are useful for communicating the times you or your providers are available to see certain types of appointments. These are optional (an Availability does not need to be created in order to schedule a new Appointment or Drop-off). Availability can be added from a personal or group calendar by selecting the down arrow next to ‘+ New Appt’ followed by ‘New Availability’. 

When creating availability, you can enter Appointment Type (Wellness in the example below) to communicate which Appointment Types should be scheduled during this availability block.

Once scheduled, the availability becomes visible on the users personal calendar and any groups they belong to. The Appointment Type is also highlighted as shown below (Wellness):

Please note – any Appointment Type can be scheduled at any time regardless if it’s listed as a preferred Appointment Type. You can also schedule appointments outside of someone’s Availability if needed.

To edit an existing Availability, simply select the 3-dot menu within the Availability block followed by ‘Edit’ (you can also create a new appointment or discard this availability block using this 3-dot menu).

Clicking ‘Edit’ opens the initial screen when first scheduling this Availability, allowing you to adjust the start time, duration, and appointment types as needed. The Staff field is locked and in order to edit this, you will need to discard the current Availability (via 3-dot menu shown above) and create a new Availability under the correct Staff member.


📆 Scheduling Appointments

Appointment Types must be created before appointments can be scheduled (more on this below under Calendar Admin).

There are 2 ways to schedule a new appointment:

  1. Using ‘+ New Appt’

Click ‘+ New Appt’ on the Appointments Calendar. This opens a side pane on the right side of the screen to enter in the appointment details. Please note that any field with an asterisk (*) is required and the Provider field defaults to the current Provider, but can be edited if needed. 

  1. Using the 3-dot menu within an Availability

Click the 3-dot menu within any Availability and select ‘New Appt’. This opens the same side pane shown above to enter in the appointment details. Please remember an Availability must be scheduled for this workflow.

Using the right side pane, create a new patient or select an existing patient for this appointment. Please keep in mind a patient must be associated with an appointment.

  • When scheduling a new or existing patient, you can also add Account, Patient, or Visit alerts as needed.

If an appt is scheduled during the available time, the availability block will be split and remove the appt duration from the availability slot.

To view appointment details, simply hover over the appointment block and a pop-up will appear as shown below:

📓 Please Note: If a patient is marked deceased and has scheduled appointments in the future, any upcoming appointments will be grayed out with a gravestone icon. Future appointments are not canceled automatically if a patient is marked deceased.


⏰ Appointment Reminders

When setting up an appointment, you can select the Appointment Reminder timing options to your preferred schedule. Once selected, the client will receive an email appointment reminder at the specified time.

Reminders can be sent 3 weeks before, 2 weeks before, 1 week before, 72 hours before, 48 hours before, 24 hours before, 12 hours before, 8 hours before, 4 hours before, or 1 hour before.


🕖 Upcoming Appointments on the Patient Info Bar

Both Checked In and Checked Out Patients will display an Appointments section, located below the Patient section of the Patient Info Bar.

📓 Please Note: To see Upcoming Appointments, you must have the Appointments Calendar feature enabled at your clinic by contacting us at support@instinct.vet.

If there are no appointments or drop-offs scheduled, the section will display No Upcoming Appointments. 

All Appointments and Drop-Offs will be displayed chronologically by date and time. Drop-Offs will always display at the start of each scheduled day, before any other same-day appointments.

Each Appointment or Drop-Off will show you the following:

  • Date and time of Appointment
  • Any Drop-Offs will display ‘Drop-Off’ after the date instead of time
  • Provider
  • Appointment Type
  • 3-dot-menu to Edit Appointment or View the Appointment in the Calendar

Hovering over the Appointments header will display a tooltip with all upcoming appointments.

Cancelled, No Show Appointments/Drop-Offs, and any Appointments/Drop-Offs in the past will not display in the Patient Info Bar just yet (coming later!). 

Additionally, each Appointment and Drop-Off will show a tooltip when hovering over each.

If you are currently Editing an Appointment from the Patient Info Bar and click Edit on another Appointment on the screen, you will get a warning message asking if you want to switch Appointment information without saving changes:


✏️ Editing Scheduled Appointments

To edit any scheduled appointment, click the 3-dot menu within the Appointment. 

From here, you’ll be able to:

  • Edit – adjust the Appointment details via right side pane (same screen when scheduling the Appointment).
  • Mark as No Show – gray out the patient name with a strikethrough and document the patient never showed up. You can always undo this action by clicking the 3-dot menu again and selecting ‘Mark as Shown’.
  • Cancel – gray out the patient name and move the cancelled Appointment to the bottom of the column’s cancelled section. You can always undo this action by clicking the 3-dot menu again and selecting ‘Reschedule’.
  • Check In – Check the patient in for their Appointment.
  • Visit History – View previous medical history, including treatment sheets, vitals, and invoices.

🔍 Visible Appointment Audit Log

Wondering who created that appointment? Or maybe when that appointment was cancelled?

This information can be found by hovering over the appointment block and viewing the details in the pop-up. The audit log will display which staff member created, edited, canceled, or marked an appointment as no show, as well as the date and time it was done.

  • Created:  who made the appointment and when
  • Edited:  most recent information on who edited the appointment and when
  • Cancelled: who cancelled the appointment and when
  • No Show: who marked the appointment as no show and when

📓 Please Note: Rescheduling a canceled appointment or changing the status to ‘Shown’ will remove the Cancelled or No Show audit log, and will show the most recent Editing information.


➕ Adding New Drop-Off Availabilities

Drop-off availabilities can be added to a personal or group calendar by selecting the down arrow next to ‘+ New Appt’ followed by ‘New Drop-off’:

The staff dropdown defaults to the calendar that is currently in view but this field can be changed to another user, if needed. Select the number of Drop-offs using the dropdown under the ‘Availability’ field to mark how many Drop-offs this user has available.

Keep in mind that you will not be able to schedule any additional Drop-offs once this value has been reached, however, you can edit this number by clicking the 3-dot menu as shown below followed by ‘Edit’. You can also discard all Drop-offs or schedule a Drop-off using this 3-dot menu (more on this below).

Please note: if you click ‘Discard’ as shown above, it will discard any available Drop-offs and cancel any existing Drop-offs scheduled for that day.

After clicking ‘Edit’, you can update the day and number of available Drop-offs but the Staff field will be locked. In order to edit this, you would have to discard the current Drop-off (via 3-dot menu shown above) and create a new Drop-off under the correct Staff member.


📆 Scheduling Drop-Offs

To schedule a Drop-off, click the 3-dot menu next to the available Drop-offs followed by ‘Schedule’.

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). You can then add the patient information by creating a New Patient, selecting an Existing Patient, or looking up by an Existing Account.

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:


✏️ Editing Individual Drop-Offs

Use the 3-dot menu within the Drop-off field to Edit, Mark as a No Show, Cancel, Check In, or view this patient’s Visit History.

  • Edit – adjust the Drop-off details via right side pane (same screen when scheduling the Drop-off).
  • Mark as No Show – gray out the patient name with a strikethrough and document the patient never showed up. The Available Drop-offs count at the top of the day will automatically recalculate and you can always undo this action by clicking the 3-dot menu > ‘Mark as Shown’.
  • Cancel – move to the bottom of the column’s cancelled section and recalculate the number of available Drop-offs at the top of the day. You can always undo this action by clicking the 3-dot menu again and selecting ‘Reschedule.

📆 Appointment Cards Cheat Sheet

Appointment Cards scheduled on the calendar are displayed differently based on the status of the appointment.

  1. Scheduled appointments will have the corresponding Appointment Type’s color on the left-side of the card:
  1. Once the patient is checked in, the entire card will be bordered with the appt type’s color:
  1. Appointments marked as a No Show are inactive with ‘No Show’ at the top of the card. The patient name is also struck out:
  1. Appointments with start times in the past will be grayed out:

⚙️ Calendar Admin

Any user with the ‘admin_calendars’ permission will have access to the ‘Calendar’ category within the Admin screen. This is where you can create/edit Appointment Types, Appointment Templates, Staff Groups, and Event Calendars. Please see our EMR Administration Guide for more details!

CONTACT US

Instinct Science
54 East Oakland Ave
Doylestown, PA 18901
sayhi@instinct.vet
866.267.1818
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