5.1.2.1. Priority Appointments

Priority Appointments

Priority Appointments Overview

The Priority Appointments feature is an innovative, first-of-its-kind tool designed specifically to help high-volume clinics that face the challenge of limited appointment availability. Rather than simply filling slots on a first-come, first-served basis, this feature empowers clinics to use their appointments in a highly targeted way.

For example, some of our clinics use it in the following ways:

• Focus on key zip codes.
• Prioritize specific breeds.
• Ensure access for Spanish-speaking households.
• Reserve space for low-income families who may otherwise struggle to find care.

By strategically allocating appointments to the populations that need them most, clinics can maximize their impact and deliver care where it matters most.

!TIP This tool requires setup. To learn how to set it up, go here.

▶️ Video: Watch the quick video here ☕ Coffee Talk Video: See how Chicago Paws using Priority Scheduling to focus on key zip codes. Check out the video: Targeted Scheduling for the Biggest Impact with Clinic HQ and Paws Chicago

Why Priority Appointments Were Developed

Understanding why the feature was created will help you understand the structure and operation.

The need for Priority Appointments arose because many high-volume clinics face increased demand for services that exceed their appointment availability. This can create a stressful situation where staff are constantly forced to turn away clients or put them on long waiting lists.

To address this issue, the Priority Appointments feature was developed with the following goals:

1. Ensure availability for priority clients and animals. Make sure there is always room in your schedule for those identified as high-priority.
2. Provide sophisticated scheduling tools to meet goals. Enhance the scheduling module to better manage appointments while achieving clinic goals.
3. Reduce staff burden. Avoid having to tell clients “no” when schedules are full and reduce the stress of handling overbooked calendars.
4. Target specific populations. Focus on geographic or demographic groups that your clinic serves, offering better care to the communities that need it most.

✅ Pro Tip: This tool does not hold back appointments for days that are already available for booking on your schedule. It provides greater access to future appointments, so make sure you adjust your settings accordingly.