Appointment scheduling and calendar syncing

Purpose

1.1. Streamline the animal hospital’s appointment scheduling, confirmations, reminders, rescheduling, and cancellations across multiple digital touchpoints (website, email, SMS, phone, and chat).
1.2. Ensure real-time, bi-directional syncing of provider, room, and equipment calendars to avoid double-booking and optimize workflow.
1.3. Centralize patient and appointment data for ease of access, reporting, and compliance with veterinary medical records standards.
1.4. Automate follow-up scheduling, recalls, and periodic health check invites, reducing manual workload.

Trigger Conditions

2.1. Online appointment booking form submission by client.
2.2. Receptionist input of new or updated bookings in the PMS.
2.3. Incoming phone call routed through IVR requesting new appointment.
2.4. Missed appointment or cancellation triggers rescheduling workflow.

Platform Variants

3.1. Google Calendar
• API: Use Calendar Events API—create, update, delete event endpoints to manage bookings.
• Configuration: OAuth2 authentication with calendar sharing enabled for staff.

3.2. Microsoft Outlook/Exchange
• API: Microsoft Graph API, /calendar/events endpoints for scheduling and updating.
• Configuration: App Registration with calendar read/write permissions for the organization.

3.3. Zoho Bookings
• Feature: Webhooks for appointment creation and sync; API v2 for appointments management.
• Configuration: Enable webhook to external endpoints on booking/new customer.

3.4. Calendly
• API: Scheduling API for event creation, cancellation, and user availability checks.
• Configuration: Token-based API integration, connected calendars sync.

3.5. Square Appointments
• API: Bookings API for managing appointments, checking provider availability.
• Configuration: OAuth2 and API keys, hook into appointment.created and appointment.updated webhooks.

3.6. Acuity Scheduling (Squarespace)
• API: Acuity Scheduling API endpoints (/appointments, /calendars) for all CRUD operations.
• Configuration: API key in header, webhooks on appointment events.

3.7. SimplePractice
• Feature: Client Portal and API for booking, syncing sessions, and reminders.
• Configuration: OAuth, webhook setup for real-time data push.

3.8. PetDesk
• API: Partner API for two-way appointment sync, notifications.
• Configuration: API key shared per clinic, real-time sync endpoints.

3.9. Vetstoria
• API: REST API for appointment fetch/create/update, two-way sync.
• Configuration: API token, webhook for new bookings and reschedules.

3.10. OpenTable (for specialty boarding, not clinical)
• API: Partner API to show available slots and book appointments.
• Configuration: Access code, API key for POST/GET slot management.

3.11. Salesforce Health Cloud
• API: Appointment Management Object, REST API for event scheduling and triggers.
• Configuration: Connected App OAuth, field mapping for veterinary data.

3.12. Twilio Programmable SMS
• API: Send/receive appointment SMS reminders with appointment SID as reference.
• Configuration: Number pool registration, webhook for replies.

3.13. SendGrid
• API: Mail Send API for appointment confirmations and reminders.
• Configuration: API token, dynamic template for veterinary content.

3.14. Stripe (for prepay or cancellation fees)
• API: Payment Intents API linked to appointment objects.
• Configuration: Webhook on booking event to trigger payment collection.

3.15. Zoom or Google Meet
• API: Meetings API for generating unique links tied to each telehealth booking.
• Configuration: OAuth, user calendar sync for link insertion.

3.16. Freshdesk
• API: Ticketing API for appointment requests and client inquiries.
• Configuration: API key, trigger workflow on ticket with “Appointment” tag.

3.17. Slack
• API: Incoming Webhooks and scheduled messages for provider reminders.
• Configuration: Bot token, appointment channel for notifications.

3.18. WhatsApp Business API
• API: Messages endpoint to send appointment reminders with action buttons.
• Configuration: Template approval, webhook for reply capture.

3.19. HubSpot
• API: Meetings API for contact-linked scheduling and CRM sync.
• Configuration: API key/OAuth, sync meetings with contact pipeline.

3.20. Mailchimp
• API: Campaign send for batch appointment reminders or health bulletins.
• Configuration: API token, trigger campaign on upcoming appointment date.

3.21. Vetspire
• API: RESTful endpoints for appointments, clients, and reminders.
• Configuration: Clinic ID with API key, webhook for sync.

3.22. Weave
• API: Communication API for cross-channel appointment notifications.
• Configuration: API key, integration with PMS.

3.23. Salesforce Flow
• Feature: Automated flow triggers for appointment status, reminders.
• Configuration: Process Builder for event change.

3.24. Aircall
• API: Events API for call-triggered appointment booking tickets.
• Configuration: OAuth2, webhook to appointment system.

3.25. Healthie
• API: Appointment endpoints for scheduling and reminders.
• Configuration: API key, custom field mapping.

Benefits

4.1. Eliminates double booking and manual scheduling errors.
4.2. Drastically reduces administrative workload and phone/email volume.
4.3. Clients benefit from instant confirmations, reminders, and easy rescheduling.
4.4. Provider calendars and resource use are optimized in real time.
4.5. Centralized, up-to-date reporting of patient flow and appointment history.
4.6. Improves compliance with healthcare record-keeping standards.
4.7. Enhances client satisfaction through multi-channel communication.