This document explains how to make specific appointment times available to new patients and how to review and accept appointments from new and existing patients.
Scheduler Settings
Before you make the appointment booking feature live on your website, it's critical that Scheduler Settings define the available times that are displayed on the website.
New Patient Settings
Scheduler Settings are accessed by going to Utilities - System Setup - General and choosing Scheduler Settings or by clicking the Settings button on the Scheduler.
Parameters for the NP appointment type are shown on the Visit Codes window. Appointment availability is displayed on the website based on these settings (in sequence).
- NP appointment code. The new patient appointment code MUST begin with the letters NP.
- Hours marked as available for the NP appointment type. Select the hours doctors are available for new patient appointments.
- Providers set to allow NP appointments. Only providers with a check in the Allow column count towards Max Bookings.
- Available time slots don't exceed the total of the Max Bookings (Max Bkg.) allowed.
Each provider listed marked to Allow each have their own scheduling hours and times for the visit type you are setting up. Click the provider name to show the correct times they see patients for that visit type.
New patient appointment availability is live on the website based on these parameters. Patients receive immediate confirmation of the appointment.
If you wish to add STAFF as an available provider for scheduling online you must have the setting turned on and STAFF be set up in the settings as any other provider in the office.
Settings to Check
- Verify NP availability hours for each provider
- For each provider with a check in the Allow column, verify Max Bkg. (Max Bookings) are set correctly
- Verify Hourly Start Time and Minutes are correct
The total of Max Bookings for allowed providers minus the number of existing appointments in a time slot determines what patients see as available on the website.
Patients cannot select a specific provider via the website. This assures the maximum number of new patients can find available times on the website. After an appointment is made, the patient is assigned to a provider by the front desk.
Existing Patient Settings
Online appointments for existing patients are different than new patient appointments. New patient appointments look at real-time availability and allow the patient to choose and confirm an exact visit date/time. Existing patient appointments look at date and time ranges but are not seeing real-time availability. Because of this, existing patient appointments are only a request, which you need to review, accept and confirm with the patient.
Existing patient appointments may include therapies or other treatments, making real-time online scheduling difficult, which is why it's a request, rather than a confirmed appointment.
The Online Experience
New Patients will go to healthsourcechiro.com and find a clinic that works best for them. At the top they will select Schedule Appointment.
The available appointments will only show 3 weeks in advance for New Patients.
After hitting Request Appointment the confirmation appears on the website.
Your patient will receive their Appointment confirmation immediately.
If the patient opted in for a text reminder they will receive this immediately.
Existing Patients
Appointments shown for existing patients use Scheduler Settings for days, times and max bookings, but because details about the patient's treatment are unknown they are only requesting an appointment time. This allows you to make sure their request fits with their treatment plan before confirmation.
Confirmation will appear on the website to the patient.
They will received an appointment request email.
Review and Process Appointments
When patients make appointments on the website, the icon appears on the left-hand menu for Appointment Requests (Appt. Req.) with a badge and the number of requests is shown.
You can use either the Row View or the Card View
1. Approve: Check box the Approve and then hit process on the very bottom right.
2. Lead: If NP Hits ‘NEXT’ but does not complete scheduling, NP data is captured, entered into HSWorx Appt Request Tab as a ‘LEAD.’ Leads are highlighted in Green.
3. Delete: Check box the Delete if you wish to delete then process on the very bottom right
Magnifying Glass: If you have a possible duplicate patient you will be able to click to search for a matching patient already in the system
Be sure to call the patients after the appointments are accepted into the system.
Remember that if you don't accept a New Patient request you need to contact them as it confirms to them via email that an appointment has been made.
Also remember that the existing patient is waiting for the call to confirm the appointment availability.