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Navigating Online Appointment Booking Settings

Britney Cummings
Updated

 

Introduction

(What is the Online Appointment Booking module?)

Online Appointment Booking allows new and existing patients to schedule appointments using near time  appointment availability within your Practice Management System.

 

Navigate to Appointment Booking Settings

  • Click on your Account Name > Settings
  • Under the list of settings, select Appointment Booking

 

Setup Appointment Booking

Setup, Edit, Enable and Disable real time changes to your Booking Form within your Appointment Booking Setting.

 

Turning options On and Off

  • Click the Button shown below next to each option to turn it On (enabled) or Off (disabled)

 

General Settings

  • Within the General Account Setting you can setup the following: Sync availability (Cloud 9 and Denticon PMS users only),  Include an online appointment booking page within the Patient Portal, Include an online appointment booking link within emails,  Select appointment start time intervals that align with your practice management system, Create Appointment Types and Select Location Availability options (for multi practice locations only). 

 

Sync Availability

***PLEASE NOTE - At this time Sync Availability is only available for Cloud 9 and Denticon Practice Management Software.***

  • Click the slider button to the left of Sync Availability to turn on this setting. Once turned on the gray slider will turn blue and represent enabled.

  • If enabled (Blue), online appointment request will automatically book (appear) on Denticon's/Cloud 9's schedule once the form has been submitted. If disabled (gray), online appointment request will need to be manually added to the appointment book.

 

CLOUD 9 AND DENTICON PRACTICE MANAGEMENT SOFTWARE USERS ONLY

 

NON DENTICON/CLOUD 9 PRACTICES WORKFLOW:

 

Patient Portal

Recommended to be turned OFF if your office currently has an Online Appointment Booking Form/Page on your website.

  • Click the slider to the left of Patient Portal existing patient online booking to turn this setting On or Off (Blue =On, Gray = Off).
  • When turned On, The online Appointment Booking Form and Paperwork will appear on the Patient Portal Dashboard.
  • When turned Off, Existing and/or New Patients will only see Paperwork on the Dashboard

 

 

Patient Portal Page Example(s)

 

Patient Portal Setting Turned Off

 

Patient Portal Setting Turned On

 

Booking link

Allows patients to book an appointment through email.

  • Click the button the left of Include an online booking link for all messages sent to turn this setting On or Off.
  • The display text can also be edited by clicking in the open text field just below the enable/disable slider. **Please note - The actual appointment booking link can be found  within your Settings. To access click on your account name in the top right corner >Setting > General > Booking Appointment
    Page URL.**
  • When turned On, Patients will be able to request an by clicking an "Appointment Booking"  button within any email sent to your patients from your office.
  • When turned Off, Existing and/or New Patients will only see be able to request appointments through the Patient Portal Dashboard or the Embedded Booking Form on your Website

 

Booking Request Link Turned On

Booking Request Link Location within an Email Example

 

 

 

Appointment Time Start Intervals

Allows your office to align the online appointment booking module with your practice management systems booking start times. Available times intervals include: 5 Mins,10 Mins,15 Mins ,20 Mins ,45 Mins and 60 Mins.

  • Click one of the displayed start time intervals for your online appointment booking module.
  • The appointment start time interval selected will align with provider start time availability.

Appointment Types 

The appointment categories that Existing and/or New patients are allowed to book.  Some examples include: New Patient Exam, Emergency, Consultation, Hygiene Appointment.  **Please note: treatment specific appointments are typically not included in online appointment booking. **

  • Click the blue Edit button 
  • Click "Add an Appointment Type"
  • Click in the box labeled " Appointment Type" > Enter an appointment type of your choosing. **Please note as you type in an appointment type a blue Save button will appear allowing you to save the appointment type that has just been added.**
  • Click in the box labeled "30" > Enter (or select using the up and down arrows) the specified duration for the selected appointment type. 
  • Select (or skip) Telehealth if applicable. Telehealth — sometimes called telemedicine — allows the provider to see a patient without an in-person office visit. Telehealth is done primarily online with internet access on your computer, tablet, or smartphone.
  • Click the blue Save button to add the new Appointment Type.

Edit an Appointment Type

  • Click the blue Edit button > Click the Pencil Icon

Delete an Appointment Type

  • Click the blue Edit button > Click the Trashcan Icon > Read the delete confirmation pop up > Select Delete to proceed. 

 

Appointment Types and Intervals Settings

 

 

Editing Appointment Types

 

Locations

Allows your office to update the Display Name of your office on the Booking Form. Location hours/availability and unavailability are setup here.

  • Click on the Name of the location in Blue to navigate to location settings.

 

View and edit settings

 

 

External Location Display Name

Change the display name on of your office(s) on the booking form.

  • Click the box under "External Location Display Name" to edit

Online Booking 

  • Click the toggle to make online booking for the selected location active or inactive.
  • If enabled,  patients will have the option to select the specified office on the booking form. 
  • If disabled,  patients will NOT have the option to select the specified office on the booking form and the location will NOT be displayed on the form and patient portal.

Appointment Types

  • Select the Appointment Types inputted under General Settings
  • Click the white box under Appointment Types > Select each Appointment Type 
  • Click anywhere outside of the white box to move to the next section

Availability

Enter your office hours into this section

  • Click the dropdown menu located to the right of the "Availability"
  • Click Add New Availability
  • Under "Date" Select the date that you'd like to make online booking available.
  • Under Time, Select your office hours
  • Under Repeats, Select Daily.
  • Click the blue button to Save

 **Please contact our technical support team if you need assistance or have additional questions with setting up office hours.**

 

Unavailability

Enter times that your office will be closed for business. 

  • Click the dropdown menu located to the right of the "Unavailability"
  • Click Add New Unavailability
  • Select a Holiday if applicable
  • Select All Day Event if applicable
  • Under "Date" Select the date that you'd like to make online booking unavailable.
  • Under Time, Select your office hours
  • Under Repeats, leave the dropdown as Neve (unless the specified unavailability is a regular occurrence).
  • Click the blue button to Save

 

Location Settings 

Availability Settings 

Availability Customization

Office Unavailability Setup

 

Resources Settings

Within the Resources Setting you can setup the following: Individual Provider or Chair availability. Patients will be able to select either the Provider or Chair from the booking form.

  • Select either Providers, Chairs or both to view 

Resource Name

List the Provider(s) or Chair(s) currently being read from your practice management system

 

External Name

List the Display name of the Provider(s) or Chair(s). The Display name is what Existing and New patients will see on the booking form.

 

Online Booking Toggle

  • Select the toggle to enable or disable online booking for each provider or chair listed

 

Resources (Provider and Chair Setup) Settings

 

Viewing Provider or Chair settings

Setting Up Provider or Chair Availability

  • OPTIONAL: Click within the box that says "Search by Name" to quickly locate a Provider or Chair.
  • Under Resource Name Click on the name of the Provider or Chair 
  •  Under "Provider Name"  or "Chair Name" update the display you would like visible on the booking form if applicable.
  • PROVIDER  AVAILABILTY ONLY: Entering the Provider Job Title and Email Address are optional. This information will NOT be displayed on the booking form.

Online Booking 

  • Click the toggle to make online booking for the selected location active or inactive.
  • If enabled,  patients will have the option to select the specified office on the booking form. 
  • If disabled,  patients will NOT have the option to select the specified office on the booking form and the location will NOT be displayed on the form and patient portal.

Appointment Types

  • Select the Appointment Types inputted under General Settings
  • Click the white box under Appointment Types > Select each Appointment Type 
  • Click anywhere outside of the white box to move to the next section

Availability

Enter your office hours into this section

  • Click the dropdown menu located to the right of the "Availability"
  • Click Add New Availability
  • Under "Date" Select the date that you'd like to make online booking available for the specified provider or chair.
  • Under Time, Select your the available hours for the selected provider or chair. Please note: For providers availability to be read, the selected provider MUST be assigned to the patient's appointment within your practice management system.
  • Under Repeats, Select Daily.
  • Click the blue button to Save

 **Please contact our technical support team if you need assistance or have additional questions with setting up provider or chair hours.**

 

Unavailability

Enter times that your office will be closed for business. 

  • Click the dropdown menu located to the right of the "Unavailability"
  • Click Add New Unavailability
  • Select a Holiday if applicable
  • Select All Day Event if applicable
  • Under "Date" Select the date that you'd like to make online booking unavailable.
  • Under Time, Select your office hours
  • Under Repeats, leave the dropdown as Neve (unless the specified unavailability is a regular occurrence).
  • Click the blue button to Save

 

Provider Availability Settings

Chair Availability Settings

 

 

Form Builder Setting

Within the Form Builder Setting you can: Edit (non-locked) fields on your booking form, Add new form fields such as additional questions or disclaimers. You can also delete existing (non-locked) fields.

 

Basic and Advanced Custom Fields

Drag and drop any additional field located on the left in blue into the form builder. Each field has the ability to be customized.  For example the following Multiple Choice Field can be added: Do you have insurance. The patient can then select Yes or No.

 

Save/Update After a change is made to the form ensure you save (keeps the changes) update
(publishes the changes on the form).

 

 **Please contact our technical support team if you need assistance or have additional questions with navigating the Form Builder Setti

Form Builder Settings

 

Notification Setting

Within the Notification Setting you can: Edit (non-locked) fields on your booking form, Add new form fields such as additional questions or disclaimers. You can also delete existing (non-locked) fields.

 

Email Notification

Allows for a Legwork Users (Staff members that have a Legwork Login) to be notified via email upon each form submission. 

Include Online Marketing Tracking via UTM parameters

Marketing functionality to track how users ended up on the online appointment booking form.

 

Add submission contacts to group(s)

Adds the new patient to a group and allows custom messaging to be sent to this group.

 

 **Please contact our technical support team if you need assistance or have additional questions about the Notification Settings.**

 

Notification Settings

 

 

 

 

SUBMISSION MESSAGE

This is the message or page that Existing and/or New Patients will see once they have completed the booking form.

 

Display a submission thank you message
A customized thank you message will be displayed to patients after submitting an appointment booking form. Often the message may include next steps such as: We will get back to you shortly.

  • Click within the Message box to edit the default thank you message > Click the blue Save button to save your changes. 


Redirect to a new page

If selected, patients will be redirected to another page of your choosing.

  • Click within the URL box to paste a webpage URL of your choosing > Click the blue Save button to save your changes. 

Form Submission Settings

 

Thank you page Example

Thank you page example

Redirect Page Example

Redirect Page Example

 

 

SHARE 

The links located here enable Staff to share the online appointment booking link with patients or your website development/management company.

 

Share Link

URL link to the patient portal non-logged in state of patient portal.

  • Click the copy button to copy the link to include in an SMS or Email message to your patient.

Appointment Booking Widget

A Website embedded code that allows for online appointment booking form to be placed on your practice’s website.  This is the recommended best practice for patient scheduling needs.

  • Click the copy button to copy the link to include in an Email message to your website developers or management company.

 

Form Sharing Link Settings 

 

Escalation:

If any issues are encountered during the setup process, please contact Legwork Support for assistance.

Submit a Support Ticket: https://www.planetdds.com/im-a-client/ 

Phone: 800-861-5098

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