A patient can book planned treatment online if that patient's Provider has been appropriately configured.
Receptionists can see the planned treatment patient booking
Receptionists can see planned treatment patient bookings in the appointment book and in the Online Appointments tab.
Appointment Book:
Requirements for planned treatment online booking
The practice must have Appointment Workflow configured because a Planned Treatment Online Booking link can only be sent from its Departure Task List at the point of Patient checkout. There is no other way to send it.
A Patient requires an Appointment for Today’s Date.
The Patient requires a Treatment Plan on the Chart Tab, and a minimum of one appointment Planned, with time specified for the Service.
Only Patient planned appointments on the Chart Tab that are marked as To Be Booked will show in the Departure Task List, so Providers must know to tick this checkbox. They must also ensure that the planned treatment has an estimated time (duration). EXACT calculates the sum of the planned services per appointment, and this displays in the Edit Appointment screen Expected Time field:
To use the Planned Treatment Online Booking (procedure)
PROVIDER procedure
When charting, the Provider needs to specify to Book this Appointment:
A) Double-click the Appointment to open the Edit Appointment window.
B) Check (tick) the Book this Appointment checkbox and complete all other details in the screen.
C) Check that the appointment has an Expected Time (duration), calculated automatically as the sum of the services' Estimated Times.
D) Click OK.
RECEPTIONIST procedureWhen the patient departs through reception the Receptionist attempts to book the planned treatment appointment manually in the appointment book.
If the patient cannot or will not commit to a booking, the Receptionist opts to send the planned treatment booking URL...If the patient has no Email and/or SMS contacts recorded, the Receptionist will first need to record them:
NOTE: EXACT will pop up a warning if the Receptionist clicks the online bookings button without having these contacts recorded:
In this case the Receptionist can either open the Patient File to record the details, or click the Collect Email and Mobile prompt in the Departure Task List:
TIP: When both the Collect prompt and the online bookings button both appear, first collect the contact details:
With contacts recorded, the Receptionist clicks the online bookings button to open the Send Online Booking Link by SMS/Email window:
The Receptionist checks (ticks) any combination of these checkboxes and then clicks Send.
The following processes then occur:
The SMS/Email with the booking URL is sent to the patient.
The online bookings prompt disappears from the Departure Task List:
The patient details display in the Follow Up tab under the category OLB Link Sent:
The booking URL is populated with details of the planned treatment booking requirement, ready for patient booking.
PATIENT procedure
When the patient selects an appointment gap, the software displays a Confirmation page with Provider details.
Once the patient confirms, the software prompts the patient to check for a confirmation message.
RECEPTIONIST monitoring
The following processes then occur, that the Receptionist can optionally monitor:
The booking is made in the appointment book, and displays an online booking icon:
You can mouseover the icon for appointment details:
The patient is removed from the Follow Up tab:
The patient displays in the Online Appointments tab:
(If you cannot locate this tab, it may need to be enabled. See Enabling the Online Appointments tab in the Appointment Book)
Note that you can filter the Online Appointments tab by means of Planned Treatment Bookings:
The booking becomes a statistic in the Feature Usage Report:
