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Online Appointment Bookings PDF

133 Pages·2015·9.48 MB·English
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User's Guide Online Appointment Bookings EXACT v11.5 Online Appointment Bookings EXACT v11.5 06/03/2015 page 1 of 133 Copyright © 2015 Software of Excellence International. All rights reserved. The software contains proprietary information of Software of Excellence International; it is provided under a license agreement containing restrictions on use and disclosure and is also protected by copyright law. Reverse engineering of the software is prohibited. Due to continued product development this information may change without notice. The information and intellectual property contained herein is confidential between Software of Excellence International and the client and remains the exclusive property of Software of Excellence International. If you find any problems in the documentation, please report them to us in writing. Software of Excellence International does not warrant that this document is error-free. Microsoft Word, Microsoft Office, Excel, Windows®, Windows XP®, Windows 7™, Windows Vista®, Windows NT® and MS-DOS™ are trademarks of the Microsoft Corporation. Software of Excellence International Software of Excellence International Website: Unit A3, 34 Triton Drive, http://softwareofexcellence.com Albany, North Shore 0632 Subscribers' Portal: Auckland, New Zealand http://portal.softwareofexcellence.com Tel: +64 9 414 1220 Partnered with Henry Schein http://www.henryschein.co.uk Software of Excellence UK Software of Excellence Australia and New Zealand (APAC) Medcare South, Level 2, Suite 3, Bailey Drive, 39 Railway Road, Gillingham Business Park, Blackburn, VIC 3130 Gillingham, Australia Kent ME8 0PZ Tel: 03 8872 5500 United Kingdom Fax: 03 9877 5400 Tel: 0845 345 5767 APAC Support UK Support Web: http://remote.soeidental.com/ Tel: 0845 345 5767 (Option 4) Email: [email protected] Web: http://connect.soeidental.com/ Online Appointment Bookings EXACT v11.5 06/03/2015 page 2 of 133 Contents Contents ...................................................................................................................................................................................... 3 List of procedures ........................................................................................................................................................................ 5 Online Appointment Bookings 8 Overview of Online Appointment Bookings .............................................................................................................................. 10 Purpose of Online Appointment Bookings ........................................................................................................................... 10 Benefits of Online Appointment Bookings ........................................................................................................................... 11 Features of Online Appointment Bookings .......................................................................................................................... 12 Requirements for Online Appointment Bookings ................................................................................................................ 14 Using Online Appointment Bookings ......................................................................................................................................... 17 Using New Patient online booking ....................................................................................................................................... 17 Using Existing Patient online booking .................................................................................................................................. 20 Using Recall Patient online booking ..................................................................................................................................... 21 Manually recalling Patients ......................................................................................................................................... 22 Workaround: To send ONLY a Hygienist recall link to a Patient .................................................................................. 26 Using Planned Treatment online booking ............................................................................................................................ 30 Using the Online Appointments Tab .................................................................................................................................... 38 Dealing with possible duplicate patient records ......................................................................................................... 39 Viewing online appointment bookings in the appointment book ....................................................................................... 43 Configuring Online Appointment Bookings ............................................................................................................................... 44 Checklist-Configure Online Appointment Bookings ............................................................................................................. 46 Enabling the Online Appointments tab in the Appointment Book ...................................................................................... 48 Configuring New Patient online appointment booking ....................................................................................................... 50 Configuring Existing Patient online booking ........................................................................................................................ 52 Configuring Recalls online appointment booking ................................................................................................................ 54 Configuring Planned Treatment online appointment booking ............................................................................................ 56 Configuring Online Recalls ................................................................................................................................................... 59 Configuring Online Recalls within EXACT .................................................................................................................... 59 Configuring Online Recalls on the booking website .................................................................................................... 60 EXACT Online Booking Website Builder ............................................................................................................................... 61 Overview of EXACT Online Booking Website Builder .................................................................................................. 61 Configuring the online booking website ...................................................................................................................... 63 Patient use of the Booking Website ............................................................................................................................ 66 Configuring your Practice Manager website ........................................................................................................................ 72 Tasks for Practice Manager website configuration ..................................................................................................... 73 Linking EXACT to the Online Bookings website ........................................................................................................... 77 Log in and out of your Practice Manager website ....................................................................................................... 77 The Practice Manager Website screen ........................................................................................................................ 79 Online Appointment Bookings EXACT v11.5 06/03/2015 page 3 of 133 Publishing your profile changes ................................................................................................................................... 80 Viewing completion status of your configuration ....................................................................................................... 80 Viewing your credits usage for portal bookings .......................................................................................................... 81 Changing your account password ................................................................................................................................ 81 Changing your account Email address ......................................................................................................................... 82 Configuring your Clinic Profile ..................................................................................................................................... 83 General Information ............................................................................................................................................ 84 Media .................................................................................................................................................................. 85 Specialist Dental Services .................................................................................................................................... 86 Opening Hours .................................................................................................................................................... 87 Private Treatment Fees ....................................................................................................................................... 88 NHS Treatment Fees (UK) ................................................................................................................................... 91 Awards and accreditations .................................................................................................................................. 92 Editing Clinical Profile - Location information ..................................................................................................... 93 Configuring Marketing Tools ....................................................................................................................................... 95 Clinic Offers ......................................................................................................................................................... 95 Clinic Reviews ...................................................................................................................................................... 97 Patient Leads ....................................................................................................................................................... 97 Configuring and monitoring Payments ........................................................................................................................ 97 Configuring Practitioners and staff .............................................................................................................................. 97 Practitioners ........................................................................................................................................................ 98 Adding a New Practitioner .......................................................................................................................... 98 Displaying editable Practitioner Profiles ..................................................................................................... 99 Viewing missing fields from Practitioner configuration ........................................................................... 100 Editing a Practitioner Profile ..................................................................................................................... 101 Editing Practitioner portrait image ........................................................................................................... 102 Editing Practitioner Education .................................................................................................................. 104 Editing Practitioner Private Treatment Fees............................................................................................. 105 Editing Practitioner Current Timetable ..................................................................................................... 108 Editing Practitioner Treatments Available ................................................................................................ 109 View Practitioner Appointment Settings .................................................................................................. 110 Staff ................................................................................................................................................................... 111 Adding a new Staff member ..................................................................................................................... 111 Editing and Deleting a staff member ........................................................................................................ 113 Configuring Settings .................................................................................................................................................. 114 Recall Settings and Demo .................................................................................................................................. 114 Opening a Recall Demo ............................................................................................................................. 115 Online Appointment Bookings EXACT v11.5 06/03/2015 page 4 of 133 Customise widget .............................................................................................................................................. 118 Customise Marketing Bar .................................................................................................................................. 119 Appointment Stacking ....................................................................................................................................... 120 Mini Site settings ............................................................................................................................................... 120 Account settings ................................................................................................................................................ 121 Social Settings, enabling Thank You pages ........................................................................................................ 122 Medical History Form upload ............................................................................................................................ 122 Cancellation policy ............................................................................................................................................ 123 Complaints Procedure ....................................................................................................................................... 125 Leads ................................................................................................................................................................. 125 Viewing statistics and report ..................................................................................................................................... 126 Appointment statistics ...................................................................................................................................... 126 Appointment Report ......................................................................................................................................... 127 Paid appointments ............................................................................................................................................ 129 Recall statistics .................................................................................................................................................. 129 Support and Contact information ............................................................................................................................. 131 Index ........................................................................................................................................................................................ 132 List of procedures To manually recall Patients .................................................................................................................................................. 23 To send ONLY a Hygienists Recall URL link to a Patient for booking an appointment via the Online Recalls system ......... 27 To send an Email directly from the Patient File ................................................................................................................... 29 To use the Planned Treatment Online Booking (procedure) ............................................................................................... 31 To locate and merge a possible duplicate record that has been indicated ......................................................................... 40 To configure online appointment bookings ......................................................................................................................... 44 To enable the Online Appointments tab in the Appointment Book, per user ..................................................................... 48 To configure the New Patient appointment Times, Providers and Email/SMS Templates .................................................. 50 To configure the Recalls appointment Times, Providers and Email/SMS Templates for Existing Patient online bookings . 52 To configure the Recalls appointment Times, Providers and Email/SMS Templates .......................................................... 54 To configure the planned appointment Times, Providers and Email/SMS Templates ........................................................ 56 To set up Online Appointment recall parameters within EXACT ......................................................................................... 59 To configure the Recall Parameters screen ......................................................................................................................... 59 To identify which online booking software your practice uses ........................................................................................... 60 To configure the online booking website ............................................................................................................................ 63 To book appointments on the EXACT online booking website (patients) ........................................................................... 66 To log into your Practice Manager Website ........................................................................................................................ 77 To log out of your Practice Manager website ...................................................................................................................... 78 To publish your site changes to make them Live on your booking site ............................................................................... 80 Online Appointment Bookings EXACT v11.5 06/03/2015 page 5 of 133 To see your percentage completion .................................................................................................................................... 80 To view the credits usage for portal bookings ..................................................................................................................... 81 To change your account password ...................................................................................................................................... 81 To change your account Email address ................................................................................................................................ 82 To edit the general information for the site ........................................................................................................................ 84 To upload images and videos of your Practice .................................................................................................................... 85 To specify specialist dental services ..................................................................................................................................... 86 To specify opening hours for the Practice ........................................................................................................................... 87 To edit the default Private Treatment Fees ......................................................................................................................... 88 To add a new treatment ...................................................................................................................................................... 90 To delete a New treatment .................................................................................................................................................. 90 To specify which NHS Treatment Fees apply to your practice ............................................................................................. 91 To edit Dental Practice Awards and Accreditations ............................................................................................................. 92 To edit Location information ............................................................................................................................................... 94 To add clinic special offers to the website ........................................................................................................................... 95 To add clinic reviews to the website .................................................................................................................................... 97 To access the Practitioners List ............................................................................................................................................ 98 To add a New Practitioner ................................................................................................................................................... 98 To display the editable Practitioners List, from where to edit their profiles ....................................................................... 99 To view missing fields from Practitioner configuration ..................................................................................................... 100 To edit a Practitioner Profile .............................................................................................................................................. 101 To add or edit a Practitioner portrait image ...................................................................................................................... 102 To add or edit Practitioner Education details .................................................................................................................... 104 To edit Practitioner Private Treatment Fees ...................................................................................................................... 105 To Add a treatment for a Practitioner ............................................................................................................................... 106 To delete a New treatment ................................................................................................................................................ 107 To edit Practitioner Current Timetable .............................................................................................................................. 108 To edit whether Practitioners are available or unavailable per treatment ....................................................................... 109 To view Practitioner Appointment Settings ....................................................................................................................... 110 To access the Staff List ....................................................................................................................................................... 111 To add a new staff member ............................................................................................................................................... 111 To edit a staff member....................................................................................................................................................... 113 To delete a staff member ................................................................................................................................................... 113 To simulate the website (run a demonstration) ................................................................................................................ 114 To simulate the website (run a Recall Demonstration) ..................................................................................................... 115 To customise your widget .................................................................................................................................................. 118 To customise your marketing bar ...................................................................................................................................... 119 To configure Appointment Stacking .................................................................................................................................. 120 To access mini site settings ................................................................................................................................................ 120 Online Appointment Bookings EXACT v11.5 06/03/2015 page 6 of 133 To access your Account settings ........................................................................................................................................ 121 To configure Social Settings ............................................................................................................................................... 122 To upload a Medical History Form ..................................................................................................................................... 122 To create an online Cancellation Policy Statement ........................................................................................................... 124 To create an online Complaints Procedure Statement ...................................................................................................... 125 To configure Leads ............................................................................................................................................................. 125 To view the Appointment Statistics Report ....................................................................................................................... 126 To view the Appointment Report ...................................................................................................................................... 127 To view the Paid Appointments Statistics .......................................................................................................................... 129 To view Recall Statistics ..................................................................................................................................................... 129 Online Appointment Bookings EXACT v11.5 06/03/2015 page 7 of 133 ONLINE APPOINTMENT BOOKINGS The Online Appointment Bookings software enables new patients, existing patients, recall patients and patients with planned treatment to independently book appointments at their convenience from an online booking page. Patients receive automated confirmation from EXACT that the appointments have been registered in the practice's appointment book. Receptionists view patient bookings in the appointment book and in the Online Appointments tab. Where online bookings appear in the appointment book they are differentiated by coloured icons: New Existing Recall Planned treatment Statistics for online bookings can be tracked in the Feature Usage Report. Purpose (see "Purpose of Online Appointment Bookings" on page 10) Overview Benefits (see "Benefits of Online Appointment Bookings" on page 11) Primary Features (see "Features of Online Appointment Bookings" on page 12) Requirements (see "Requirements for Online Appointment Bookings" on page 14) Using Creating an Online Booking (patient) (on page 17) Workflow, Using New Patient online booking (on page 17) screens and Using Existing Patient online booking (on page 20) (requires EXACT Online Booking Website Builder) procedures Using Recall Patient online booking (on page 21) Using Planned Treatment online booking (on page 30) Using the Online Appointments Tab (on page 38) Viewing online appointment bookings in the appointment book (on page 43) Configure appointment book, providers, type of patient booking, integration with website: Configuring Checklist-Configure Online Appointment Bookings (on page 46) Setting up Enabling the Online Appointments tab in the Appointment Book (on page 48) and customising Configuring New Patient online appointment booking (on page 50) Configuring Existing Patient online booking (on page 52) (requires EXACT Online Booking Website Builder) Configuring Recall Patient online appointment booking (see "Configuring Recalls online appointment booking" on page 54) Configuring Planned Treatment online booking (see "Configuring Planned Treatment online appointment booking" on page 56) Configuring Online Recalls (on page 59) Configure the online website (2 options):  Configure with the EXACT Online Booking Website Builder (see "EXACT Online Booking Website Builder" on page 61) (within EXACT), or  Configuring your Practice Manager website (on page 72) Online Appointment Bookings EXACT v11.5 06/03/2015 page 8 of 133 Video - Online Appointment Booking Resources http://portal.softwareofexcellence.com/video/online-appointment-booking Videos, PDFs Video - Online Recalls http://portal.softwareofexcellence.com/video/online-recalls-australia User Guide http://help.soeidental.com/11.3/PDFs/OnlineAppointmentBookings(EXACTv11.3).pdf Training Competencies Checklist http://help.soeidental.com/11.3/PDFs/OnlineAppointmentBookings-CompetenciesChecklist(EXAC Tv11.3).pdf Bookings website options: EXACT Online Bookings Website Builder http://help.soeidental.com/11.5/PDFs/EXACTOnlineBookingWebsiteBuilder.pdf Configuring your Practice Manager website http://help.soeidental.com/11.3/PDFs/ConfiguringYourPracticeManagerWebsite.pdf Online Appointment Bookings EXACT v11.5 06/03/2015 page 9 of 133 Overview of Online Appointment Bookings Includes introductory information on Purpose, Benefits, Features and Requirements. Purpose of Online Appointment Bookings Online Appointment Booking facilitates patient self-booking in these situations: New patients: Patients who are not yet registered with the practice can self-book through the online booking site. See Using New Patient online booking (on page 17) Configuring New Patient online appointment booking (on page 50) Existing patients: These patients are already registered within EXACT. They have the option of self-booking appointments through the online website. See Using Existing Patient online booking (on page 20) Configuring Existing Patient online booking (on page 52) IMPORTANT: The Existing Patient online booking functionality is only available for users of the EXACT Online Booking Website Builder (on page 61) Recall patients: EXACT provides an automated means of recalling existing patients and prompting them to self-book online. See Using Recall Patient online booking (on page 21) Configuring Recall Patient online appointment booking (see "Configuring Recalls online appointment booking" on page 54) Planned Treatment patients: Those patients due for planned treatment who will not or cannot commit to future booking/s when they depart reception can be SMSed or Emailed a link to a booking web page that is pre-populated with their planned treatment. From here they can self-book at their convenience. See Using Planned Treatment online booking (on page 30) Configuring Planned Treatment online appointment booking (on page 56) Online Appointment Bookings EXACT v11.5 06/03/2015 page 10 of 133

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The Online Appointment Bookings software enables new patients, existing patients, recall patients and patients with planned treatment to independently book appointments at their convenience from an online booking page. Patients receive automated confirmation from EXACT that the appointments.
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