Online Appointment Bookings

133 Pages·2015·9.48 MB·English

by  Gary Lawrence

User's Guide
Online Appointment Bookings
EXACT v11.5

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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
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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
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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
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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
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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

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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)
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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

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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)

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