Welcome to Adracare Support

Table of Contents

• Creating a Room
  • Room Instructions
    • Adding Room Instructions to a Room
  • Adding a Room Fee to a Room
    • Room Fee Exception List
      • Creating a Default Exception List
      • Adding Individual Exceptions
      • Removing a Provider from the Exception List
• Adding Room Information to Notification Templates
  
  • Adding the Room Name to a Notification Template
  • Adding Room Instructions to a Notification Template
  • Adding the Room Fee to a Notification Template

Creating a Room

To create a room, please take the following steps:

1. Navigate to Locations under Settings
   
   
   
   
2. Select the appropriate location from the list or create a new one and open it.
3. Under the Rooms heading click New
   
   Note: Rooms are only available for physical locations and the section will not appear for 'virtual' locations
   
   
   
   
4. Fill in the appropriate details in the New Room window that opens
   
   • Name *: The name of the room that will appear in notifications, appointment details and when booking an appointment
   • Room Type: A way to flag the type of room it is, the options are:
     • Private room
     • Second private room
     • Semi-private room
     • Second semi-private room
     • Intensive care unit
     • Second intensive care unit
   • Room Fees: Applicable room fees that are charged to the provider, for more information see here.
   • Description: Internally facing description of the room
   • Room Instructions: Specific room instructions that can be included within notification templates, for more information regarding room instructions see here.
   • Room Fee Exception List: Indicate which providers should not be charged the room fee, for more details see here.
5. Click Create Room when done

Room Instructions

The Room Instructions field allows you to set specific instructions for the room that can be included in notifications sent to both providers and clients.

Adding Room Instructions to a Room

1. Navigate to Locations under Settings
   
2. Select the appropriate location from the list or create a new one and open it.
3. Under the Rooms heading select the room you would like to add instructions to, or create a new room and add it during creation
4. First select a Language from the dropdown. When added to a notification, the appropriate language will be used based on the receivers language settings.
5. Fill in the room instructions text box
6. Click Save
7. Repeat for any other languages

Adding a Room Fee to a Room

If a provider should be charged for the use of the room, you can add a room fee to the room. Please note that this charge will be calculated when an invoice is created and be reflected in the Provider Take Home Pay column under Invoices.

Please do the following to add a room fee to a room

1. Navigate to Locations under Settings
   
2. Select the appropriate location from the list or create a new one and open it.
3. Under the Rooms heading select the room you would like to add instructions to, or create a new room and add it during creation
4. Enter the fee in the Room Fee field
   
   
   
   
5. Click Save

Room fees will appear in several places on the platform if they are applicable:

• On the appointment details page
• The appointment booking screen

Room Fees will not be visible to the clients.

Room Fee Exception List

If there are specific providers that are exempted from paying the Room Fee you can add them to the Room Fee Exception List individually or create a list of default providers who are exempt for the location.

Creating a Default Exception List

Please take the following steps to create a list of providers who are automatically assigned to new rooms exception lists.

1. Navigate to Locations under Settings
   
2. Select the appropriate location from the list or create a new one and open it.
   • Ensure providers have been added to the location, please refer here for instructions on how to do so
3. Expand Advanced Room Settings by clicking on the arrow to the right of the heading
   
   
   
   
4. Select the appropriate providers from the dropdown
   
   
   
   
5. Click Save

Adding Individual Exceptions

Please take the following steps to do so:

1. Navigate to Locations under Settings
   
2. Select the appropriate location from the list or create a new one and open it.
   • Ensure providers have been added to the location, please refer here for instructions on how to do so
3. Under the Rooms heading select the room you would like to add exceptions to, or create a new room and add it during creation
4. Click Add under the Room Fee Exception List
   
   
   
   
5. Select the Provider from the dropdown
6. Repeat for any other exempt providers
7. Click Save

Removing a Provider from the Exception List

To remove a provider from an exception list, please do the following:

1. Navigate to Locations under Settings
   
2. Select the appropriate location from the list
3. Expand Advanced Room Settings or open the appropriate room by clicking on its name
4. Locate the provider that you need to remove and click the red garbage can to the right of their name
   
   

Adding Room Information to a Notification Template

Information regarding the appointment's Room can be added to any notification template to ensure clients and providers receive the most accurate and relevant information. 

Specifically, the following room information can be added:

• Room Name
• Room Instructions
• Room Fee (More relevant for providers and may be inappropriate to share with clients)

Adding the Room Name to a Notification Template

Please do the following to add the Room Name to a notification template:

1. Navigate to Notification Templates under Settings
   
   
   
   
2. Open the appropriate notification template or see here for details on how to create a new notification template
3. From the Tag Wordbank locate the location_room value and click on it or manually add {{location_room}} to the body of the template
4. Click Update Notification Template

Adding Room Instructions to a Notification Template

Please do the following to add Room Instructions to a notification template:

1. Navigate to Notification Templates under Settings
   
   
   
   
2. Open the appropriate notification template or see here for details on how to create a new notification template
3. From the Tag Wordbank locate the location_room_instructions value and click on it or manually add {{location_room_instructions}} to the body of the template
4. Click Update Notification Template

Adding the Room Fee to a Notification Template

Please do the following to add the Room Fee to a notification template:

Note: The Room Fee is more relevant to the Provider and may not be always be appropriate to share with the client

1. Navigate to Notification Templates under Settings
   
   
   
   
2. Open the appropriate notification template or see here for details on how to create a new notification template
3. From the Tag Wordbank locate the location_room_fees value and click on it or manually add {{location_room_fees}} to the body of the template
4. Click Update Notification Template