Setting up online booking allows you to have both new and existing clients book directly onto your calendar.
For online booking to work, you will need to setup the following:
- Locations
- Healthcare Services
- Provider Availabilities
We also recommend that you do the following:
- Review the online booking options within Organization Settings
- Update your organization logos and colours
Setting Up Locations
By default, there will be a location named 'Virtual' that setup to accept online bookings for virtual sessions. You can also add other online and offline locations for your clinics.
Enabling Online Booking for a Location
In order to enable online booking for a location, please take these steps:
- Navigate to Settings -> Locations
- Click on the location name to open it
- Click Edit in the details section
- Check Online box to enable online booking for the location
Additional Notes
- When updating the Location, please scroll to the bottom of the page and ensure the relevant providers are added to the 'Provider List'.
- If a location is added to an availability that the provider is not linked to, online booking will not work correctly.
Setting Healthcare Services:
By default, there are several services available by default that are enabled for online booking. You can edit or create healthcare service types in the platform as well.
Default service options:
- Counselling 30
- Counselling 60
- Counselling 90
- Counselling
- Assessment 5
- Assessment 10
- Assessment 15
- Assessment
- General Practice
Enabling Online Booking for a Healthcare Service
To enable a new healthcare service for online booking, please take these steps:
- Navigate to Settings -> Service Templates
- Click on the healthcare service name to open it
- Check Enable for Online Booking to enable the service for online booking
- Click Update Service
Setting if the Service is Available to Both New and Existing Clients
- Navigate to Settings -> Service Templates
- Click on the healthcare service name to open it
- Select the value in Type of Client
- Both - Allows both new and existing clients to book the service
- New Client - Allows only new clients to book this service
- Existing Client - Allows only existing clients to book this service
- Click Update Service
Allowing Clients to Select a Provider
- Navigate to Settings -> Service Templates
- Click on the healthcare service name to open it
- Check Allow Clients to select a provider to enable clients to select a provider when booking
- Check Pre-fill provider by last appointment so existing clients will be booked with the same provider as their previous appointment (if available)
- Click Updated Service
Additional Notes
- For Walk-In clinics the service type of the healthcare service MUST be set to General Practice to appear on the online registration page.
Provider Availabilities
Both provider's and provider-admins can create an availability directly from the calendar. Provider-admin's also have the ability to review and create availabilities for providers from Settings->Template Manager.
When creating an availability please ensure that the healthcare service type and location you are selecting are also enabled for online booking.
Configuring Online Booking
- Navigate to Settings -> Organization Settings
- Locate the Online Booking section
- Here you can configure the following:
- Online Booking Availability Search Policy (in hours): This is for online registration start time (hours)”. We recommend leaving this to the default of 3 hours.
- Online Booking Min Availability (in minutes): This is how often the platform checks availabilities in the calendar. We recommend leaving this at the default of 15 minutes.
- Warning Age: Based on the date of birth entered, the platform displays a banner message on online booking but still allows the patient/client to continue with appointment booking. Any age entered and lower (up until the valid age) will get warning age message.
- Warning Age Message: The message that will appear in the banner if warning age is configured.
- Valid Age: Based on the date of birth entered, the platform displays a banner message on online booking and stops the patient/client from continuing with appointment booking. Any age entered and lower (to 0 years old) is considered invalid age
- Underage Message: The message that will appear in the banner if the underage message is configured.
- Show Documentation Section: We recommend keeping this section as Hidden.
- Footer: This is where you can enter in text that will show up at the bottom of the online booking process for patients. Many use it to show disclaimer or marketing message. We recommend only using limited characters (250 max)
To Retrieve the URL for Online Booking:
- Navigate to Settings -> Organization Settings
- Locate the Online Booking section
- Click on “Copy Online Booking URL.
- You will get a green notification indicating it has been copied in the top right hand corner.
- You can now paste it in browser to open the link or post it on your practice's website to direct patients/clients to book from there
Online Booking Logo:
We recommend setting up your organization logos so that it will reflect in the online booking feature for patients. You can learn more about how to set up your organization logos.