Online Booking - Settings

Here are the settings to be adjusted before putting your module for making appointments online on your website or Facebook page.


Settings

The online booking settings are under My Clinic > Online Booking.

Global Configuration 

Consultation purpose is required:
If you desire that your patients specify the consultation reason, check this box.

Display price for offered services:
If you desire to display the services price, check this box.

Auto accept online appointment request:
If you desire that the appointments booked online are added to the therapist schedule automatically, check this box. 
This option allows you to facilitate the schedule management and the confirm quickly the patient’s appointments that make their reservation online. 

If you don’t check this box, the online requests coming from your website or Facebook page will be directed to the submenu “Online Request” on the “Schedule” located on your left side menu. 
These requests will be waiting for confirmation from you before being inserted into the therapists' schedule. You will be able to refuse the request that does not suit your schedule.  
This option extends the process of making appointments online because the request is not accepted until the clinic confirms the appointment manually. 
However, this option offers a higher level of flexibility with respect to scheduling since therapists can accept/refuse the requests.

Minimum delay before taking an appointment:
This setting allows you to indicate the minimum delay taken into consideration by the online booking module when it comes to the time to post the next scheduled availability of the chosen therapist. 
This setting allows you to prevent a patient from booking an appointment a few minutes before it takes place. 
Some therapists prefer not to have new additions to their schedule the same day and others prefer to have a delay of a minimum 2 hours for appointments booked the same day.

Maximum number of months that a reservation can be made in advance:
This setting allows you to limit your patients that book appointments in advance. 
You can assign a limit in months for which a patient can schedule appointments online. 
This allows you to prevent to have patients that book appointments for periods of time where your schedule is still likely to change.

Labels color:
This setting allows you to configure the color of the buttons on your online booking module. 
You can use the color square to select the tone searched or enter the code of color on the field destined for this purpose. 
This setting will allow you to use your logo’s colors for your online booking module.

Background color:
This setting allows you to configure the color of the background on your online booking module. 
You can use the color square to select the tone searched or enter the code of color on the field destined for this purpose. 
This setting will allow you to use your logo’s colors for your online booking module.

Present link at the end of the page:
The present link is used to add your online booking module in place on your website or your Facebook page. 
You just have to copy/paste the part of the link needed to put the module in place. 
Website: The entire link
Facebook Page: The part of the link that is in quotation marks starting from"https:// until your background color backgroundColor=******"
Make sure to include the text inside the quotation marks not the quotation marks when you make the selection to copy/paste it

*** Make sure to "Save Changes" the settings when you are finished to enter them.


Accounts

To set up the licenses of the therapists who offer their services by online booking, go to My Clinic > User Management > Accounts.
This allows clinics to have some level of flexibility deciding which therapist is available to patients that book their appointments on the online booking module. 
To set up a therapist who offers his services online, click on the employee’s name in question.

Can be booked online:
Check this box if the therapist offers its services to be booked online.

Maximum number of simultaneous appointments (0 for infinite):
This setting is used to limit the number of appointments that can be offered at the same time. 
If you leave this setting at 0, all your patients can schedule appointments on the same day and time with selected therapists since the maximum number of simultaneous appointments is at infinity. 
For the online booking available therapists, we suggest you set this option at 1 to avoid conflicts in the schedule. 
* Note that it is not possible to overlap appointments simultaneously at the moment.

*** Make sure to “Save Changes” in the “Information” section when you have finished the setting changes.


Services

It is important to set up the services correctly that are offered online. 
We suggest to clinics to pass over all the services from their current list via My Clinic > Services.
Make sure the following settings are well entered for the services that can be booked through the online booking module.

Display Name:
This title will be displayed on your invoices, receipts and on the online booking, therefore it is important that it is recognized by your patients and insurance companies to ease the refund process.

Description:
If desired, you can enter a description of the details related to this service. 
The added text in this field will be displayed on the invoices, receipts, and also on the online booking module.
The clinics can enter instructions or clarifications related to the service performed.

Price:
Enter the service price. 
If you have checked the box “ Display price for offered services” on the Global Configuration, the price will be displayed on the online booking module.

Duration:
Enter the duration of the service.
The duration entered will be the one taken into account when the appointment booked online will be added to the therapist's schedule.
The duration of service is also displayed with the service when patients book their appointments online.
If you offer services with different durations, we suggest you create different services and specify the duration of the service on the title to avoid any confusion if you schedule an appointment manually from Medexa.

Can be booked online:
If you consider offering this service on the online booking module, check this box.

Service availability:
If you desire to offer this service on the online booking module, select a service availability. 
This setting is used as an indicator of the services is available for:

- The first appointment (ex: physiotherapy evaluation)  
- The appointments after the first appointment (ex: physiotherapy follow-up) 
- All the appointments (ex: massage 60min)

*** Make sure to “Save Changes” on the window “Edit Service” when you finish making your changes.


Individual Configuration

Some information relevant to the proper functioning of making appointments online can be found in the submenu " Individual Configuration" via My Clinic > Online Booking.

Note that these elements have to be set up by a point of service and employee. We recommend setting up one point of service at a time, making sure to click on each employee to confirm that the settings are valid according to each employee.

Minimum interval for reservations (min):
This option allows you to determine the frequency you would like the system offers the availability to the patient if the schedule allows.

Services:
Click on each service offered by the therapist to set up the following fields:

  • Duration needed before appointment (min): This field allows you to set a time needed before an appointment, to allow the therapist to prepare the room or the necessary equipment for the appointment. This delay will be taken into consideration on the therapist's schedule when a service is going to be booked online.
  • Duration needed after appointment (min): This field allows you to set a time needed after an appointment, to allow the therapist to invoice the patient and finish the notes or the necessary equipment for the appointment. This delay will be taken into consideration on the therapist's schedule when a service is going to be booked online.
  • Priority: This setting allows you to set the priority per service, per therapist. This setting is taken into consideration by the module for making appointments online when the patient reserves a service online but chooses by "Any professional". Medexa will consider this information before scheduling an appointment with one of the therapists offering this service. This can be used to increase the number of appointments to your new therapists or to respect the level of seniority among your employees.

*** Make sure to “Save Changes” on the service window when you finish making any changes.


Appointment Colors 

A white label “ Online Booking” is created for all the clinics that have online booking active.

ATTENTION: Don’t delete this label! 
In case you delete this label by mistake, please contact our support team to support@medexa.com

All the appointments scheduled have a color label, therefore all the appointments booked online will be automatically assigned to the label “ Online Booking”.

Little Tip:

When you notice white appointments are added to the schedule, go to check the appointment. 
Once you have read the appointment, edit the label to assign the label accordingly. 


Online Requests 

The clinics that have decided to manage the online booking appointments manually (that haven’t checked the box “ Auto accept online appointment request”) have to use this section to manage the appointments.

The online booking requests are accessible from Schedule > Online Requests.

The clinics using this section are notified by a red badge on the in the margin on the left and on the tab "Online requests" when the requests are waiting for confirmation.
Therefore, the clinics have to accept or refuse the request in other to the red badge to disappear. 

If the appointment time doesn’t suit your schedule, you have the necessary on the online booking request to contact the patient and bring modifications to the request before accepting it.

* Note that no email or SMS notification is sent to the therapist or clinic when requests are pending acceptance.