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Online Scheduling: Custom Settings

  • Appointment Settings

    With Online Scheduling, you are able to organize appointment settings to reflect the times and frequency that you are comfortable with patients scheduling without talking to the office. For example, you may want to allow a bit of prep time in between appointments, depending on your staff on certain days. We also have the ability to limit book, this may be helpful if you want to have 48-hour advance notice so that someone doesn't book the night before an 8am opening. The best part - it's completely customizable for what best suits your practice! 

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    To determine the best parameters to set, think about:

    • What times are appointments allowed to start for your office? Every 15 minutes (9:00, 9:15, 9:30, 9:45…) or less frequently?
    • Advanced Notice: what’s the soonest a patient could book their appointment?
    • Calendar Range: what’s the farthest out a patient could book their appointment
    • Calendar Availability: should available times be pulled from your operatory or provider calendar? 

    The patient can choose a specific provider or “any”. When “any provider” is selected, the provider that has availability and appears farthest-right on the schedule is automatically assigned. The practice is able to change the provider. 

    Set a Time Block:

    A Time Block makes times unavailable for online scheduling. For customers using Eaglesoft, we import operatory blocks that were created in the PMS into RevenueWell.
    We will not yet read provider hours, custom hours, or holidays from Eaglesoft (though we do recognize holidays entered in RW). Practices use these to track things like lunch hours and providers who work fewer hours than the general practice hours, and these should still be entered as time blocks on the RW calendar.
    *Note that blocks created in the PMS can only be updated or removed from within the PMS

    Below depicts an Eaglesoft time block that has been imported to the Scheduler in RevenueWell:


    time_block_from_ES.png

    When scheduling a time block, you can set up an All Day Block or specify the start and end time. If the Time Block should be reoccurring, set it up to Repeat.

    At least one provider or operatory is required.

    Once the time block is created, double-click to review the details or edit.

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  • Appointment Types

    The patient will start by selecting one of the following:

    • I am a new patient 
    • I am a returning patient
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    Next, they will choose the appointment type needed.  2022-06-08_08-56-21.png

     

    Each appointment type can allow for the patient to direct schedule or function as an appointment request. 

    • Direct Scheduling: Patient selects a specific time and books the appointment themselves. (You simply approve upon final review). 
    • Appointment Requests: The patient proposes 3 times they'd like to come in 
      • Review and contact them to book the appointment
      • Customize which appointment type allow Direct Scheduling vs. Appointment Requests

  • Provider vs. Operatory Based Scheduling

    Provider Based Scheduling

    With Online Scheduling, choose which appointment types give patients the ability to book with a specific provider.

    How does it work? -
    • Choose which appointment types should allow patients to book with a specific provider. If you don’t turn this on, they’ll select from times when any provider is available.
    • Patients can select ‘Any Provider’ or pick a specific name. Then they’ll select from the available times.
    • Review the incoming appointment and have the chance to adjust before approving.

    Setting it up -
    Navigate to:
    Appointment Preferences > Edit Appointment Type > Toggle on "Patient Provider Preference"
    If you haven't already associated providers with this appointment type, you'll be prompted to do so before saving. 
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    Work Flow - 

    When a practice reviews an incoming request, the provider preference is in bold.
    The "Patient Provider Preference" and a tooltip will also show in the “Accept an Appointment” screen and “Edit Appointment” screen. You can add or change providers using the “+” and “x” buttons.

    The tooltip in these sections will include a recommendation to contact the patient if you need to change the provider to someone other than who the patient selected.

    Operatory Based Scheduling

    There are two types of calendars in RevenueWell: an operatory calendar and a provider calendar. You can customize which one drives availability in the Online Scheduling tool.

    For billing purposes, some practices default the provider on all appointments to the doctor. If this is the case at your practice, you’ll need to use Operatory-based Availability to ensure the Online Scheduling tool can read your hygienist’s calendars.

    Changing the Setting:

    1. Go to your Appointment Preferences and change Calendar Availability to Operatory-based:
      2022-06-07_08-38-09.png
    2. Scroll down to Appointment Types and edit each one. Fill in the appropriate operatories:
      2022-06-07_10-31-18.png

    Your patients will not see your Operatory names when booking appointments. They’ll simply see which times are available!