Managing eAppointments

Managing eAppointments

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Easy Booking Mode and Stop a patient booking an online appointment.
Make eAppointment Reasons Mandatory. Set, Assign  & customise the default eAppointment Appointment Reason, Customise the order of the Provider and Reason
Create Promotions within the eService Portal: Allocate, Delete/Suspend, Modify a Promotion to a Provider. Promotion History, book an appointment for a Promotion.

Managing eAppointments in the eServices Portal

Easy Booking Mode

This feature allows a patient to book an appointment online without having to create an account.
  1. Within the eServices portal
  2. Go to Menu > Practice Management  

  3. Select eAppointments Management
  4. Select Display Options

  5. Tick Use easy booking mode
  6. Tick Email is mandatory for easy booking. Tick if you require the patient's email address

Stop a Patient Booking an Online Appointment

This feature allows practices to stop certain mobile numbers from making an online booking.
Staff with the role of Practice Administrator and higher will be able to block mobile numbers.
  1. Within the eServices portal
  2. Go to Menu > Practice Management 
  3. Select Locations Management
  4. Select Blocklist
  5. Select the Organisation Name
  6. Select the Surgery Name
  7. At search you can enter the mobile number to check that it has not already been blocked
  8. Click Block new number   
           
  9. In Phone number enter the mobile number
  10. Enter notes e.g. the reason the number is being blocked
  11. Multi-locations you can select which practices the mobile number will be blocked
  12. Select Block

Unblock a Mobile Number

  1. Within the eServices portal
  2. Go to Menu > Practice Management   
      
  3. Select Locations Management
  4. Select Blocklist
  5. Select the Organisation Name
  6. Select the Surgery Name
  7. At search enter the mobile number
  8. Click on the mobile number
  9. Select Unblock  

  10. Multi-locations you can select to unblock for all locations or only certain locations

eAppointment Reasons

Make eAppointment Reason Mandatory

When a patient is scheduling via eAppointments, there is the option to make the selection of the Appointment Reason mandatory.
This allows filtering of vacant appointments based on which Providers offer the service, and how long the appointment should take. 

  1. Within the eServices portal
  2. Go to Menu  > Practice Management
  3. eAppointments Management
  4. Display Options
    1. Selection of Reason is Mandatory: Tick to ensure patients select a reason each time they schedule via eAppointments

    Set the default eAppointment Appointment Reason

    When an appointment is scheduling via eAppointments, a default Appointment Reason can be selected, or set to No default reason.

    1. Within the eServices portal
    2. Go to Menu  > Practice Management
    3. Select eAppointments
    4. Press Display options
      1. Select a reason, if nothing is selected, then No Default Reason will be the default

    Assign eAppointment Reasons to Providers

    The eAppointment Appointment reasons can be linked to Providers so only those who offer such services show vacant appointment slots when a patient selects it. Additionally, each Provider can specify the length of the appointment duration for each reason. 

    For example, Dr John Smith will accept Consultation appointments and prefers 30mins. However, Dr Sally Jones only wants 15mins for the same type of appointment.

    1. Within the eServices portal
    2. Go to Menu  > Practice Management
    3. eAppointments Management
    4. Providers Reason List
      1. Surgery Name: Select the practice from the list
      2. Practitioner Name: Select the Provider from the list
      3. Select an Appointment Reason from Add reason from list and click the Plus Icon  (a maximum of 20 reasons for each provider)

      4. Change the duration of the appointment by using the -/+

      5. Click Save
      6. Reasons can be deleted or modified within Active Reasons

      7. Repeat until all Providers and Reasons are setups as offered at the Practice

    Customise the order of the Provider & Reason on the Search Page

    The order the Providers and Reasons are displayed on the Search page can be customised.
    It can be displayed in alphabetical order, or an order adapted by the practice.

    1. Within the eServices portal
    2. Go to Menu  > Practice Management
    3. Select eAppointments Management
    4. Select Display Options
    5. Select Practice
    Provider display order
    1. Default (alphabetical) will put the provider in an alphabetical order 

    2. Click Customized to customise the provider order 
      1. Select Customised
      2. Use the drag and drop feature to move the providers to the preferred order
      3. Click Save
    Reason display order
    1. Default (alphabetical) will put the provider in an alphabetical order

    2. Click Customised to customise the reasons 
      1. Select Customised
      2. Use the drag and drop feature to move the providers to the preferred order
      3. Click Save

    Add a Fee to an Appointment Reason

    A fee can be displayed for appointment reasons, so the patient knows the cost of the appointment.
    1. Within the eServices portal:
    2. Go to Menu  > Practice Management
    3. Select eAppointments Management
    4. Select Providers Reason List
    5. Select a provider from the Practitioner Name
    6. Select the Reason
    7. Click the edit icon 
    8. Enter the fee

    9. Click Save

    Deleting Appointment Reasons for Providers

    An appointment reason can be deleted. If the reason is associated with a preset slot, you will be alerted to remove the reason in Dental4Windows before the reason can be deleted.
    1. Within the eServices portal
    2. Go to Menu  > Practice Management
    3. eAppointments Management
    4. Providers Reason List
      1. Surgery Name: Select the practice from the list
      2. Practitioner Name: Select the Provider from the list

      3. Select the delete icon  next to the reason to be deleted

      4. If the deleted reason is associated with a Preset slot, a message will appear
        mceclip0.png

    Promotions for eAppointments

    Create Promotions

    If the practice is running a promotion, this can be made available as an appointment selection online.

    Several promotions can be available at once or one at a time
    1. Within eServices, select 
    2. Select Practice Management
    3. Select eAppointments Management
    4. Select Promotions Management
    5. Select +Create New 

    6. Fill in the fields
      1. Name (visible for patients) - Name of the promotion e.g., Mouthguard Promotion
      2. Connected Reason - link the promotion to a reason that has been linked to a provider e.g. Consultation
      3. Description (option, not for patients) - explanation about the promotion. The patient will not see this
      4. Period - Enter a date range. If the promotion is to be permanent, then leave the date range empty. You will be able to suspend/resume it in the Promotions Management window
      5. Pricing - a fixed fee can be selected. This will apply to all providers taking part in the promotion. Or a percentage can be entered, and this percentage will apply to the fee for each provider
      6. Select Save
      7. If the practice is running more than one promotion at a time, then follow the steps above again for additional promotions

     Allocate a Promotion to a Provider

    Promotions can be allocated to individual providers who are offering the treatment.
    AlertThe promotion must be created before allocating to a Provider. See Create Promotions above for instruction.

    1. Within eServices
    2. Select 
    3. Select Practice Management
    4. Select eAppointments Management
    5. Select Providers Reason List
    6. Select the provider
    7. Select the reason linked to the promotion
    8. Select the edit icon 
    9. Set the duration of the appointment
    10.  Click Participate in Promotion<<Mouthguard Promotion>>
    11. Click Save


                If several providers are offering the promotion, then repeat the above steps for each provider.

    If the reason has not been selected for the provider
    1. At Add reason from list
    2. Search for the reason linked to the promotion
    3. Click 
    4. Click Participate in Promotion<<Mouthguard Promotion>>
    5. Click Save
      mceclip3.png

    Delete/Suspend a Promotion

    Once a promotion is created it can be deleted or suspended
    Delete the Promotion
    1. Within eServices
    2. Select 
    3. Select Practice Management
    4. Select eAppointments Management
    5. Select Promotions Management
    6. Click the promotion to be deleted
    7. Select Delete
    8. A prompt will appear to ensure the correct promotion is being deleted
    9. Select Yes or No
    Suspend a Promotion
    1. Within eServices
    2. Select 
    3. Select Practice Management
    4. Select eAppointments Management
    5. Select Promotions Management
    6. Select the promotion
    7. Select Edit 
    8. Remove the end date
    9. Click Save
    10. Turn the toggle button off. Then at status Suspended should appear

    Promotion History

    Within Promotion management, the current and expired promotions can be viewed. With each promotion, there is a status to indicate how many online bookings have been made.
    View Current Promotions
    1. Within eServices
    2. Select 
    3. Select Practice Management
    4. Select eAppointments Management
    5. Select Promotions Management
    6. Select Actual this displays all the current promotions
      1. Name - the name of the promotion
      2. Reason - which reason is linked to the promotion
      3. Price - this will be the fixed price or the percentage
      4. Start - start date of the promotion
      5. End/Dur - end date of the promotion or indicates if it is a continuous promotion with no end date
      6. Status - this will indicate whether the promotion is active or suspended
      7. Bookings - how many bookings have been booked online for the promotion
      8. Description - explanation about the promotion
    View Expired Promotions

    1. Within eServices
    2. Select 
    3. Select Practice Management
    4. Select eAppointments Management
    5. Select Promotions Management
    6. Select Expired this displays all the current promotions
      1. Name - the name of the promotion
      2. Reason - which reason is linked to the promotion
      3. Price - this will be the fixed price or the percentage
      4. Start - start date of the promotion
      5. End/Dur - end date when the promotion expired
      6. Bookings - how many bookings have been booked online for the promotion
      7. Description - explanation about the promotion

    Modify a Promotion

    Once a promotion has been created modifications can be made for example extending the period that the promotion will run.
    1. Within eServices
    2. Select 
    3. Select Practice Management
    4. Select eAppointments Management
    5. Select Promotions Management
    6. Click the promotion to be modified
    7. Select Edit

    8. Changes can be made within this window
    9. Click Save

    Book an appointment for a Promotion

    1. Select the Promotion. This will display the dates and times that are available
    2. Select a Provider
    3. Select a date and time
    4. Confirm the appointment

    At the Practice

    The appointment will be processed via the normal process. The reason, promotion, and fee will appear within the notes of the appointment.

    In Dental4Windows (coming soon)


    In Dental4Web (coming soon)

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