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

Add Header to eAppointments Page

1. Go to  Menu  > Practice Management
2. eAppointments Management
3. Display Options
4. Your Welcome Text: Enter text for the patients to see when scheduling an eAppointment
5. Click Save
   
   

Easy Booking Mode

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

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
    

Note: A patient on an "eAppointment block list" will not be prevented from booking though other means, such as: 

Patient Discovery, Health Engine, HotDoc, etc.

eServices/eAppointments has no knowledge or visibility of these other block lists, therefore user is required to block patient directly via the platform where the booking is made. 

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

Setup Appointment Reason

1. Go to  Menu  > Practice Management
2. Select eAppointments Management
3. Press Appointment Reasons List 
4. Before adding a reason check that the reason is not available.
1. Enter the reason in the Search bar 
2. A list of reasons that match the search reason will be displayed
5. Click Add
1. Enter the Reason
2. Click Add
   
   
3. A prompt will appear confirming the new reason has been added successfully
   

Remove/Deactivate/Edit a Reason

The reason can only be removed (deleted) if it has not been used.

Select Edit to  make changes

1. Select the reason
2. Click delete
1. A prompt will appear to ensure if you want to proceed with the deletion
2. Select Yes or No
   
   
3. A prompt will appear confirming the reason has been deleted successfully
4. If the reason cannot be deleted a window will appear stating the reason
   
   

1. A reason can only be edited if it is not associated with a Provider book
1. Select the reason
2. Select Edit
3. Make changes to the reason
4. Select OK
   
   

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
   

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
5. Selection of Reason is Mandatory: Tick to ensure patients select a reason each time they schedule via eAppointments
   

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
   
   

Promotions for eAppointments

Create Promotions

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

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

The 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
    
    
    

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
   
   

Delete/Suspend a 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
   

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

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.

Redirect Patient After Appointment Booking

After a patient schedules an eAppointment, they can be automatically redirected to another URL. For example, to fill in an eForm or a landing page on the practice website with promotions. 

Within the eServices portal

1. Go to  Menu  > Practice Management
2. Select eAppointments Management
3. Press Display Options
4. Enter the name of the link in Redirection link name e.g. Practice Website Name
5. Enter the URL of the link in After booking confirm redirect

The URL used here is for example purposes only

In Dental4Windows 

eAppointments Report

eAppointments Report shows details of eAppointments booked in a selected period. Details of payments made via ePayments when booking an eAppointment can also be included. 

Run the Report

1. Go to Location Managment > Reports tab
   
2. Open eAppointments Report
   
1. Date: Select the period to base this report on
   
2. Location: Select the location to base this report on if applicable
   
3. Online Appointment Book: Select appointment book 
   
4. Include appointment source: Where the eAppointment came from 
   
5. Include appointment batch details: Include details of appointments if the appointment is in a batch
   
6. Include ePayment details: Deposit details (ePayments) to be included
7. Show cancelled bookings only: Shows only appointment that have been cancelled
   
8. Click OK
   
   

Report Details

Location: Location of eAppointment

Book Name: Appointment book name

Appt. date/time: Date and time of appointment in Appointment Book

Patient Name: Name of patient

Patient Details: Contact details of patient

Created: Date and time appointment was created

Payment status: Last status of payment e.g. refunded for deposits that have been refunded back to the patient

Amount: Amount of the deposit paid for that appointment

Receipt: Receipt number in Dental4Windows of deposit created

Source type: Where the appointment source was

Source name: Source name of the appointment

Status: Appointment status

Batch info: if the appointment is part of a batch it, contains the Batch ID and count of appointments in the batch

Last changed: Date/time of last changes of the appointment

Changed by: Username who made the changes

PC name: Name of computer where changes occurred

In Dental4Web (coming soon)