Appointment Scheduling
The core feature of the platform is enabling patients to alter their appointments, whether that's bookings, reschedules or cancellations. All changes are updated instantly in your Practice Management Software (PMS).
Written By Thomas Wojtowicz
Last updated About 4 hours ago
Appointment scheduling can be broken down into new bookings, reschedules and cancellations. Real time availabilities are pulled directly from the online booking portal within the PMS, ensuring full accuracy for practitioner, service and location mapping, as well as the available times themselves. This means that any settings applied to the online booking portal, such as lead time or cluster booking, will apply to the AI as well.
Bookings
New bookings can be split into new patient bookings and existing patient bookings. When a patient calls, the caller ID will be checked against any existing patient records within the PMS in order to determine if the caller is a new or existing patient.
New Patient Bookings
New patients can book appointments via the AI just as they would a member of the team. Patient fields such as full name, email address and DOB, are taken down so that a patient record can be created for the caller within the PMS. You can alter which patient fields are taken when creating a new patient record in Settings > Account Setup > Patient Fields.
Once that patient record has been created, the appointment can then be booked.
Existing Patient Bookings
Existing patients can book in super quickly, as they are recognised by their caller ID. This means that there is no requirement for the caller to provide any additional information and they can book their appointment right away.
Reschedules
Reschedules are extremely simple. Once a patient indicates that they want to reschedule, available times for the reschedule will be provided by the AI. Once rescheduled, the appointment will be updated in the PMS. It will be treated as a rescheduled appointment (as opposed to cancelled and rebooked) in order to keep reporting and data accurate.
Cancellations
Cancellations are the simplest of the appointment scheduling actions. All a caller has to do is ask to cancel and the appointment will be removed from the calendar, allowing for another patient to book.
Cancellation Window
Cancellation windows can be enabled in order to prevent any cancellations or reschedules from occurring within a certain number of hours from the appointment date/time. Alternatively you can allow the cancellations/reschedules but have the patient warned of a fee, and/or have the appointment marked as Did Not Attend (DNA) within the PMS calendar. The cancellation window can be set up and configured in Settings > Account Setup > Cancellation Window.
For any questions, feel free to email us at support@bookedsolid.co.uk.