Online Booking

(Patient Experience)

Once you have Online Booking set up and activated in your RecallMax Dashboard, here is where you can view what the patient would experience when using this exciting new feature!

To arrive at this page, the patient would have clicked the preconfigured Online Booking link from your webpage.

For instructions on how to configure your Online Booking module. click here.

Step 1 - Patient Info

On this Patient Info page, the patient can easily add themselves and/or 1 or more other family members.

The patient enters their First and Last names, Birth Date, cell and email address and Appointment Reason.

The birthdate and first name field are used together to match the information entered by the patient to a patient file in your scheduler.

If the existing patient checkbox is not checked, the toolbar will display that this is a "new patient", otherwise it will try to match the patient.

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The patient can then press "Add Another Patient" (1) or "Next" (2) to continue

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Clicking add another patient creates a new Family Members window on the right while simultaneously clearing out the first name, last name, birthdate, and appt reason fields allowing the patient to add more family members.

Cell phone and email address fields stay the same assuming you’re adding another member of the same family but can be edited if you wish.

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Clicking on a family member name (1) or the pencil icon (2) will copy the patient's info back to the entry form.

Pressing “X: removes the name from the list allowing the patient to start over.

Pressing Add Another Patient or Next will save any changes to the current patient.

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In this example. we’ll add another family member, Robert Smith and click Next

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Step 2 - Staff Preferences

On this page one or more patients can select their staff preference.

All patients default to "Any Staff" so they get the most options possible.  If a patient wants to remove a provider or select only one provider. They can click on either their blue name button or the white selected provider button next to their name, check what providers they want, and press "OK".


Once Staff Preferences have been selected, they press "Next" and they will be directed to the Booking Assistant page .


Step 3 - Booking Assistant

This page displays the soonest, most relevant appointments available for the patient(s).

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The soonest appropriate appointments are broken down into "Morning (until noon), Afternoon (noon-4), and evening (after 4) and weekend representing the soonest appointment in that category.

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If the patient isn’t happy with the displayed options, they can use the Calendar selector (1) Preferred appointment Time (2), Using the Previous Appts or Next Appts buttons (3) will cycle each category to the next available appointments.

The patient can also click the Previous button (4) to select different staff members or click the Call Me button (5) which will end the incomplete session and add the patient name to the Online Bookings list on the toolbar for follow up by the practice.

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Additional Notes:

If one patient is booking, the system will choose the first appointment available, then skip a minimum of 60 minutes and show the next appointment (so it might display 8:00AM, 9:00 AM and 10:00AM as available times.

If multiple patients are booking together, the system will look for the first appointment block where all patients can get in within 30 minutes of each other (so one patient might be at 8:00am and the next patient could be in at 8:30 AM.

Once an appointment is selected, the patient is then shown the Appointment Review page….

 

4) Appointment Review Page

Here, the names of all family members who have booked are listed and next to each patient name is the appointment date and time and a picture of the doctor/hygienist doing the work (2). The patient can also add any additional notes in the Dental Notes & Issues field(3). Pressing the Reserve Appointments button (4) will add the patient to the Online Bookings list in the toolbar and send the patient an email to remind them of the appointment date/time that they chose.

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The patient will then see this Thank You page detailing the reserved appointment(s) and further instructions and contact information.

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Waitlist

Now, if there is only one patient AND they checked "existing patient" AND we were able to find exactly one patient in the PMS with the same first name and birthdate, then the patient will have a Waitlist option available. The patient also must not currently have a short notice record for the treatment type they chose. 

Pressing the Add to Waitlist button (1) will bring up a dialog to select availability (2).

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The first row (1) displays All Days, Weekday, and Weekend options for fast select-all and unselect-all.  This selects and unselects the Days in the second row.

The second row (2) has the days of the week the practice indicated they were open in the book online settings.

When one or more days are selected, the Weekday Times (3)  and/or Weekend Times rows are displayed below to let the patient indicate they are available weekday mornings or all day on weekends or whatever combination they would like.

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When the patient finally presses the "Reserve Appointments" button, they be added to the short notice list. If the patient chose a treatment type that is flagged as hygiene or recall in the book online admin, they will be added to the hygiene or recall short notice list otherwise they will be added to the restorative short notice list.

For instructions on how to configure your Online Booking module. click here.

 

For more information on this or any of our features, please reach out to us.

  • Phone: 1-800-651-8603 ext 1,

  • email: support@recallmax.com

  • Live text chat at www.recallmax.com


Thanks for using RecallMax!