From the left side menu under Settings, click Online Booking, under the Engagement menu:

Across the top of this page you’ll see the tabs outlining the steps required to set up on line booking.

The first step is to set up Providers and Treatments so click that tab.

Tip: Note that on most of these pages, you’ll see a link at the the top that when clicked will expand displaying additional helpful tips.

For this example, we’ll create a treatment called Adult Exam.

Click the Add New Treatment button (1), enter the treatment name (2), select a time allotment of 30 minutes (3) and place it in the Recall Treatment Category (4) and click Save.

We’ll also create 3 more treatments; Adult Cleaning, Child Exam and Child Cleaning.

Now we’ll need to select some providers.

Click the Add New Provider button (1) and from the pull down menu (2). we’ll Customize a Display Name (3), add a picture (4), pick a schedule display color and then select the treatment(s) to apply to that Provider(5).

When selecting a Picture, you can use one of our provided avatars (1) or upload an image of your own (2).

For this example, we customized the display name (1) and added a custom picture (2), booking schedule color (3) and applied treatments for Adult Exam and Child Exam (4).

Tip: This would be a good time to add all of your providers!

Once you’ve added all of your providers, you can now go back up and click Apply Treatments to Multiple Providers. (1) and further manage our Treatments and Providers (2)

We now can see a recap of the Treatments (1) and Providers (2) made available for Online Booking.

Want to make changes or adjustments? Just click the Treatment Type or Provider or continue to add as many Treatments and/or providers as needed!

Now, let’s set up our Scheduling!

Click the Schedule tab (1) and then click the Enable/Disable Chairs button (2) to select the chairs you want to make available for online booking(3).

Next, click a time in the chair you would like to create the block and in the following window, you’ll be able to select Chair, Provider, Description (optional), Services Provided, Start and End Times, Repeat Options and Start and End Date. Click Save and..

You’ll now see the designated schedule block.

This is just a quick overview, more information about each field is available by clicking on the Show Instructions option.

On this tab, you can click the Add Practice Closure button and select the days such as stat holidays your practice will be closed and unable to accept online bookings. Any recurring appointment blocks set up in Schedule that conflict with a practice closure will be removed.

On the day of the scheduled practice closure, the schedule will display a black translucent overlay with the reason for the closure. Any time slots covered by the overlay will not be accessible since the scheduling of the practice closure takes priority.

Here, you can manage provider absences.

This allows you to avoid having patients book themselves appointments with providers who are temporarily unavailable without having to make multiple scheduling block overrides.

You can choose a single Full Day or Partial Day, or Days.

Where should we send any messages alerting you about issues with online booking?

This is the email address we’ll use to alert you about any issues with the Book Online process such as a missing future appointment block or expiring appointment blocks for a specific treatment.

Would you like to have a copy of the Book Online Button included in your patient Due/Late email messages? If yes, click this option.

When will you begin to accept online bookings?

How close to the current day will the appointment options be when presented to patients using Book Online. How much time before the requested appointment date does the practice need to verify the appointment and enter it into their PMS.

You can choose 24 hours to 2 weeks.

** If you choose the 24 Hours option, we highly recommend that you have a staff member checking the Online Booking list in the MaxAssist® Toolbar. See below.

How far into the future will patients be allowed to book?

How far out from the current day should the options be presented to patients using Book Online.

You can choose 3 months to 1 year.

Which days of the week would you like to accept short notice requests?

Select the day(s) you would like presented as options for existing patients wishing to be added to the short notice list.

Multiple days can be selected.

I would like to receive a daily alert listing online reservations that have not been opened on the MaxAssist®Toolbar.

Would you like MaxAssist® to send you a message each day you have unopened Book Online item(s) in the toolbar? This is useful if you’re not in the habit of checking the Book Online list on a regular basis.

If yes, click the checkbox (1) and enter the email address you would like the messages delivered to. (2)

This where you can do some customization of elements for the patient facing portion of Book Online.

1) Header Layout.

You can upload your logo (2) and select Logo with Practice Name, Image only or Name Only.

3) Company colors (3)

A live preview of any changes made can be seen in the Preview window further down the page.

1) View your Patient Book Online – A direct link to the patient facing portion of the book online feature.

To review the patient experience, click here.

2) Book Online URL – The URL to the practice’s patient facing portion of book online can be used by the practice to link from their website to book online.

On this Activate page, you will see the toggle to Activate Book Online (1) and below, a complete recap of your settings from the previous steps including and any items that might need further review. If you want to see the legend of the symbols on this page, Click Show Instructions at the top of the page (2).

Tip: Clicking on the text displayed next to any Red X (3) will take you back to the relevant page for review.

When you’re ready. click the toggle to on and that’s it, Online Booking has now been activated!

Congratulations! Online Booking has been set up and Activated!

When you see the number in the counter increase(1). click on the Messaging/Follow Up icon and then click Online Bookings (2) on then click on the patient name(3). If the name has not been clicked on by anyone else at the practice it will be in bold red font.

On the patient information page, you’ll see the status - if they are a new or existing patient or an existing patient that was not found (1).

Click on the Online Booking Details button (2) to review the appointment details and then go to your scheduler and book the appointment!

The patient name will come off the list automatically within 5 minutes of being booked but you can also use the checkmark (1) to complete (2) or update(3) the task.