After you set up your Practice Profile for display, work your way through the left side tabs to finish setting up online bookings. Keep Activate online bookings set to 'Off' until you have completed all configuration steps to avoid incomplete online bookings.
- Select the Online Settings tab.
- Set Patient Matching on if you want to automatically create a new patient record in Bp Premier if a patient books online, and no matching record is found in Bp Premier. The record will be created with the information supplied during online booking. A Bp Premier operator will complete the record when the patient is arrived at the practice.
- Set Cancellations to allow or deny the ability to cancel or reschedule an appointment online. If you allow cancellations online, set the time period before the appointment during which the patient can cancel.
- Set Selected appointment types that require patients to contact the clinic and cannot be cancelled online. This is useful to direct patients to call the clinic when wanting to cancel or reschedule certain appointment types such as Recalls.
- Set Show practice availability for to the number of weeks into the future that patients can check a provider is available.
- Set Patients can book an appointment online to a period before the desired appointment time during which patients can book online.
- Set Limit the number of appointments patients can book online? to 'yes' or 'no'. If you select yes, set the maximum number of appointments a patient can book in a day
- Create a tag or utilise the default tag [BHB], to Identify online bookings in your Bp Premier appointment book. You may customise your tag with a maximum of 8 characters, to suit your practice needs.
This tab sets your practice's rules for managing bookings for new patients and appointment cancellations. Leave Activate online bookings set to 'Off' until you have completed all the steps in this article.
If you select 'No' to Patient Matching, if a matching patient record is not found in Bp Premier, Bp Premier will create a 'non-patient appointment' in the appointment book, and an operator can manually add the new patient before or when he or she arrives. See Manage unmatched patients for more information.
For example, if set to '2 Hours', patients can book a 12:00 pm appointment at any time up to 10:00 am that day.
- Select the Appointment Types tab.
- Go through the list of appointment types and toggle the switch to On for all of the appointment you want made available from Best Health Booking. You can toggle an appointment type on for new patients, existing patients, or both.
- Select the direction icon
and drag and drop to re-order the list as it appears to the patient online. - Select an appointment from the Type column to open the Appointment Type popup at the Details tab. Next to the appointment name, a green check mark icon will appear indicating that this appointment type is bookable online.
- The Online Name and Online Description are displayed to patients when booking online. You can override the definitions from Bp Premier to suit your online booking, for example, to supply more guidance about why a patient should select a certain appointment type.
- Set Existing Patient to Yes (toggle to the right) to make this appointment type bookable online for patients already in the Bp Premier database. The appointment length is shown below. You cannot change this value set in Bp Premier configuration.
- Set New Patient to Yes (toggle to the right) to make this appointment type bookable online for patients who have not yet registered at your practice. You can update this value. For example, you may wish to add ten minutes to appointments for new patients to allow for filling out forms and data entry.
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Appointment Information: Allows you to provide additional appointment information to patients prior to booking the appointment.
- Patient Notes allow you to configure any appointment type and offer patients the ability to indicate what they'd like to discuss at their appointment. To enable patient notes, select the appointment type and toggle the patient notes switch to 'on'.
- If you enable Patient confirmation email, a new dropdown section will appear. This option allows you to tailor a response email for different appointment types.
- Type a word or phrase in the text field that will be the hyperlink.
- Click and drag to select the hyperlink text.
- Click the link icon in the toolbar
. - Type the website address you want to open in Enter link and click Save.
- Select Save & continue to save the appointment type definition.
This tab sets the appointment types available for booking online, with options to modify descriptive text for patients. The list will show all appointment types defined in Bp Premier (Configuration > Appointments > Appointment Types).
A warning at the top will show any unassigned appointment types you may have missed. Start typing text into the search field on the right to filter the appointment types shown.
Enable the appointment type for new or existing patients
You may wish to disable some appointment types from being booked online for either new or current patients. You cannot disable default (or 'system') appointment types from online booking.
The updated appointment length will be sent through to the Bp Premier appointment book when booked, so you don't have to worry about double booking.
Additional Appointment Information
This allows the patient to make an informed decision on whether or not this appointment type is most suitable for their needs. Below is an example of how this information appears to a patient who is booking an appointment online with your clinic.
Allow Patient Notes
Clinical and admin staff will see the notes made by the patient within the details window of an appointment in Bp Premier.
Create a confirmation email
For example, a short regular checkup may not require any patient preparation, but a procedure or a health review may require patient activities before attendance that you can include for the patient in the confirmation email. Your email can be up to 4000 characters long. Images are not permitted, but you can add links.
Use the options in the rich text toolbar to add headings, format text, and created numbered and bulleted lists.
To add a hyperlink:
- Select the Exclusion Periods tab.
- Select an existing period from the list, or select Add in the top right to create a new exclusion period. The following example creates an exclusion period of 2:30 pm to 5:00 pm and repeats daily and is Active from the 4th of December, 2023.
- Enter a descriptive Exclusion Name and select a Time from and To. Alternatively, tick the checkbox for All day.
- Select the Provider or providers to which the Exclusion period applies, or apply the exclusion to 'All staff'.
- Set the Repeat Pattern:
- Reoccur Daily or Weekly.
- Set the nth number of weeks or days the exclusion should apply to in Recur Every.
- Select the days of the week the exclusion should apply to.
- Set when this Exclusion period is Active from, active To, or if it's Ongoing.
- Select Save & continue.
Exclusion Periods are periods of time in your appointment book that are unavailable for booking online. For example, you may wish online-booked appointments to be no earlier than 10am, or no later than 4pm, Or you can set up recurring blocks of time.
What do I do next?
You can now select which of your providers can be booked online, and create an online booking profile for the doctors who opt in from the Providers tab.
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Last updated 15 May 2024
