Online Appointment Bookings

Bp Allied Online Booking option uses a third party vendor to take the bookings on your behalf. The booking vendor will set up an integration between your Bp Allied database and their application. When bookings are sent from their application to your database, they will appear in the Online Bookings section in the appointment book for processing. If allowed, they may also send through client details updates.

Before you start

Not all Online Booking vendors have been integrated with Bp Allied. Available vendors can be found by looking in Options > Online Booking > View Vendor List. Vendors need to have their integration enabled for them to be available to you.

Vendor names and images in this section may not represent the vendors currently available.

Vendors available: Healthsite - https://www.healthsite.com.au/bp-allied/ or phone 03 9592 8986 for more information.

Allow Client Search - This allows the Online Booking Vendor to search your database when a booking is made for a matching Client. They might use first name, last name, date of birth and/or phone number to make the match. If you have issued clients with passwords, then this can also be used to make a match. Regardless of whether this is used or not, all appointments are tentative in your diary until they have been manually confirmed. Not using this functionality will mean that all bookings will be made with unmatched client details and will require merging into a current client record.

Practitioner Availability - must be used to set a Practitioner's available hours as these are used to determine the timeslots available for a Practitioner's online booking timeslots. Some Vendors may allow less hours than those set up in Practitioner Availability to be displayed for online booking.

Changes to bookings

Once bookings are received, the practice will need to communicate directly with the client if there are any changes that need to be made to the booking. Clients can send cancellations via the online booking service into Bp Allied.

Watch the Online Appointments video that is about setting up and managing online bookings. It includes a section on creating Practitioner Availability.

Allow online bookings

For an Online Booking vendor to be able to have access to your database you need to allow this in the Online Booking options. This is a practice wide setting and is only available via the Permission 5012. By default, this permission is enable for the System Administrator and Office Manager roles. This permission will need to be updated if it is allowed for other roles.

To allow access:

  1. Go to Options > Online Booking.
  2. Check Enable Online Booking.
  3. Select the relevant vendor from the Selected Vendor list.

Only enabled vendors will display in this list.

  1. Check Allow Client Search, if applicable.

This allows the Online Booking Vendor to search your database when a booking is made for a matching Client.

Not using this functionality will mean that all bookings will be made with unmatched client details and will require merging into a current client record if a current client exists.

  1. Click OK.

Set up practitioners availability and slot allocation

For a practitioner to have online bookings made for them access needs to be given in User Administration. Practitioner Availability is used to determine available slots for each enabled practitioner.

Enable a practitioner

  1. Go to Options > User Administration.
  2. Navigate to the relevant practitioner.
  3. Check the Enable Online Appointment Bookings tickbox.
  4. Enter in the Default Online Appointment Duration.

If this is left blank, then the default practice Apppointment Duration is used. This is set in Options > Appointment Book.

Set up Practitioner Availability

  • Set up Practitioner Availability following the instructions here for each Practitioner who wants to use Online Bookings.
  • Breaks and meetings need to be entered into the diary so these spaces are blocked out from being allocated as potential appointment slots to be booked. See the details below.

View the Online Appointments video about setting up and managing online bookings. This includes a section on creating Practitioner Availability.

Slot allocation

The slots created for a day are based on a Practitioner's availability as well as all the appointments and meetings currently booked into the diary. The available time left is calculated into timeslots based on the Default Online Appointment Duration set in the section above.

For example, Louie Collins has a default appointment duration of 45 minutes. The following slots are created:

  • Day start = 8:30
  • First appointment slot = 8:30 to 9:15
  • Second appointment slot = 9:15 - 10:00
  • No appointment slots can then be allocated until 11:30am because of the meeting at 10am to 10:30 and unavailable space at 11:00 to 11:30
  • Third appointment slot = 11:30 to 12:15
  • No slot at 12:15 because only 15 minutes available
  • Appointment booked 1:00 to 2:00
  • Fourth appointment slot = 2:00 to 2:45
  • Fifth appointment slot = 2:45 to 3:30
  • No slot at 3:30 because only 30 minutes available before the end of the day.
  • Day ends = 4:00

Check appointment statuses

Online Booking and Online Cancellation status are system statuses and need to be enabled as they are used to identify online bookings in the appointment book.

  1. Go to Data Maintenance > Appointment Status.
  2. Ensure that Inactive is not checked for either Online Booking or Online Cancellation.

Manage bookings

Bookings appear in the Online Bookings section in the right-hand side of the appointment book. It can be pinned using the push-pin in the top right-hand corner to stay permanently open. Each booking must be processed by an administrator to confirm the booking in the appointment book.

Processing a matched Client appointment

A client will only be matched if Allow Client Search has been enabled for the integration.

In the example below, an appointment for Fred Bloggs has arrived into the Online Booking pane and the placeholder is displayed on the screen.

  1. Click Process on the appointment in the Online Bookings pane (or double clicking on the appointment) to display the appointment details in the Edit Appointment screen, as shown below.
  • Client name will be shown in the Client Name in the appointment (red section below).
  • Practitioner, Appointment date and time, and Location all default in from the appointment slot (green section below).
  • Notes and Appointment Status = Online Booking (blue section below).
  • Client reminder preferences are also displayed.
  1. Enter in the Consultation Type and Referral as required.
  2. Click OK to save the appointment.

This will remove the entry from the Online Bookings pane and update the Status to Default Status for new Appt.

Processing an unmatched Client appointment

These occur when the Client is not known in the database (if Allow Client Search is enabled) or if the Allow Client Search option has not been enabled by the practice.

In this example, an appointment for Alana Gregson has arrived into the Online Booking pane and an appointment placeholder has been entered into the Appointment Book but the Client name is not recognised.

  1. Click on the appointment in the Online Bookings pane (or double clicking on the appointment) to display the appointment details in the Edit Appointment screen, as shown below.
  • The new client name will be shown in the Client Name in the appointment (red section below).
  • An orange pop up will display to identify that a new client has been added to the database.
  1. Click View Details to see all the information added to the database.
  • If the client is a current client, then the new client will need to be merged with the current client in the database.
  • Practitioner, Appointment date and time, and Location all default in from the appointment slot (green section below).
  • Notes include the word Online Booking which can be viewed in the appointment book if set to do so (blue section below).
  • Appointment Status = Online Booking (blue section below).
  1. Enter in the Consultation Type and Referral as required.
  2. Click OK to save the appointment.

This will remove the entry from the Online Bookings pane and update the Status to the Default Status for new Appt.

Processing a cancelled appointment

The client can cancel the appointment from their online booking login. This will display along with the new bookings to be processed.

  1. Click on the appointment in the Online Bookings pane (or double clicking on the appointment) to display the appointment details in the Edit Appointment screen, as shown below.
  • Notes include the word Online Cancellation and the date and time of the cancellation.

These notes can be viewed in the appointment book if set to do so as in the image above.

  • Appointment Status = Online Cancellation.
  1. Cancel the appointment in the usual manner using the Cancellation checkbox.
  2. Click Ok.

The appointment and status will update to the cancelled appointment colour.

Set up client passwords

Some online booking vendors allow practices to set passwords for clients when they are booking online. This validates who the client is. These passwords can be set for the Client in the Client record.

  1. Open Clients.
  2. Navigate to the correct client record.
  3. Click Set Online Booking Password.
  4. The Set Client Password screen displays.

  1. Either type in a Password.

OR

Set the No of characters and click Generate random password.

  1. Click SMS to Client to send the password to the Client.

This will save the password in the Documents/Phone Calls tab along with all other SMS to the client.

The password could be passed to the client by some other means.