Set online booking preferences

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Setting your preferences allows you to control what patients can see and do when making online bookings. Preferences are set and customised individually for each practitioner at each location.

Edit online booking settings

  1. Click Personal > Locations.

  2. Under the relevant location, click the relevant practitioner's name to expand their details. Next to Online Bookings and Profile Preferences, click the Icon-Edit.svg Edit icon.

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  3. The following settings must first be configured:

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    • Directory Profile: Show

    • Online Bookings: Enabled

  4. Under the Online Bookings section, configure the settings to your requirements. For details on each setting, see the table in the next section.

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  5. In the Payments section, you can select payment options for online bookings:

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    • No deposit / payment: The patient is not required to submit any payment or deposit to complete the online booking.

    • Full payment required: The patient must pay the full amount of the appointment fee to complete the online booking. This requires the fee to be visible.

    • Deposit required: The patient must pay a set percentage of the total fee to complete the online booking. This requires the fee to be visible.

    • Card capture: The patient must enter their card details to complete the online booking. They will not be charged when they make the booking, but will be charged at the appointment time.

    Note: If you want patients to be able to book certain fees or services without paying or entering card information, you can disable payment setting for specific fees.

  6. Optional: In the Group Changes section, select any of these options if you want to apply your chosen setting to other practitioners or locations. The options you can view in this section may differ depending on your user access settings and number of locations you are part of.

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  7. Click Save.

Guide to online booking preferences

Setting

Description

Online Bookings

Enabled: This practitioner takes online bookings at this location.

Disabled: This practitioner appears in the location’s directory listing but does not take online bookings

Notifications

Email: Tick checkbox to receive an email notification whenever a patient makes an online booking.

SMS: Tick checkbox to receive an SMS notification whenever a patient makes an online booking.

If you do not wish to receive any notifications for online bookings, leave both checkboxes unticked.

Patients

Anyone: Allow all new and existing patients to book with this practitioner.

Existing patients (Group): Allow only people on your Patient List to make an online booking. New patients are unable to make online bookings and are informed to contact your practice to book an appointment.

Existing patients (Group - Current): Allow only people on your Patient List with a Current status to make an online booking. New patients are unable to make online bookings and are informed to contact your practice to book an appointment.

Existing patients (Practitioner): Allow only people on your Patient List who have previously seen this practitioner

Note: Existing patients are verified by the name and phone number recorded in their patient profile and also receive a SMS verification code at the time of booking.

Appointment Scheduling

Static: Available appointment times are listed as fixed regular time slots based on the selected fee's duration or default appointment duration.

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Dynamic: Available appointment times automatically adjust according to availability in the practitioner's calendar.

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Appointment Lead Time

None: Allow patients to book an appointment at any time before the appointment.

Specified: Allow patients to book an appointment only at the specified number of hours before the appointment time.

Appointment Selection

Time-specific: Allow patients to choose specific appointment times to book.

Request-based: Allow patients to choose a general time: morning, afternoon, or evening. Based on your operating hours, Halaxy detects an appropriate timeslot for the appointment and adds it to your calendar.

Note: If you select Request-based, it’s recommended to select Pending in the Appointment Status field so you can first confirm the appointment time yourself before a booking confirmation is sent to the patient.

Advance Booking Limit

The amount of time into the future that patients can make a booking in advance. For example: If you don't want patients to book more than 3 months in advance, set this to 3 months. If you set this to 0, patients can book an appointment at any date into the future.

Unavailability Label

The placeholder text to display in the calendar dates when online booking is unavailable. This is dependent on the practitioner's set hours.

Default Appointment Status

Select how you want the online appointment requests to appear in your calendar. If you select Pending or Waiting List, you will need to confirm the booking before the appointment is finalised.

Notification alerts for Pending or Waiting List appointments have a Confirm button that changes the appointment status to Booked and confirms the booking with the patient.

Default Appointment Duration

The automatically assigned duration for appointment fees that do not have a set duration.

+ Buffer Time

The amount of time between appointments during which another appointment cannot be made, which can be used for preparations or clean-ups. Buffer time also applies at the end of your last appointment of the day.

Booking Notes

Important details that you may need the patient to read when making an online booking. Examples: “Please arrive 10 minutes before your appointment” or “No cash payments”.

You can include images, set formatting, and insert dynamic terms.

Customise confirmation email

When ticked, more fields appear where you can customise the email that patients receive when they complete an online booking.

You can include images, set formatting, and insert dynamic terms.

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