Online Booking Website Builder EXACT v11.10

Transcription

1 User's Guide Online Booking Website Builder EXACT v11.10 Online Booking Website Builder v /12/2015 page 1 of 14

2 Copyright 2015 Software of Excellence International. All rights reserved. The software contains proprietary information of Software of Excellence International; it is provided under a license agreement containing restrictions on use and disclosure and is also protected by copyright law. Reverse engineering of the software is prohibited. Due to continued product development this information may change without notice. The information and intellectual property contained herein is confidential between Software of Excellence International and the client and remains the exclusive property of Software of Excellence International. If you find any problems in the documentation, please report them to us in writing. Software of Excellence International does not warrant that this document is error-free. Microsoft Word, Microsoft Office, Excel, Windows, Windows XP, Windows 7, Windows Vista, Windows NT and MS-DOS are trademarks of the Microsoft Corporation. Software of Excellence International Unit A3, 34 Triton Drive, Albany, North Shore 0632 Auckland, New Zealand Tel: Software of Excellence International Website: Subscribers' Portal: Partnered with Henry Schein Software of Excellence UK Medcare South, Bailey Drive, Gillingham Business Park, Gillingham, Kent ME8 0PZ United Kingdom Tel: UK Support Tel: (Option 4) support@soeuk.com Web: Software of Excellence Australia and New Zealand (APAC) Level 2, Suite 3, 39 Railway Road, Blackburn, VIC 3130 Australia Tel: Fax: APAC Support Web: Online Booking Website Builder v /12/2015 page 2 of 14

3 Contents Contents... 3 EXACT Online Booking Website Builder 3 Overview of EXACT Online Booking Website Builder... 3 Configuring the online booking website... 4 Patient use of the Booking Website... 9 Index EXACT ONLINE BOOKING WEBSITE BUILDER Use the EXACT online booking website builder to configure your dental practice online booking website from within EXACT. This includes configuration for new patients, existing patients, recall patient bookings and planned treatment bookings. It is available from EXACT v11.5 onwards, as an upgrade to the Practice Manager booking website, which is configured outside of EXACT. The advantages of upgrading to the EXACT online booking website builder are listed here: Overview (see "Overview of EXACT Online Booking Website Builder" on page 3). Overview of EXACT Online Booking Website Builder Purpose: Historically EXACT dental practices logged into an external website in order to configure settings for their online booking websites. From version 11.5 EXACT's Online Booking Website Builder enables dental practices to configure their online booking websites from within EXACT, without leaving the EXACT software. Benefits: All configuration tasks can be conducted within EXACT; there is no need to go to an external website for configuration. Users gain the advantage of Existing Patient online booking, which is not possible with the earlier software. (Existing patients who are registered with the practice can independently go to the website and book Online Booking Website Builder v /12/2015 page 3 of 14

4 appointments in appointment booking periods that have been made available for this purpose) Customise, add and remove booking reasons that patients will see as options (reasons are not constrained to limited preset options - create any reasons that suit your bookings). Because the EXACT Online Booking Website Builder is built into EXACT, o Our software developers can build upon the tight integration between EXACT and online bookings (Existing Patient online booking is an example). o Going forward the website builder will evolve in step with EXACT to directly suit the needs of our EXACT users. Features: Customise the website colour scheme and fonts. Incorporate a practice logo. Create a practice bio/overview, including opening hours. The software automatically populates your web page with a Google map based on your physical address. Cater to all forms of patient booking: o New Patients (Private/NHS/Payors) - this is only possible in the upgraded software o Existing Patients (Private/NHS/Payors) o Recall Bookings o Planned Treatment Bookings Requirements: To upgrade to this software please liaise with your Support Team, who will provide instructions. You cannot simply upload images that you need to use on your booking website (such as your practice logo and identifying images per Provider). Images must be located on a webserver that you can access without a password. Because the website will link to these images 24/7, they must be constantly available from their online location without any access restrictions. Examples of images on a webserver: on your main practice website, on a freely accessible Flickr page, a shared Google Drive folder, or a shared Dropbox folder. Configuring the online booking website SEE ALSO: Overview of Online Booking Website Builder (see "Overview of EXACT Online Booking Website Builder" on page 3) NOTE: From EXACT v11.8 HTTPS addresses can be entered for Online Booking practice logo and provider images under Configure>Online Appointments. When uploading URLs to the system or manually inserting them, it is best to use 'https' instead of 'http', even for images, as this provides the patient with the most secure and clean user experience. The change affects the Practice Logo, Practice Mail, and Provider Image URL fields in the Web Setup dialog under Configure>Online Appointments. To configure the online booking website 1. Liaise with your Support Team, who will upgrade your online bookings software to the EXACT Online Booking Website Builder. 2. Select Configure > Online Appointments and select the Web Setup button: Online Booking Website Builder v /12/2015 page 4 of 14

5 If your screen does not have the Web Setup button and the Existing Patient tab, you don't have the upgraded software - please contact your Support Team to enable the upgrade. 3. The Web Setup - Online Bookings window displays: 4. Complete all setup options as described below and then click the OK button. Practice logo As the instructions state: The logo image must be on a web server that the system can access continuously without a password or access restrictions. Examples of webserver locations: on your main practice website, on a freely accessible Flickr page, a shared Google Drive folder, or a shared Dropbox folder. Enter a web address to your logo and click the Connect to Picture button to display the image and check that the connection functions. Online Booking Website Builder v /12/2015 page 5 of 14

6 Customise widget Display 'Call Me' option Select a colour scheme from the defaults, or select a custom colour. If you leave this checkbox un-checked... Booking patients will see no Call Me Back option. If you check (tick) this... The booking patient will see a Call me Back checkbox: Appointment Stacking If you leave this checkbox un-checked (default)... By default the software shows only those appointment gaps at the top of a series of gaps. In this way you constrain bookings to fill up in an orderly manner, without leaving large blank gaps, and the practice appears to be professionally busy. For example, booking gaps exist tomorrow from 8.00am through to 3.00pm, but with Appointment Stacking disabled, a patient will only see the 08.00am slot If you check (tick) this... Select this checkbox if you want to show all available appointment gaps to patients using the booking site. Online Booking Website Builder v /12/2015 page 6 of 14

7 Use Rostered Available Time (Rooms) This feature enables practices to specify which rooms apply to online booking. Practices often use Rooms for non-booking purposes. For example, a practice that doesn't normally use rooms adds a room for a business purpose, but they do not want this room to be used for online booking, or a practice uses rooms, but doesn't want all of these rooms to be used for patient online booking purposes. Prior to v11.10 these practices could not benefit from online booking because they needed to set Schedule to Rooms in the appointment book setup wizard, and this stopped any times from being uploaded to the online booking site. The Use Rostered Available Time (Rooms) checkbox enables these practices to properly use online bookings. The checkbox only appears if you have at least one Room in an Appointment Book. Its default state is checked. The implications of checked versus un-checked for sending data to the online booking site: Summary: When this checkbox is checked, EXACT only uploads the Rostered free time to the online booking site (no free time is uploaded if there is no rostered free time). When this checkbox is un-checked, EXACT uploads all Provider free time as slots (including both rostered and unrostered) to the online booking site. When the Appointment Book is set for Schedule to rooms but no room is added in any appointment book, this checkbox does not appear and there will be no free time uploaded to the online booking site. Open Recalls If you leave this checkbox un-checked... When Recall patients go to book their recall appointments, they will see only the available appointment slots after their recall due date (it is not open to any dates). If you check (tick) this... When Recall patients go to book their recall appointments it is open to any booking - they will see all available appointment slots, not just the appointment slots after their recall due date. Prevent same day bookings Booking reason(s) Check this to stop patients booking for today, forcing them to book at earliest from tomorrow. Customise, add and remove booking reasons that New and Existing patients will see as options on the booking website. Online Booking Website Builder v /12/2015 page 7 of 14

8 Providers button Only Providers who are configured for Online Bookings will display in this window. Configure identifying images for Providers, such as photos, cartoons or symbols: The image must be on a web server that the system can access continuously without a password or access restrictions. Location examples: on your main practice website, on a freely accessible Flickr page, a shared Google Drive folder, or a shared Dropbox folder. For each Provider, enter a web address to the image and then click the Connect to Picture button to display the image and check that the connection functions. Practice Information Type up general information about the practice, opening times, services, specials, location, etc. Contact On the booking site patients will see this address as the optional contact address. See also: Patient booking on the Booking Website (see "Patient use of the Booking Website" on page 9) for an idea of what patients see, and how they book. Online Booking Website Builder v /12/2015 page 8 of 14

9 Patient use of the Booking Website (this is a patient activity) To book appointments on the EXACT online booking website (patients) 1. Go to the practice booking website. By default it opens at the New Patient tab, but you can select the Existing Patient tab if you are already a registered patient at this practice. 2. Complete the fields on this page as described below: Tabs By default the website displays with the New Patient tab selected, but you can select the Existing Patient tab if you are already registered at this practice: Provider By default this displays as Any provider, but you can can select from the drop down menu: Reason Select a reason from the drop down menu: (These reasons are customisable in the configuration screen (see "Configuring the online booking website" on page 4)) Online Booking Website Builder v /12/2015 page 9 of 14

10 Select a booking period When you click a period/slot, you will be asked to select the Enter patient information button to continue: 3. Select Enter patient information to display the next screen: As you successfully complete each field you'll see a green 'tick' against it: Online Booking Website Builder v /12/2015 page 10 of 14

11 When all fields display a green tick the blue button changes to a Verify Appointment button. 4. Select the Verify Appointment button. A 'Please Wait' message displays: When the or SMS has been sent to you (the patient), the verification code screen displays: Online Booking Website Builder v /12/2015 page 11 of 14

12 5. Type in the code that you received by or SMS. If the code is correct, the Book now button appears: 6. Click the Book Now button. You will see the submission message: 'Your appointment is submitted, but not confirmed'. 7. Wait up to a few minutes. When the appointment has been successfully scheduled in the practice appointment book you will see the scheduled message: 'Your appointment is scheduled. We look forward to seeing you.' Online Booking Website Builder v /12/2015 page 12 of 14

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14 Index C Configuring the online booking website 4, 9 E EXACT ONLINE BOOKING WEBSITE BUILDER 3 O Overview of EXACT Online Booking Website Builder 3, 4 P Patient use of the Booking Website 8, 9 Online Booking Website Builder v /12/2015 page 14 of 14