Configuring your Practice Manager website
STEP 3 CONFIRM THE BOOKING:
STEP 3 CONFIRM THE BOOKING:
To recommend the practitioner:
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Customise widget
This utility enables you to add a calendar widget to your normal Practice website, or to any other website.
The calendar widget can be customised for size and colour, and you can Preview it before committing to it.
You can also add a hyperlink from any site to the booking site.
Sample widget on booking site, using default colour:
To customise your widget
1. In the left navigation pane go to Settings > Customise Widget:
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6. If necessary, edit again, and run the demonstration again.
7. Publish (see "Publishing your profile changes" on page 80) by clicking the Go Live publish profile changes button.
Customise Marketing Bar Sample marketing bar:
To customise your marketing bar
1. In the left navigation pane go to Settings > Customise Marketing Bar:
2. Change any parameters that you wish.
3. Select the Save button to update the text in the Your embed code text box.
4. Copy the text from the text box and paste it into your site.
5. Run the demonstration (see "Opening a Recall Demo" on page 115) and check your changes.
6. If necessary, edit again, and run the demonstration again.
7. Publish (see "Publishing your profile changes" on page 80) by clicking the Go Live publish profile changes button.
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Appointment Stacking
This will display every available slot in the diary.
When stacking is turned off it will only display the first gap in a slot.
For example if 2pm to 4pm was available and the appointments were 30 minutes:
Stacking turned off will only show 2pm as being available.
Stacking turned on it will show 2.00, 2.30, 3.00, 3.30 etc.
To configure Appointment Stacking
1. In the left navigation pane go to Settings > Appointment Stacking:
2. Select from the drop down menu (default is 0 - Don't stack at all).
3. Select the Save button.
4. Run the demonstration (see "Opening a Recall Demo" on page 115) and check your changes.
5. If necessary, edit again, and run the demonstration again.
6. Publish (see "Publishing your profile changes" on page 80) by clicking the Go Live publish profile changes button.
7. NOTE: You may need to wait as long as 10 minutes to see the changes on the booking site.
Mini Site settings
This is a separate optional module that you need to purchase from your booking site representative, with the initial setup performed by Software Of Excellence.
To access mini site settings
In the left navigation pane select Settings > Mini site settings.
For now the primary settings for the mini site are not accessible, and this page simply has a notification:
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Account settings
This is the means to change your administrative email address, login password, and portrait/image.
To access your Account settings
1. In the left navigation pane select Settings > Account Settings.
2. Change any fields as necessary and then select the Save button.
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Social Settings, enabling Thank You pages
Social settings relate to your online corporate interactive communications, such as Thank You pages on the booking site:
To configure Social Settings
1. In the left navigation panel, go to Settings > Social settings:
2. Select / check each check box that applies.
3. Click the Save button.
4. Run the demonstration (see "Opening a Recall Demo" on page 115) and check your changes.
5. If necessary, edit again, and run the demonstration again.
6. Publish (see "Publishing your profile changes" on page 80) by clicking the Go Live publish profile changes button.
The selected options will be created automatically from your Profile and Account information.
Medical History Form upload
The Medical History Form is your means of soliciting historical information on new patients.
To upload a Medical History Form
1. Ensure that the Medical History Form is located in an accessible folder.
2. Go to Settings > Medical History Form upload:
3. Browse for the form, locate it and then click the Update button.
You will see a confirmation notice: "File successfully uploaded".
You will also see a new Current file hyperlink just below the heading. If you click this hyperlink you will have the option of downloading the file:
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Cancellation policy
The Cancellation Policy is a statement that appears to patients
At the end of the Booking procedure
In emails sent from the booking site
In the Policies Tab on the bookings page:
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Configuration is simply a matter of typing or pasting the text into a text box.
To create an online Cancellation Policy Statement
1. (Recommended) Type up a Cancellation Policy Statement in a text file offline, and then copy it to the online form.
2. In the left navigation panel, go to Settings > Cancellation Policy:
3. Type or paste into the text box.
4. Click the Save policy button.
5. Run the demonstration (see "Opening a Recall Demo" on page 115) and check your changes.
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Complaints Procedure
The Complaints Procedure is a statement that appears to patients both
At the end of the Booking procedure, and
In emails sent from the booking site.
Configuration is simply a matter of typing or pasting the text into a text box.
To create an online Complaints Procedure Statement
1. (Recommended) Type up a Complaints Procedure Statement in a text file offline, and then copy it to the online form.
2. In the left navigation panel go to Settings > Complaints Procedure:
3. Type or paste into the text box.
4. Click the Save Complaints button.
5. Run the demonstration (see "Opening a Recall Demo" on page 115) and check your changes.
6. If necessary, edit again, and run the demonstration again.
7. Publish (see "Publishing your profile changes" on page 80) by clicking the Go Live publish profile changes button.
Leads
This is optional functionality that is enabled by a booking site representative (not by Software of Excellence).
To configure Leads
1. In the left navigation panel go to Settings > Leads:
Check (tick) options as appropriate.
2. Select the Save button.
3. Run the demonstration (see "Opening a Recall Demo" on page 115) and check your changes.
4. If necessary, edit again, and run the demonstration again.
5. Publish (see "Publishing your profile changes" on page 80) by clicking the Go Live publish profile changes button.
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Viewing statistics and report
Appointment statistics (on page 126) Appointment Report (on page 127) Paid appointments (on page 129) Recall statistics (on page 129)
This section provides a means of viewing information on your online bookings.
Appointment statistics
This report graphs appointments over the last 30 days.
To view the Appointment Statistics Report
In the left navigation panel, go to Settings > Appointment Statistics Report:
Summary statistics for last month recall appointments, widget appointments and portal appointments:
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Appointment Report
This is an information resource to monitor the effectiveness of your online bookings.
To view the Appointment Report
1. In the left navigation panel, go to Statistics > Appointment report:
2. Set all parameters and then select the Filter button to display results (see parameters images below).
3. Optionally press the Download button to download the filtered report in XLS (Microsoft Excel) format:
Report parameters:
From date To date
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Insurance (UK example):
Reason for Visit:
Origin:
Appt status
Practitioner:
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Paid appointments
This software has not yet been formally rolled out.
The reporting fields for Paid Appointments Statistics include Numeric ID, ID, Date created, Patient Last name, Reason for the appointment, the Amount, and whether it has been paid.
To view the Paid Appointments Statistics
In the left navigation panel, go to Statistics > Paid appointments:
You have the option to filter the statistics by Appointment ID.
Recall statistics
The Recall Statistics provides a breakdown per month in terms of number of recalls Sent, number Opened, number Clicked, and number / percentage booked.
NOTE: Records are calculated by the months in which recall emails were sent. For example, a recall to John Smith is sent on 29 March, and although Mr Smith responds on 3 April, his record is listed for March.
To view Recall Statistics
1. In the left navigation panel go to Statistics > Recall Statistics:
2. (Optional) Select the number of entries to display:
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3. (Optional) Search by practitioner:
4. (Optional) Search by means of the Search box. Type the search string and then press <Enter> on your keyboard:
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Support and Contact information
This information applies to the website developer.
The Support and Contact process is not for Software of Excellence.
Select Support for web developer support details.
The Contact link opens a web form for submitting a message to the website developer:
A red asterisk indicates required fields that you must complete before clicking Send to send the message.
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Index
A
Account settings • 76, 114, 121 Adding a New Practitioner • 75, 98 Adding a new Staff member • 75, 111 Appointment Report • 76, 126, 127 Appointment Stacking • 76, 114, 120 Appointment statistics • 76, 80, 126 Awards and accreditations • 74, 83, 92 B
Benefits of Online Appointment Bookings • 8, 11 C
Cancellation policy • 76, 114, 123
Changing your account Email address • 73, 82 Changing your account password • 73, 81
Checklist-Configure Online Appointment Bookings • 8, 14, 46
Clinic Offers • 75, 95 Clinic Reviews • 75, 95, 97
Complaints Procedure • 76, 114, 125
Configuring and monitoring Payments • 79, 97 Configuring Existing Patient online booking • 8, 10,
20, 44, 45, 47, 52, 61
Configuring Marketing Tools • 79, 95
Configuring New Patient online appointment booking
• 8, 10, 17, 45, 47, 50
Configuring Online Appointment Bookings • 44 Configuring Online Recalls • 8, 59
Configuring Online Recalls on the booking website • 47, 60
Configuring Online Recalls within EXACT • 14, 47, 59
Configuring Planned Treatment online appointment booking • 8, 10, 15, 30, 45, 47, 56
Configuring Practitioners and staff • 79, 97
Configuring your Clinic Profile • 79, 83
Configuring your Practice Manager website • 8, 45, 47, 60, 61, 72
Creating an Online Booking (patient) • 8 Customise Marketing Bar • 76, 114, 119 Customise widget • 76, 114, 118
D
Dealing with possible duplicate patient records • 38, 39
Displaying editable Practitioner Profiles • 75, 98, 99 E
Editing a Practitioner Profile • 75, 98, 99, 101 Editing and Deleting a staff member • 76, 113 Editing Clinical Profile - Location information • 74,
83, 93
Editing Practitioner Current Timetable • 74, 75, 87, 108
Editing Practitioner Education • 75, 99, 104
Editing Practitioner portrait image • 75, 98, 99, 102 Editing Practitioner Private Treatment Fees • 75, 88,
99, 105
Editing Practitioner Treatments Available • 75, 99, 109
Enabling the Online Appointments tab in the Appointment Book • 8, 36, 38, 46, 48
EXACT Online Booking Website Builder • 8, 10, 14, 20, 45, 47, 52, 60, 61
F
Features of Online Appointment Bookings • 8, 12 G
General Information • 73, 83, 84 L
Leads • 76, 114, 125
Linking EXACT to the Online Bookings website • 73, 77
Log in and out of your Practice Manager website • 73,
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Medical History Form upload • 76, 114, 122 Mini Site settings • 114, 120
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NHS Treatment Fees (UK) • 74, 83, 91 O
Online Appointment Bookings • 60
ONLINE APPOINTMENT BOOKINGS • 8
Opening a Recall Demo • 76, 80, 85, 86, 88, 96, 103, 104, 109, 110, 112, 115, 118, 119, 120, 122, 124, 125
Opening Hours • 74, 83, 87, 108
Overview of EXACT Online Booking Website Builder • 14, 20, 52, 61, 63
Overview of Online Appointment Bookings • 10 P
Paid appointments • 76, 126, 129 Patient Leads • 75, 95, 97
Patient use of the Booking Website • 20, 52, 66 Practitioners • 97, 98
Private Treatment Fees • 74, 83, 88, 105
Publishing your profile changes • 73, 80, 85, 86, 88, 89, 90, 93, 94, 96, 103, 104, 106, 107, 109, 110, 112, 113, 119, 120, 122, 124, 125
Purpose of Online Appointment Bookings • 8, 10 R
Recall Settings and Demo • 76, 80, 85, 86, 114 Recall statistics • 77, 126, 129
Requirements for Online Appointment Bookings • 8, 14, 44
S
Social Settings, enabling Thank You pages • 76, 122 Specialist Dental Services • 74, 83, 86
Staff • 97, 111
Support and Contact information • 77, 79, 131 T
Tasks for Practice Manager website configuration • 72, 73, 78
The Practice Manager Website screen • 73, 78, 79
U
Using Existing Patient online booking • 8, 10, 20 Using New Patient online booking • 8, 10, 17 Using Online Appointment Bookings • 17
Using Planned Treatment online booking • 8, 10, 30 Using Recall Patient online booking • 8, 10, 21, 60 Using the Online Appointments Tab • 8, 12, 17, 20,
21, 30, 38 V
View Practitioner Appointment Settings • 75, 99, 110 Viewing completion status of your configuration • 73,
80
Viewing missing fields from Practitioner configuration • 75, 98, 99, 100
Viewing online appointment bookings in the appointment book • 8, 43
Viewing statistics and report • 79, 126
Viewing your credits usage for portal bookings • 73, 80, 81
W
Workaround
To send ONLY a Hygienist recall link to a Patient • 26
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