Configuring your Practice Manager website
SEE ALSO:
Displaying editable Practitioner Profiles (on page 99)
Viewing missing fields from Practitioner configuration (on page 100) Editing a Practitioner Profile (on page 101)
Editing Practitioner portrait image (on page 102) Editing Practitioner Education (on page 104)
Editing Practitioner Private Treatment Fees (on page 105) Editing Practitioner Treatments Available (on page 109) View Practitioner Appointment Settings (on page 110)
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Viewing missing fields from Practitioner configuration
With multiple Practitioners it is easy to forget which Practitioner has which missing information, so the software provides a mechanism to check for missing fields.
To view missing fields from Practitioner configuration 1. Go to Practitioners > Practitioner Profiles
2. For any Practitioner, click the missing Fields link (if one exists).
The link expands into a block with a list of missing fields:
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Editing a Practitioner Profile To edit a Practitioner Profile
1. Go to Practitioners > Practitioner Profiles to display the list of Practitioners who have been configured for the website.
2. Click a Practitioner Edit icon to display the Edit screen:
You need to complete at least all compulsory fields (identified with red asterisk) before Saving.
The Practitioner ID is the ID registered in EXACT.
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Editing Practitioner portrait image
On the bookings website Clients will see a practitioner image at the top of the page:
To add or edit a Practitioner portrait image (Requires a JPG image of the Practitioner) 1. Go to Practitioners > Practitioner Profiles.
2. Click a Practitioner Edit icon to display the Edit screen.
3. Select Image to display the selection dialogue:
4. Click Change image.
You will see a message:
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7. Click the image and then use the positioning and resizing controls that appear:
8. If this is suitable, click the Save button.
9. Run the demonstration (see "Opening a Recall Demo" on page 115) and check your changes.
10. If necessary, edit again, and run the demonstration again.
11. Publish (see "Publishing your profile changes" on page 80) by clicking the Go Live publish profile changes button.
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Editing Practitioner Education
On the bookings website Clients will see practitioner credentials under the Credentials tab:
To add or edit Practitioner Education details 1. Go to Practitioners > Practitioner Profiles.
2. Click a Practitioner Edit icon to display the Edit screen.
3. Select Education and postgraduate qualifications to display the input dialogue:
4. Type details in the Year and Qualifications boxes.
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Editing Practitioner Private Treatment Fees
Default Private Treatment Fees are set for the Practice (see "Private Treatment Fees" on page 88), but under each Practitioner Profile it is possible to
Copy the Practice default Private Treatments and fees (see "Private Treatment Fees" on page 88) to the Practitioner.
Add Private Treatments.
Customize fees.
On the booking website your private fees will appear under the Fees tab:
To edit Practitioner Private Treatment Fees 1. Go to Practitioners > Practitioner Profiles.
2. Click a Practitioner Edit icon to display the Edit screen.
3. Select Private Treatment Fees to display the Private Treatment Fees screen:
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4. You now have options:
Click the Copy from Clinic Profile button to copy the Practice defaults to this Practitioner.
- and / or -
Click the Add Treatment button to add a treatment (procedure below).
5. Enter any custom fees required for this practitioner.
6. Click the Save treatment fees button.
7. Publish (see "Publishing your profile changes" on page 80) by clicking the Go Live publish profile changes button.
To Add a treatment for a Practitioner 1. Click the Add Treatment button.
2. Specify a Treatment Code (required) and whether the Price has a range (the range is optional; leave the checkbox unselected if you want to apply a specific single price):
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5. Click the Save button .
6. Publish (see "Publishing your profile changes" on page 80) by clicking the Go Live publish profile changes button.
To delete a New treatment
1. Click the Delete hyperlink alongside the treatment:
2. When prompted, click OK:
3. Click the Save button .
4. Publish (see "Publishing your profile changes" on page 80) by clicking the Go Live publish profile changes button.
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Editing Practitioner Current Timetable
Default working hours are defined for the clinic as a whole (see "Opening Hours" on page 87), and it is also possible to
Apply the clinic defaults to a Practitioner.
Customise the working hours for a Practitioner.
On the booking website the Clients will see the bookings page as follows:
To edit Practitioner Current Timetable
1. Go to Practitioners > Practitioner Profiles.
2. Click a Practitioner Edit icon to display the Edit screen.
3. Select Current timetable to display the Current Timetable screen:
4. (Optional) Click the Copy from Clinic Profile button to apply the clinic default hours to the Practitioner.
5. To edit each working day of the week, add opening hour time slots to the booking calendar as follows:
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8. Run the demonstration (see "Opening a Recall Demo" on page 115) and check your changes.
9. If necessary, edit again, and run the demonstration again.
10. Publish (see "Publishing your profile changes" on page 80) by clicking the Go Live publish profile changes button.
You will see a green message "Schedule successfully saved."
A red "X" will appear next to the time slot, as a means of deleting that slot, if necessary.
11. If necessary, delete time slots as follows:
o First Save, so that the red "X" becomes visible alongside the time slot.
o Click the red "X". The slot immediately disappears:
12. Run the demonstration (see "Opening a Recall Demo" on page 115) and check your changes.
13. If necessary, edit again, and run the demonstration again.
14. Publish (see "Publishing your profile changes" on page 80) by clicking the Go Live publish profile changes button.
Editing Practitioner Treatments Available
Use this screen to define whether a Practitioner is available or unavailable per treatment.
On the booking website the Clients will see available and unavailable treatments as follows:
To edit whether Practitioners are available or unavailable per treatment 1. Go to Practitioners > Practitioner Profiles.
2. Click a Practitioner Edit icon to display the Edit screen.
3. Select Treatments available to display the Treatments available screen:
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4. For each treatment, click to change, to toggle between available / unavailable:
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.
View Practitioner Appointment Settings
Appointment settings are configured in EXACT software, and are read-only in the Practice Manager website.
To view Practitioner Appointment Settings 1. Go to Practitioners > Practitioner Profiles.
2. Click a Practitioner Edit icon to display the Edit screen.
3. Select Appointment Settings to display the Appointment Settings screen:
Note: If you hover over the content, the tooltip states "You can change this via EXACT".
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Staff
Staff can be set up directly by the dental practice.
To access the Staff List
Go to Practitioners and Staff > Staff The Staff List displays.
Initially it is unpopulated:
Once populated the Staff list displays both active and inactive practitioners:
Adding a new Staff member To add a new staff member
1. Go to Practitioners and Staff > Staff The Staff List displays.
Initially it is unpopulated. Notice the New person button.
(Once populated the Staff list displays both active and inactive practitioners, and it still has the New person button)
2. Select the New person button.
The Add new person screen displays Title, Name and a Template field.
Select the appropriate template for the new staff member (in this example, Receptionist):
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Further fields will display, depending on the template that you selected. For example:
3. Upload a portrait image file (Requires a JPG image of the staff member).
4. Click the image and then use the positioning and resizing controls that appear:
Add biography details to suit.
5. If the image and information is suitable, click the Save button.
6. Run the demonstration (see "Opening a Recall Demo" on page 115) and check your changes.
7. If necessary, edit again, and run the demonstration again.
8. Publish (see "Publishing your profile changes" on page 80) by clicking the Go Live publish profile changes
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Editing and Deleting a staff member To edit a staff member
1. Go to Practitioners and Staff > Staff The Staff List displays:
2. Click the Edit icon alongside the appropriate staff member.
3. Edit fields as appropriate and then Save.
4. Publish (see "Publishing your profile changes" on page 80) by clicking the Go Live publish profile changes button.
To delete a staff member
1. Go to Practitioners and Staff > Staff The Staff List displays.
2. Click the Delete icon alongside the appropriate staff member.
3. When prompted, select Yes:
4. Publish (see "Publishing your profile changes" on page 80) by clicking the Go Live publish profile changes button.
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Configuring Settings
Recall settings and demo (on page 114) Customise widget (on page 118)
Customise Marketing Bar (on page 119) Appointment Stacking (on page 120) Mini Site settings (on page 120) Account settings (on page 121)
Medical History Form upload (on page 122) Cancellation policy (on page 123)
Complaints Procedure (on page 125) Leads (on page 125)
See also:
Saving a hyperlink to the booking page
Recall Settings and Demo
This is a useful simulation tool, where you can view a demonstration of how the patient bookings website appears (per Practitioner).
The simulation is clearly labelled as a DEMO, and does not actually make any bookings:
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1. In the left navigation panel, go to Settings > Recall Settings and demo:
2. (Optional) Select a Practitioner.
3. (Optional) Check (tick) the available checkboxes to simulate settings in the demo, and Save settings.
4. Click the Open Recall demo button:
See: Opening a Recall Demo (on page 115)
Opening a Recall Demo
To simulate the website (run a Recall Demonstration)
1. In the left navigation panel, go to Settings > Recall Settings and demo:
2. (Optional) Select a Practitioner.
3. (Optional) Check (tick) the available checkboxes to simulate settings in the demo, and Save settings.
4. Click the Open Recall Demo button:
The DEMO RECALL simulation opens.
The process has three steps: 1) Select appointment date and time 2) Review the booking 3) Confirm the booking.