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Configure Online Appointment Slots by Setting Up Production Calendar

Aishwarya Nair
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Let's explore how to set up the production calendar for online appointments. Basically, there are four steps to configure the slots for online appointment booking.

Steps

Let's delve deep into each step.

Step 1: Clinician Creation

  • Navigate to the System Menu > select Practice Settings > Administration > Users.

  • Click + Add New User.

  • Enter the mandatory information for the creation of the new user > click Save & Continue (The clinician will be created successfully.).

  • Click Edit for Clinician Details.
  • Select Yes to mark the new user as a clinician.

  • Enter the mandatory information, such as Clinician Type, Short Name, Speciality, Tax ID, EIN, Max. no of Concurrent Appts., and Colour.

Note: EIN stands for Employer Identification Number. It is a unique number used as an ID that would be part of the Treatment Clinician's Details.

  • Click Save. (The clinician will be created successfully).

Step 2: Configure a Production Type

  • Once you have created the clinician, you need to configure a production type.
  • Navigate to the System Menu > select Practice Settings > Diary > Production Types.

  • Click + Add Production Type.

  • Enter the required details > Click Save (The production type will be created successfully).
    • Click here to learn more about adding and managing production types in the system.

Note: Ensure to select the same Clinician Speciality of the clinician from Step 1.

Step 3: Set Up Production Calendar

To set up a production calendar, perform the steps given below.

  • Navigate to the System Menu > select Production Calendar under Scheduling.

  • Click on the Clinician Availability tab > select the same clinician that you created in Step 1.

  • Configure the production calendar by the clinician. Check this article for more information on production calendar setup.
  • Click on the Location drop-down menu and select the same location of the clinician that you created in Step 1.
  • Configure the production calendar by location.
  • Ensure that you select the same production type from Step 2 while configuring the location.
  • Click Save as New Schedule after configuring the Location and Clinician production calendar setup.

Step 4: Configure Online Appointment Settings

Once you have set up the production calendar for location and clinician, perform the steps given below.

  • Navigate to the System Menu > select Online Appointments under Scheduling.

  • Click Appointment Reasons to configure it.

  • Click + Add Reason.

  • Enter the required details to add the appointment reason. You need to specify the reason for the appointment in simple terms.
  • Ensure that you select the same Production Type that you made in Step 2.
  • Click Save.
Note: Appointment Reasons can be mapped to multiple production types in a single time slot. This allows practices to accommodate different types of procedures within the same production slot.
  • Once you have added the Appointment Reason, you will receive a toast notification as shown below. You can also see the newly added appointment reason listed on the top.
  • The configuration is now done. The slots will be reflected on the patient portal and will be accessible by patients.

Practices can use this resourceful guide to learn how to configure slots on the online appointment portal by setting up production type and production calendar.

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