Self-Scheduling Intended Flow

This tutorial will detail the suggested self-scheduling flow for a provider user.

Video Tutorial

Step One - Video Tutorial - Creating a New Calendar and Assigning it to Organizations:

Step One - Step-By-Step Tutorial - Creating a New Calendar and Assigning it to Organizations

1. Select the admin tab
    

2. Select Self Scheduling
    

3. Select Manage Calendars
    

4. Select Add
    

5. Input a Name for internal use.
    

6. Type in your desired URL Slug
    

7. One you've input your URL Slug the next box will show you the Full URL, you can use the copy icon to copy your URL for use
    

8. Now input a description for your calendar, this description is for internal use
    

9. Input a Welcome Message; this message will show as a greeting for the patient.
    

10. Input a Scheduling Complete Message. This message will appear after the patient has completed registration for an appointment.

11. Next, select the Timeslot Duration or the length of the appointment
     

12. Select the New Appointment Scheduling Max; this determines how many days in advance an appointment can be scheduled. You can select from 7 Days, up to 90 days
     

13. Input a number (1-10) for your Default Overbooking Limit Per Timeslot. This determines how many appointments can be done per provider, per timeslot.

14. Set your calendar time zone.
     

15. Set the Minimum Notice Time. This determines how far in advance someone must schedule an appointment before a time slot becomes unavailable. You can max out at 48 hours or 2,880 Minutes

16. Set the Start Time and End Time of your calendar.
     

17. Scroll to the top of your modal page and select Organizations
     

18. Check the box for the Organizations you wish to assign to this Calendar.
     

19. Lastly, if you wish to assign documents to the appointment, you can select Documents.
     

20. Select the document(s) that you want patients to complete before completing their appointment registration. This document has to be assigned to the organization that the patient belongs to.
     

21. Select Save
     

Step Two - Video Tutorial - Setting Provider Availability:

Step Two - Step-By-Step Tutorial - Step Two: Setting Provider Availability:

1. Select your account setting icon
    

2. Select your information to open account settings
    

3. Scroll to the  Availability section.
    

4. Select the Calendar you wish to set availability for
    

5. Once you've selected the calendar, you will see its URL below and can directly copy the link to share from this location
    

6. To add a timeslot, select the general area on the calendar
    

7. Add availability for this timeslot, select OK to add availability

• Overbooking is set from the admin provider, if you wish to change the overbooking, your limit will override the calendar set up

8. Add in any exceptions. Exceptions can be considered "Time Off" or "Additional Time" that varies from your normal schedule. Select OK to add your exception
    

9. Set any schedule preferences; this allows the provider the ability to set the view of their own calendar
    

10. Select Save to save your availability
     

Step Three - Video Tutorial - How to Schedule an Appointment:

Step Three - Step-By-Step Tutorial - How to Schedule an Appointment:

1. Navigate to the Scheduling webpage
    

2. You may be asked to input your First Name, Last Name and DOB, or your Provider Issued Identification Number (Unique ID). This information must match what your provider has input on your patient profile.
    

3. Select Search
    

4. If there is a profile match, your name will pull below the search bar, select Continue
    

5. Select the date range for your desired appointment, as well as select your desired provider. The default will be set to "Any Available Provider." If there is more than one provider available, you can select a specific provider if you wish.
    

6. Scroll down to view available timeslots
    

7. To select a timeslot select it, you will then be required to confirm the time and provider by clicking on the provider
    

8. If required documents are requested to complete the scheduling process, complete them accordingly by selecting “add”
    

9. Once your documents are complete, select Continue
    

10. Input your email and select Finish and Schedule to complete your appointment scheduling.
     

11. You will then be routed to a confirmation page with an email confirmation of the scheduled appointment. Select Home to navigate back to the scheduling page
     

Step Four - Video Tutorial - Self-Scheduling: Provider Review of Scheduled Encounter

Step Four - Step-By-Step - Self-Scheduling: Provider Review of Scheduled Encounter

1. Navigate to your schedule tab on the left navigation.

2. Select the patient to navigate to the encounter
    

3. Edit the details of the encounter accordingly
    

4. Answers applicable Background Questions that are specific to your account
    

5. Encounters that are created via Self Scheduling will automatically be marked as Non Problem Related. To associate a problem, uncheck Non-Problem Related
    

6. Select + to add/associate a problem
    

7. Select to add a new to create a new problem or link an existing to select from existing problems for this patient
    

8. Select + to add performed services for the encounter
    

9. Select the appropriate service
    

10. Select + to add notes for the encounter
     

11. Select + to add or link attachments
     

12. Select Save to save the scheduled encounter