The New Patient Web Scheduler is a feature where you can insert a link onto your website, social media, or where ever you want really. This is designed so that new patients can click on this link and schedule themselves for a new patient appointment!
To Enabled -
To enable this you want to log into your location > Settings > Initial Setup > Integrations > Web > toggle enable to on.
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General Settings -
A - Location Slug
This is the unique identifier for your location. It is used in the URL for your new patient web scheduler, as well as your new patient paperwork link. This is auto generated by us when your clinic is set up.
If you change this, it will render any links (that have already been sent out) inactive. In general, we encourage that you do not change it, but if you do please proceed with the knowledge that any prior links will not work.
B - Patient Paperwork Landing Page
The landing page is where new patients can fill out their digital paperwork. This is also auto generated by us. If you click on this link it will take you to the landing page. This link can be used below if you want patients to fill out ChiroHD digital paperwork after booking their appointment.
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New Patient Scheduling Settings -
C - Enable
You will need to enable to view any NP Web Scheduler settings.
D - Scheduling Page
The URL of the new patient scheduling page. New patients can be directed here to schedule their own New Patient appointment.
You would copy this link and paste it onto your website, for example, for new patients to fill out.
E - New Patient Appointment Settings
This configuration page will dictated what calendar is being used, and what time slots are an option for self-scheduling new patient appointments.
Click on the blue New Patient Appointment Settings to configure
1. New Patient Appointment Type
Use the drop-down menu to select only one New Patient appointment type that you have already set up in ChiroHD.
2. Provider
Use the drop-down menu to select only one provider in ChiroHD. You can only have the web scheduler pointing to one calendar.
*To clarify, at this time we can only set up the web scheduler using one appointment type and one calendar. Meaning, you can't have patients scheduling across multiple calendars or appointment types. With that being said, some offices choose to set up a calendar just for their new patient appointments so that the scheduler does not interfere with other appointments as the scheduler cannot verify if a NP has already been booked in a timeslot. So having a separate calendar that expands 1 column can help prevent overbooking.
3. Allow Same Day Appointments
You would enable this if you want to allow patients to schedule the same day, if a spot is available.
4. Collect Patient Address
When a patient clicks on the new patient web scheduler link, it will default to a basic demographics (first and last name, phone number, email address) screen for patients to fill out in order to book their appointment. If enabled, this will then also display address fields in combination with phone number, etc. We cannot make the address a required field, but you can choose to display address fields if you would like to try and collect that information upon booking.
5. Times available for new patient appointments
Here is where you would set explicit days of the week and times that you want to be available for the web scheduler feature.
The system will look at these settings, then look at your specified ChiroHD calendar, and verify if a slot is available that can fit the specified new patient appointment. If everything is all in the clear, that time slot would be an option on the web scheduler. If that slot is booked up, it will not be displayed to the patient and an option.
You need to be very specific when selecting what times you want to be an option for a patient to schedule themselves.
Make sure to Save!
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F - Scheduling Flow
This setting will determine the order in which the scheduler captures information and the order of the prompting screens.
• Appointment only - The patient will first encounter the calendar to select their appointment date > then it will progress to their patient details page (where they input their information) > then, after they hit submit, will anything be recorded in ChiroHD. This will create a patient profile and book the new patient appointment.
• Lead first, appointment second - The patient will first encounter the patient details page (where they input their information) > then ChiroHD will capture this information as a lead (behind the scenes) > the patient then selects their appointment date > after they hit submit, ChiroHD will create their patient profile and book the new patient appointment.
What is the difference between the two?
With Lead first, appointment second option - ChiroHD will capture that patient's information and put them in your lead management dashboard if they input their information and then do not go through with booking an appointment (or put them in the scheduled column if they did complete the booking). Say a patient started filling everything out, then life happened and they had to go pick up their kids and they left the scheduling page. This patient would be lost, but the lead first option will still capture their submitted patient details but mark them as a lead. That way you can go to your lead management dashboard and pick back up with that patient by encouraging them to schedule. With the appointment only option, nothing will be recorded in ChiroHD until that patients completes each step in the process and actually books their new patient appointment.
G - Page Theme
This will allow you to customize the colors on the scheduler to fit your branding. Simply click into the color picker fields and choose your preferred colors. The preview will automatically update to display your selections. The logo will pull from the logo that you already set up in ChiroHD during the onboarding process.
The preview demonstrates how the selected options will appear. The numbers 1, 2, and 3 are not different theme options but simply examples of how the dates will look on the calendar.
Primary Color: This color is applied to the buttons representing appointment times. It will also be displayed on the calendar when a date is selected.
Indicator Color: This color is used for the dot on the calendar view, indicating the availability of appointment times on that date.
Button Text Color: This color is applied to the text on the buttons when viewing available appointment times for a selected date.
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Advanced Page Settings -
H - Landing Page Pixel
This field will be blank by default. This field would be utilized if you are working with a marketing company. Here is where you would insert your company's website.
Available formats are located to the right of the field, you can select either HTML/JavaScript or URL.
I - Appointment Scheduled Pixel
This field will be blank by default. This field would be utilized if you are working with a marketing company. This would give your marketing company information if someone has clicked on the link. This may be tied to a specific lead source and inform your marketing company if that lead source is generating clicks.
Available formats are located to the right of the field, you can select either HTML/JavaScript or URL.
J - Add Redirect URL
You can add a URL into this field, and it will take the patient to a specific URL after they have booked their new patient appointment. You can add your Patient Paperwork Landing Page URL here if you would like the patient to fill out paperwork after booking their appointment. Maybe you want them to be directed to part of your website where you have an article of what they can expect at their first visit! The is an optional field, but a really effective next step.
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What will I see on my calendar?
If a patient books their own new patient appointment via the web scheduler, it will appear on your calendar, but there will be a sparkle icon on the appointment so that you can quickly identify that this appointment was self-booked via the NP web scheduler.
This same icon will also show on your lead management dashboard if you have the Lead first, appointment second option selected. That way you can quickly identify that the lead was generated by the NP web scheduler, and you know that the patient started the process but never actually booked an appointment (or if they did book the appointment, the lead will appear in the scheduled column).
At this time, you will not receive an email notification when an appointment is booked, but you will see the icon on the calendar...so keep an eye out for the sparkle icon!!
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Video Tutorial:
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