TheraOffice PE Online Scheduling

Online Scheduling Set- Up

Accessing The Controls

The TheraOffice Online Schedule settings are located in the TheraOffice PE Settings window. To access this window, navigate to theBackstage Menuand selectAdministrator(your user will need access to the Administrator module in order to locate these). SelectTheraOffice PE Settingsunder theOptionsheading of the menu.

Activating the Online Schedule

During setup, you will need each of the controls located in the General settings as well as the Online Scheduling Settings.

General Settings

1. First, navigate to General Settings and choose your local time zone in the Display in Time Zone field. This will populate the appointment times in the correct time zone when patients schedule their appointments.

The Above Image shows the General Settings control located within the TheraOffice PE Settings of the Administrator window.

2. Next, navigate to Booking Notification Emails. Add the emails of any system users you would like to be notified via email when a patient books an appointment via the Online Scheduler. We recommend one at minimum, but you may find it helpful to add any front-desk users. Note: This field is also used for the Schedule Optimizer set up. Users that have an email set up will get notifications for Online Scheduling and Schedule Optimizer if the Schedule Optimizer is enabled within Administrator.

The Above Image shows the General Settings Booking Notification Emails section located within the TheraOffice PE Settings of the Administrator window.

The Above image is an example of the Booking Notification Email.

Online Scheduling

1. Online Scheduling URL: This URL will be provided by TheraOffice during the Set up process. The Online Scheduling URL can be copy and pasted from this section and embedded on to your clinic's website.

The Above Image shows the Online Schedule URL located within the TheraOffice PE Settings of the Administrator window.

2. Minimum Advanced Notice (Hours): Number of hours of advanced noticed from the current time needed in order to schedule the appointment.

3. Schedule Out (Days):The future number of days allowed for patients to schedule out an appointment.

4. Check Authorizations Before Booking:If this option is checked, then a valid authorization will need to be set within the primary case of the patient in order to book the appointment.

Custom Messages

Custom messages can be created based on the patient's response within the Online Scheduling Screen. To customize a response, simply free type in to the text boxes.

The Above Image shows the Custom Messages located within the TheraOffice PE Settings of the Administrator window.

Appointment Type Set up

When online appointments are booked, the previous appointment type will be the default type for the new appointment. Appointment types can be excluded from this by going to the Appointment Type Settings within the Backstage Menu.

1. In the Backstage Menu select the Schedule button and then click appointment types.

The Above Image shows the Appointment types within the BackstageMenu. .

2. Select an Appointment Type and click "Edit Appointment Type".

3. To exclude the appointment type from Online Scheduling, checkmark Not Available in Online Scheduling.

Resource Set up

Resources can be excluded from online scheduling though the Backstage Menu of TheraOffice. Follow the steps below to exclude a resource from the Online Scheduling tool:

1. In the Backstage Menu click Scheduling and Resources.

The Above Image shows the backstage menu.

2. The Select Facility window will open. Select the facility that the desired resource is located in.

The Above Image shows the select facility window.

3. Select the resource name and click edit.

The Above Image shows the resource window.

4. The resource window ill open. Checkmark Not Available in Online Scheduling in order to exclude the resource from Online Scheduling.

The Above Image shows the Not Available in Online Scheduling checkbox.

Patient Perspective

Once patients click on the URL provided by the clinic (the link URL listed in Administrator) they will follow the below steps.

1. Indicate if they are a current patient.

The Above Image shows the current patient screen of the Online Scheduling URL..

New Patients

1) New patients will be directed to the following page to fill out contact information:

The Above Image shows the new patient contact information screen of the Online Scheduling URL..

The patient will have a choice for a preferred contact method. If the "Call me to Schedule an Appointment" or "I Will Call You" option is chosen, and inbound queue item will be created letting the clinic staff know to call the patient. The patient will then receive a message letting them know that the clinic will reach out. Note: These messages can be customized within the Custom Messages section of Administrator.

The Above Image shows what the patient will see if they choose to receivea call back from the clinic.

The Above Image shows the Custom Messages in Administrator that displays on the Online Scheduling URL.

 

Returning Patients

1) Returning Patients will be prompted to fill out their contact information.

 

Save This Information Locally for Future Use:This option allows the contact information to be stored securely and locally for future use. This option is computer specific.

2) Select a Therapist and Location. The patient will have the option to choose a specific therapist and location for their appointment. This will pull based off of past appointments previously scheduled with a provider, or future appointments scheduled a provider.

3) Select an Appointment Date & Time. The patient is able to select an available appointment time to book. This corresponds with the provider's schedule, and only available times will display.

The Above Image shows the available appointment times based on the provider schedule.

 

Alternatively, if the patient would like a call back they can press the "Call Me" button leave their contact information with the clinic.

The Above Image shows the Call Me Button Message..

4) Confirm your Appointment. The patient will have 60 seconds to confirm their appointment.

 

The Above Image shows the confirm appointment window.

5) Appointment Confirmed. Once confirmed, the patient will receive an Appointment Summary along with an email.

The Above Image shows the confirmed appointment..

The Above Image shows the body of email that the patient will receive once the appointment is confirmed.

How to Track

Online Scheduling back be tracked through the Open TheraOffice PE button within the Backstage Menu.

 

The Above Image shows the Open TheraOffice PE button in the Backstage Menu.

The Online Scheduling Dashboard will display all patients that have filled out a request from the URL.

he Above Image shows the Online Scheduling Dashboard.

Created On: The time stamp from the system log of when the appointment was created.

Patient ID: The identification number of the patient.

Patient first Name: First name of the patient.

Patient Last Name: Last name of the patient.

Facility: Facility where appointment is scheduled.

Provider: Provider that appointment is schedule under.

Appointment time: Confirmed appointment time that the patient selected.

Scheduling Status: The status of the request.

• Scheduled - Appointment has been scheduled by the patient.
• Will contact Clinic - The patient will call the clinic on their own.
• Contact Requested- The patient has asked for the clinic to contact them.

To view details of an appointment, double click on the appointment to expand the online scheduling window. The view button will also expand the Online Scheduling Window.

The Above Image shows the Online Scheduling Details.

Inbound Queue:

Online Scheduling Requests will also display in the inbound queue. To open the inbound queue, click the Inbound Queue button displayed on the Home toolbar.

The Online scheduling requests will have a type of "Online Scheduling Requests". There are two types of requests.

• Clinic Contacts Patient- The patient has asked for the clinic to contact them regarding their appointment question.
• Patient Contact Clinic - The patient will give the clinic a call at their convenience.

To view a request, double click on it to view the contact information of the patient. Alternatively, the request can be highlighted and the view button can be selected.

New Patients that do not exist in TheraOffice can be converted to patients from the Inbound Queue.

1. Highlight the scheduling request from the inbound queue.

2. Click the Convert to Patient button found on the Inbound Queue Toolbar.

3. Fill out the patient information and click "Save and Close" to create the patient within TheraOffice.

On the Schedule

Once the patient confirms their appointment, the appointment will appear on the schedule. When the appointment is checked in, the case will need to be selected in order to check in the appointment if there are multiple open cases within the patient chart.

The Above Image shows the Select Case for Appointment Options when scheduling an appointment.