GrowthHub - Online Scheduling

Instant Online Appointment Scheduling comes with ChiroSpring's GrowthHub and GrowthHub Pro. If you are not using it, this is going to be a game changer for your practice. Click here to add GrowthHub (if you do not already have it).

Overview Video

Watch training video here

Before you get started, we support both our classic Online Scheduler and our new Online Scheduler (image below).

Under ChiroSpring's settings/communication data section you will see both "Online Booking" and Online Scheduler".

• Online Scheduler - This is the new interface (recommended)
• Online Booking - This is the old user interface (not recommended)

Here is how online scheduling works.

First, you will want to setup your schedule, visit types, time blocks and which providers are assigned to those visit types before you let your patient's book online. This is to ensure patients are selecting times that are actually open, and, which match the services that provider will render. As an example, you may not want a patient booking a massage with a chiropractor as an example. Or, you might want new patients to book only on Tuesdays from 1 pm to 3 pm. You'll want to have all of that setup before posting the online scheduler to your website.

Before we get to how to make these configurations, here is a look at the online scheduler UI.

Patients can choose a category and then select a provider. The scheduler will update showing which time slots are available.

Next, the patient will choose an open time. This opens up a dialog letting them fill in their information to complete the online booking.

This is a super easy process for the patients.

ChiroSpring will automatically post the appointment to your scheduler, if that patient exists in your system. If the patient is not already in your system you will need to approve the appointment. To do this click on the bell icon at the top of ChiroSpring. Then click 'Appointment Requests'. As you can see in the image below we have 15 appointment requests that need to be confirmed. These occurred because the system could not match them based on the information the patient provided.

Next, select the patient you want to confirm. Then click 'Approve'. Of note, you can also edit the patient hame from here (pencil icon). Or change the appointment date or time. To reject the request, select the patient, then click 'Reject'. You may also delete the request which wipes the request completely from the system.

First you will need to create your visit types. Then determine three key components for each.

• Show online
  • When toggled on, this appointment category will be available for patients to select with online scheduling.
• Prompt patient to choose provider
  • When selected, patients will need to choose a provider after selecting the appointment category.
  • When not selected, patients will only choose the appointment category (e.g. New Patient Visit). The software will then randomize which provider will receive the appointment based on the time the patient selected and what times were available for that provider.
• Time block settings
  • Only allow these appointments inside of time blocks
    • When checked, patients will only be able to book appointments online during times you defined a time block (for this same appointment category). As an example, if you want to schedule "New Patients" on Wednesdays from 12 pm to 3 pm, you would first create a time block for this (this is done directly on the scheduler by clicking a time, then choosing the Time Block tab). Once that time block is created, then check the box (image below) to "only allow these appts inside of time blocks".
  • Max appointments/time slot
    • This defines how many of this appointment category you are willing to schedule into a given time slot. As an example, if you set this as 3, this means you are willing to allow up to 3 appointments for this visit category during that time slot. Often, something like "New Patient" would have 1 selected. This prevents double booking for new patient visits as an example.

Go to settings/scheduler & appointments.

There are additional settings you will need to enable to ensure your patients have the best online booking experience.

Go to settings/users & rooms.

From there pay attention to these two options:

• Selected as online appts provider
  • When enabled, patients can schedule appointments to this provider

You will want to have this toggled on so you appear on the online scheduler as an available provider.

• Max appts/timeslot
  • Make sure you have enough time slots based on the appointment categories you allow patients to book to. As an example, if you have new patient visits

*Always remember, when finished hover your Action button and Click/Touch the green SAVE icon

Next it's time to ensure your scheduler has the correct time increments as well as the start time and end time. As an example, if you want your patient's to not see appointments prior to 8 AM, make sure your start time is in fact 8 AM. The time increments you select will also determine what patients will see when booking an appointment online.

Click Scheduler (from the left menu).

In your Scheduler, click the GEAR icon in the top right. Here you can set the time increments. As an example, if you book every 15 minutes, you would choose 15 minutes.

To find your online schedule URL go to settings/communication data.

You will see both "Online Booking" and Online Scheduler".

• Online Scheduler - This is the new interface (recommended)
• Online Booking - This is the old user interface (not recommended)

Copy either the "copy" (which is a long URL), or the short link (useful for text messaging).

💥PRO TIP: Create a QR Code

There are many websites that will allow you to create a QR code if you provide them a URL. You can then print this QR code out and have available at your front desk.

Finally, you will need to define your workflow rules to ensure you are set up to accept instant online booking.

• Patient Hub 360 Mobile app
  • Check if you want instant scheduling available through the patient app (it does not allow them cancel their appt) .
• Online Booking
  • Select 'Yes' to send a patient an online booking confirmation message.
• Appointment Reminders
  • Select 'On' to enable appointment reminders
  • Select SMS or Email

Remember, in the patient's file - communicator - you can override default workflow rules for individual patients.

Time blocks also work hand-in-hand with online scheduling. Let's say you want to define a schedule where only new patient appointments can be booked on Wednesdays from 12 pm to 3 pm. You can do this by setting up time blocks.

To get started with Time Blocks go to settings/scheduler & appointments.

For any of your appointment categories, check the box "Only allow these appts inside of time blocks". This will ensure for that category (e.g. New Patient Visit) that only New Patient Visit's can be booked during that time block.

You can also define the maximum amount of appointments that can exist within that time block. For example, if you only would like 1 maximum appointment to exist (across), choose 1 for "Max appointments/timeslot".

To add a time block, click on an open time slot on your calendar. From there, select the right tab (see menu below) that says "Time Block".

Next define the type, category as well as the duration. If you want something as simple as an office visit to exist for "all day", choose "all day".

Choose repeat if you want to repeat the time block.

Type

• Provider Reserved - this is used to block out time. For example, let's say you want to block out lunch every day from 12 pm to 1 pm. Or, perhaps you want to block out a meeting for a day. When blocked, patients will not be able to book appointments during this time using online scheduling.

• Single Appointment Category - This is the option you will select when you want the time block to be used for appointment scheduling. For example, if you want new patients to schedule during 1-3 pm on Tuesdays, this is the option to use.

After your time block has been created you will see a notation for it on the far right of the scheduler. Clicking this will let you edit the time block at anytime.

As a reminder, with time blocks your patients will only be able to book appointments online for that appointment category. As an example, if you have a time block for New Patient Visits on Wednesdays from 12 pm to 3 pm, well, only new patient visits will appear as available during that time.

We hope you enjoy our online scheduler. Spending the time to get it setup correctly will have a huge impact with your online bookings.