Setting up Web Sched New Patient
This page explains how to set up Web Sched New Patient.
Patient Requirements: In order to schedule a new patient appointment using Web Sched New Patient, patients must meet the following requirements:
The settings below determine appointment openings in the Web Sched New Patient interface, as well as the default procedures and time patterns of scheduled appointments.
Search for openings after [ ] days: Enter the number of days in the future to search for the first available openings. Leave blank to include all available openings. For example, when 5 is entered, the first available opening offered to a new patient will be five days in the future. When left blank, an opening in the next 30 minutes could be offered.
Confirm Status: Select the Appointment Confirmation Status to apply to all appointments scheduled using Web Sched New Patient. The default is Created from Web Sched.
Appointment Types: These Web Sched New Patient Appointment Types determine the reasons patients can select for their appointment, as well as the appointment's procedures, length, and time pattern. Double click the grid to edit reasons and the appointment types associated with each.
Operatories Considered: Lists the operatories considered for available time slots. Only operatories associated with New Pat Appt Typesare operatories are considered. Double click the grid to open Operatory Setup.
Blockout Types to Ignore: By default, Web Sched New Patient does not consider Blockouts as available time. However, you can allow scheduling during specific blockout times by ignoring a blockout type. The box lists blockout times already ignored. To change settings:
Available Times for Patients: This area offers a preview of up to one month of open time slots for a location, based on the current settings.
When there are multiple operatories with openings at the same time, an appointment will be scheduled in the operatory on the farthest left of the schedule (order of 1).
The Hosted URL is a unique web address issued to each location that signs up for the eService. You will need to provide a location's Hosted URL to patients to allow them to schedule their new appointment online.
When a location has Web Sched New Patient enabled, enabled shows next to the location name in the Hosted URLs area.
For each URL, you can turn specific options on or off. Click + to expand a location's information; click - to collapse it.
Are you the parent or legal guardian of the minor patient?
Web Form to Launch after scheduling: Click Edit to select one or more web forms to launch once a patient finishes scheduling their appointment online. The full URL of the web form(s) will display in the box. Right click to browse to the URL or copy it. Also see Uploading Web Forms to Web Server.
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Scheduling URL: The full URL of the location's Web Sched New Patient interface. Send patients here to schedule. Right click to browse to the URL or copy it.
There are two possible methods of providing access to the Hosted URL.
<a href ="https://www.patientviewer.com/?RSID=34343338&CID=30&C=1251">Schedule Appt</a>
<iframe class="frame" src="https://www.patientviewer.com/?RSID=34343338&CID=30&C=1251"></iframe>
These settings determine what patients see in the Web Sched New Patient interface, as well as the information they have to enter.
Force US phone number format: Determines the required phone number format. Check to force the U.S. format of 1- digits (XXX-XXX-XXXX). Uncheck to allow the patient to use any phone format.
Allow patients to select provider: When more than one provider has available openings, allow patients to select a provider. To add provider descriptions and photo that will be visible to the patient, see the Edit Provider Window, Web Sched tab.
Appointment Message: This message is intended to provide useful information to patients. Click in the message to customize it. The default message is:
By default, the Web Sched New Patient interface is blue. To change the color simply add this code to the end of the hosted URL: &TCP=color. Replace color with the color name or hex value. If using a hex value, replace the hash (#) with a period (.)
<a href ="https://www.patientviewer.com/?RSID=34343338&CID=30&C=1251&TCP=green">Schedule Appt</a>
<iframe class="frame" src="https://www.patientviewer.com/?RSID=34343338&CID=30&C=1251&TCP=.507C77"></iframe>
By default, a standard Appointment Booked message shows once an appointment is scheduled. To redirect the patient to a specific web page instead, simply add this code to the end of the hosted URL: ReturnURL=http://www.site.com. Replace www.site.com with the specific web page URL.
<a href="https://www.patientviewer.com/?RSID=34343338&CID=30&C=1251&ReturnURL=http://www.opendental.com">Schedule Appt</a>
When a patient successfully books a Web Sched Recall, Web Sched New Patient or Web Sched ASAP appointment online, you can opt to send them an automated notifications via text, email, or both. To turn on and customize messages, see Web Sched Notify Messages.
Below are additional details and information that affect Web Sched New Patient appointment openings, provider assignment, and appointment details.
New Patients: Before allowing a patient to schedule a new patient appointment, Web Sched verifies that a record for the patient doesn't already exist.
Providers: Providers are assigned based on the operatory the appointment is scheduled in. It is therefore important to assign a default provider to the operatory and/or assign the operatory to the provider's schedule time block.