Setting up Web Sched New Patient

This page explains how to set up Web Sched New Patient.

General Setup

  1. Sign up for Web Sched New Patient. See Signing up for eServices.
  2. Set up Appointment Types for Web Sched New Patient appointments, then associate the appointment types to Web Sched New Patient Appointment type definitions (Definitions: Web Sched New Patient Appt Types).
  3. Set up operatories that need to be considered for Web Sched New Patient appointments. Operatory Setup
  4. Verify options that affect appointments. See Appointment Options below.
  5. Define the Hosted / Scheduling URL options for each location. See Hosted URL Options below.
  6. Define other interface options. See Other Interface Options below. Also see Web Sched New Patient: What Patients See.
  7. Provide patients a way to access the Scheduling URL.
  8. Turn on and customize Web Sched Notify Messages (optional).

Patient Requirements: In order to schedule a new patient appointment using Web Sched New Patient, patients must meet the following requirements:

To open the Web Sched New Patient Setup window, in the Main Menu, click eServices, Web Sched tab, then New Patient Appts.

Appointment Options

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:

  1. Click Edit to open a list of all blockout types.
  2. Highlight the blockout types to ignore (Web Sched New Patient appointments can be scheduled in the blockout).
  3. Click OK to save.

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.

  1. Date: Enter the first date to preview or click Today to insert today's date.
  2. Clinic: Select the location to preview.
  3. Reason: Select the Reason / Appointment Type to preview.

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).

Hosted URL Options

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.

Options Grid:

Note: If the preferences are off, no questions will be asked, but information entered on the scheduling window must still meet eligibility and age requirements before scheduling.

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.

Your first dental appointment with us will include a comprehensive exam, xrays and a consultation with the dentist. The dentist will provide treatment options, recommend care and address any remaining questions.

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.

  1. Add a link to the URL on your practice website. Then patients simply visit your website and click the link to schedule a new appointment.

    <a href ="https://www.patientviewer.com/?RSID=34343338&CID=30&C=1251">Schedule Appt</a>

  2. Embed the URL in an iframe on your website. This will give the appearance of having Web Sched New Patient on your webpage instead of going to a different link. To see a demo: http://patientviewer.com/demo/wsnp_embedded/

    <iframe class="frame" src="https://www.patientviewer.com/?RSID=34343338&CID=30&C=1251"></iframe>

Other Interface Options

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:

Other Options

Web Sched Notify Messages

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.

Web Sched New Patient Logic

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.

  1. First it checks for a matching last name, first name, and birthdate. If no match, patient can schedule.
  2. If a match exists, Web Sched compares the entered email address to the email address of all family members for whom a record exists. If no match, patient can schedule.
  3. If a match exists, Web Sched compares the entered phone number to the phone number for all family members for whom a record exists. If no match, patient can schedule. If a match exists, patient cannot schedule.

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.

Available Appointments:

In Open Dental

Troubleshooting

Web Sched Troubleshooting

General eServices Troubleshooting

Web Sched New Patient: What Patients See