How-To Guides
Onboarding a Patient
If you would like for patients to be able to request an appointment directly from your website, we provide a process for this.
First, we recommend identifying your availability for intake appointments. To do this, you will need to add “Assessment Spot” event types to your calendar. Each Assessment Spot is indicative of one intake appointment. In-person Assessment Spot events are located in the “Intakes” section of the Calendar page, whereas telehealth Assessment Spots are located in the “Telemedicine” section of the Calendar.
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We recommend keeping your intake schedule up to date as often as you can, as appointments can be offered up to 30 days in advance.
Once you’ve established your availability, you can add a link to our Appointment Request Form on your website.
In the form, patients will provide you with their name, date of birth, email address, phone number, and insurance carrier. There are also options for the reason they’re seeking care, the services they’re looking for, and how they heard about your practice.
Once they've completed the form, their submission will be populated on the “Pending Admission” page of the Appointment Request Center.
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On the top menu, navigate to Appointments > Appointment Request Center
From this page, you may choose to admit or refer the patient.
If you select “Admit”, the patient will be moved to the “Pending Registration” page.
If you select “Refer”, the patient will be sent a message you can customize to help them find the right resources.
Once the patient is on the “Pending Registration” page, you will need to quickly send the patient the registration form by clicking on “+Message” and selecting and sending the “OP Reg Link” message template or “GP Reg Link” message template.
OP = Outpatient. GP = General Purpose. If you’re a solo outpatient practice, consider these abbreviations interchangeable.
Once the patient has completed the registration form, all of their registration information will be added to the system as a patient facesheet. In the Appointment Request Center, they’ll be added to the “Pending Invitation” page.
You have the option to allow patients to automatically be sent an invitation to schedule, in which case they’ll move up to the “Pending Scheduling” page.
We’ve created a specific page for “Pending Invitation” in the event you don’t have availability to see more intakes. This prevents you from sending scheduling links to patients that have no available appointments.
Once the patient has been sent an invitation to schedule their appointment, they will be added to the “Pending Scheduling” page. The “Assessment Spot” events you added to your schedule in Step 2 will populate the scheduling page that patients navigate to.
If the patient doesn’t complete their registration or schedule their appointment, they’ll be reminded for up to 3 days until they complete them.
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Once this reminder period is concluded, the ARF will be removed from this page and will reappear on the Pending Invitation to Schedule page.
Once the patient has been scheduled, they’ll be moved to the “Pending Completion” page, where you can confirm that they are done with the intake process before you close their request out.
Here, you can make sure they’ve attended all of the necessary intakes before beginning full treatment. If they haven’t completed their intake series, you can send them another scheduling link by using the “+ Message” link.
At any point in the process, you may also send the patient customizable preset messages to capture specific scenarios, such as if you need to collect a release of information.
In the event you’re speaking with a prospective patient over the phone or face-to-face, you may schedule their appointment directly using the “Schedule Intake(s)” link.
