It's time to set up your appointment defaults. These determine several options that affect creating and editing appointments.
The first option is to choose between new appointments based on treatment categories or based on bookable services. New accounts are set up with bookable services by default, and we recommend existing accounts still using treatment categories to switch to bookable services as well.
Attention: The home-signing forms that you enable or disable are configured per category, even when you’re using bookable services. So, this section is still partly relevant.
Click on the Treatment Categories dropdown, as shown in the image above 👆. Select the category, then enable or disable the form in the pop-up window as shown in the image below 👇.
If you use treatment categories, the second option lets you choose a category that is automatically selected when opening the calendar while scheduling an appointment. This is convenient if your clinic mainly performs treatments of a particular category. If you use bookable services, you can skip this option, since category defaults are handled instead in bookable services settings.
Further down this page, under Defaults and Defaults: Send to patient, you can configure prepayment, online rescheduling/cancellation, patient data and form requests, and which confirmation and reminder messages are sent by email or SMS. These are described in detail below.
Defaults
This section lets you configure the following options, which apply regardless of whether you use treatment categories or bookable services:
Prepayment term: the number of days after booking by which the prepayment must be made.
Cancel appointment automatically if prepayment is not made in time: automatically cancels the appointment if the prepayment deadline passes without payment.
Allow patient to reschedule/cancel appointment online: lets patients reschedule or cancel their own appointment via the online booking widget.
Let patient submit data: sends the patient a link to submit their patient data and medical state before the appointment.
Do not request again within [x] days after last record (of same treatment category): prevents the system from asking the patient to resubmit data/medical state if they had a record of the same treatment category within the specified number of days.
Let patient sign forms: included in the same link as above, this lets the patient sign the applicable forms online prior to the appointment.
Defaults: Send to patient
This section lets you choose, per message type, whether it's sent by email, SMS, both, or neither:
Prepayment
Prepayment reminder
Confirmation
Reminder
Data/forms reminder: sent a set number of hours before the appointment if the patient has not yet submitted their data/medical state or signed the forms.
Video appointment reminder
You can also enable Show staff member name to patient, which displays the name of the assigned practitioner in the patient-facing confirmation and reminder messages.
Note: The following two sections below (default appointment duration and specific appointment duration) apply if you plan new appointment based on treatment categories. If you use bookable services, you can skip ahead to configure bookable service instead.
Default appointment duration
only applicable when selecting > plan new appointment based on treatment categories
To set up default appointment times per specific category, click the applicable category and set all the appointment durations you wish and need to.
Specific appointment duration
only applicable when selecting > plan new appointment based on treatment categories
In case you need different appointment durations, it's possible to specify this per treatment. First, click on the treatments bar.
This will open a new popup window showing all treatments.
Now, let's assume you wish to set a longer duration than the category default for a "Cosmo Peel Forte" treatment. Click, on the specific treatment and choose the correct duration.
Automatic duration selection while scheduling
Having set up the default duration for this treatment, this will reflect in the calendar when this treatment is scheduled. While scheduling, select the treatment category "Peeling" and next specify the treatment by choosing "Cosmo Peel Forte". The system will automatically book 50 minutes for this appointment.