Introduction
The system allows for detailed customization of examination types within the "Examinations" menu. In the edit view, payment, display, and communication preferences can be fine-tuned.
This article outlines how to control payment methods, visibility on the booking interface, and custom information displayed to patients. Correctly configuring these functions aids in managing cancellations and informing patients.
Payment Settings
The Payment settings section determines how the patient can settle the examination fee. The default setting is on-site payment, but online card payment or a booking fee can also be configured.
Payment Options:
On-site payment: The patient pays at the clinic.
Online card payment: Prepayment is a condition for booking.
Discounted online payment: A discounted price can be set, which applies only if the patient chooses to pay online. If they do not, they pay the full price on-site. The discount rate can be set to zero, allowing patients to choose the payment method without a price difference.
Booking fee: A small amount paid at the time of reservation. This amount is returned if the patient attends the examination but is retained by the system if they do not show up or cancel late.
"How many hours earlier you cancel?" option: You can set how many hours before the examination a booking can be cancelled (e.g., 24 hours).
Timely cancellation: If the patient cancels outside the specified timeframe (e.g., more than 24 hours prior), the full amount paid or the booking fee is refunded.
Late cancellation: If cancellation occurs within the timeframe, a refund percentage can be set (e.g., only 50% is refunded). In the case of a booking fee, the system retains the full fee.
Display Settings
Under "Display settings," you can control how and where the specific examination appears on booking interfaces.
Availability Modes:
Online: Visible and bookable by patients on the online interface (green slots).
By phone: The patient cannot book online. An informational text appears in the calendar (e.g., "This slot can only be booked by phone"), which can be defined in the settings. The reception can still record appointments.
Only at reception: The examination does not appear on the website for patients at all, but receptionists can book it via the admin interface.
Not reservable: The examination cannot be booked by patients online and cannot be booked by reception staff either, it's effectively "inactivating" the examination.
Specialization Order: In the "Specialization order" field, a number between 0 and 999 determines the order in which examinations appear on the booking interface. If there are multiple doctors, the same number must be set for identical examinations to list them correctly.
Communication and Email Settings
Email settings allow customization of communication sent to patients.
Cancellation Information: A custom text regarding cancellation conditions can be added. Using variables (e.g., cancellation timeframe - [DEADLINE], refund amount - [REFUND]), the system automatically substitutes current values.
Important Information: A separate paragraph containing all essential details about the examination can be displayed in the confirmation email.
Special and Other Settings
The system offers additional functions to restrict or customize the booking process.
Timeslot booking: The "How many time slots should you book?" option
defines how many consecutive time slots an examination reserves in the doctor’s calendar. For example, if the examination duration is 10 minutes and the value is set to 3, the booking will reserve 30 minutes.
Number of timeslots: The "How many bookings will you allow for examination" option Determines how many bookings can be accepted for a specific time. For example, if set to 2, the system allows two patient bookings for the same slot.
Document Upload: Uploading documents can be made mandatory during booking. If "Yes" is selected, the document name and description must be provided. A red warning message can be set to appear if the patient does not upload the required document (for example: “The booking will be cancelled if the document is not uploaded”).
Email Domain Restriction: Bookings can be allowed or forbidden based on email endings (e.g., accepting only corporate emails or excluding certain domains). In case of an error, a pop-up window asks for a valid email address.
Calendar Info vs. Admin Help: "Calendar info text" appears to the patient below the calendar during booking (e.g., "Do not eat before examination"), while "Admin help" text is visible to receptionists on the admin interface.
Tips
Tip: Use variables when drafting cancellation emails so the system always sends the exact refund amount and timeframe to the patient.
Tip: If you want patients to choose between online and on-site payment without a price difference, set the discount rate for "Discounted online payment" to zero.
Tip: By assigning Document templates, the selected template appears highlighted in the list, facilitating the receptionist's work.
Summary
Payment methods include options for booking fees and online payment discounts.
Display settings restrict whether the examination is bookable online, by phone, or only at reception.
Cancellation rules allow setting timeframes and refund percentages.
Special rules can be created for document uploads and email domain filtering.
FAQ
Can I allow multiple patients to book the same time slot?
Can I allow multiple patients to book the same time slot?
Yes, by increasing the value in the "Number of timeslots" option (up to 10 or more).
What happens to the booking fee if the patient shows up?
What happens to the booking fee if the patient shows up?
If the patient attends the appointment and the examination takes place, the booking fee is returned to them.
How can I block certain email addresses from booking?
How can I block certain email addresses from booking?
In the "Email domain restriction" setting, select the "Exclusion" mode and enter the domains you wish to block.
Why are some examinations duplicated?
Why are some examinations duplicated?
This usually occurs when different doctors performing the same examination have different “Specialization order” values set. In this case, the system treats them as separate entries and displays them as duplicates.