Enroll an Appointment in the Cancellation Policy or Charge a Cancellation Fee

1. To enroll your appointments in the cancellation policy, first make sure you have it turned on. Click on Appointments>Wrench Icon> Smart Configuration> Other Settings> Cancellation Policy and make sure it is toggled on.

Alert: Once you have turned on the cancellation policy, all of your services will require credit card information at the time of online booking to enroll the patient in the cancellation policy. If you manually make the appointment for the patient, you have the option to enroll them in the cancellation policy or not.

IF A PATIENT BOOKS ONLINE, THEY ARE AUTOMATICALLY ENROLLED IN THE CANCELLATION POLICY.

Enroll an Appointment in the Cancellation Policy and Charging the Fee on the Web.

2. To manually enroll your patient in the cancellation policy, start by booking them an appointment from the Appointments tab.

3. Once you have selected the service, time, and patient name, scroll to the bottom and check where it says "Enter Credit Card Details". If they have a card on file, choose from the dropdown menu. If they do not, you can enter in the details.

By entering in their credit card information, you are enrolling them in the cancellation policy.

4. Once you have added their card number or selected their card on file, click "Save".

5. To charge the cancellation fee, click on their appointment directly from the calendar.

6. Click either "Cancel Appointment" or "Mark As No-Show"

7. You'll be prompted to choose if you want to charge the patient or not. If you click "Cancel & Charge", it will charge the patient the cancellation fee as long as the CC details were added at the time of booking.

Enroll an Appointment in the Cancellation Policy and Charging the Fee on the App

8. You can also book an appointment using the iOS app and enroll them in the cancellation policy from there.

From the All Patients page, click the blue button on the bottom right, then click the calendar icon to schedule an appointment.

9. Once you have added in all the details, add in the CC information and hit Save.

10. To view the appointment, tap the 3 lines in the top right and hit Calendar.

11. Select the name of the provider you are wanting to view. Then tap the appointment that was booked. If you tap option in the top right, you can Mark as no show or Cancel Appointment.

12. A Notification will pop up asking you to charge or not.

Manually Charge a Patient a "No Show" or Cancellation Fee

13. If for some reason, the CC information was not entered when making an appointment and you need to manually charge the cancellation fee, you can create an invoice on the iOS app.

From the All Patients page, click the blue button on the bottom right, then click the credit card icon to create the invoice.

14. Choose Patient. If you select Patient, you'll need to search for the patient's profile (If the patient has no existing profile on your account, you can create one by tapping + NEW PATIENT). Then tap the patient's profile as soon as it shows up.

Tap the clinic and then you'll be taken to the cart screen.

15. From the cart screen, hit +ADD at the top, next to the search field.

A window will pop up, add in "No Show Fee - Manual Charge" under Custom Item, add your "no show"/cancellation fee amount (for example, $50) under Custom Amount, and then select "Add."

Once you're ready to charge the patient, hit the blue checkout in the bottom right, which shows the total bill.

Once you've successfully charged the patient, you can print and/or email the invoice to them.