In order to enroll appointments in the cancellation policy, you will need to create one first! Please note you must have point of sale activated and approved in order to use this feature.
2. Click "Appointments"
3. Click the wrench icon
4. Click "Smart Configuration"
5. Click "Other Settings"
6. Toggle on the cancellation policy to activate it
7. Type or copy and paste your cancellation policy in the text box, then put the amount in the "cancellation fee" field
8. Choose the time frame
9. Click "Save"
See: Cancellation Policy Agreement Saves in Patients' Documents upon Authorizing
When a patient books an appointment online and agrees to the cancellation policy, it will save as an authorized agreement in their document repository. This is important to note, as it can be another method of evidence used in dispute situations, should they occur.
The photo below is an example of how the document (PDF) will look when stored to the Patient's documents.
When viewing the Document Repository bank, you will also see information such as date and time stamp of when the patient agreed to the cancellation policy through online booking (when patient signed agreement).
Origination Date and Time -> Date & Time of Booked Appointment (when cc policy was agreed to by the patient)
File Name -> Date & Time of Appointment
FAQs & Helpful Tips
When the cancellation policy authorization is stored in a patient's document repository, it is automatically stored as the document type "File".
One thing to be mindful of here, is if you have document expiration settings enabled for your file type documents, it may show the cancellation policy as an expired/soon to be expiring document under Business Insights > Document Expiration report
You can manage document expiration settings through Settings > Clinical Documentation > Document Expiration
