Alert: Before booking an appointment, make sure the following are set up first:
-Clinic: https://learn.aestheticrecord.com/en/articles/9242552-add-a-clinic-or-manage-clinic-information
-Services: https://learn.aestheticrecord.com/en/articles/9244147-create-and-manage-services-in-aesthetic-record
-Equipment/resources (if applicable):https://learn.aestheticrecord.com/en/articles/9251213-equipment-and-resources
-Provider schedule: https://learn.aestheticrecord.com/en/articles/9237881-adding-editing-deleting-provider-schedule-templates
Book an Appointment on the Web
1. Once logged into AR on the web, click on the Appointments tab at the top.
2. Click "Create" or click directly on the calendar where you want to add the appointment.
3. You can choose to book an In Person or Virtual Appointment. Then select the Provider and Clinic.
4. Select the service from the dropdown menu.
5. You can either choose to waive or confirm the deposit.
6. You can also edit the duration if you want the appointment to be longer or shorter. Keep in mind, this only affects this specific appointment,
7. You can also add another service if you wish to schedule the patient for more than 1 service at the same time with the same provider.
8. Allow Double Booking: Select whether to allow double booking or not by ticking the box. Double booking allows you to have multiple appointments at the same time.
Allow Booking Outside of Schedule Hours: You can select a time outside of the provider's scheduled hours.
Please note that only clinic staff can use these features.
9. Select the time you want to book the appointment.
10. Type in the patient's name. If they are a new patient, hit +Create New Client and patient profile will be created for them.
If they already have a profile, make sure you click their name when it appears so you do not create a duplicate profile for them.
11. If there are special requests from the patient or reminders, simply write them in Appointment Notes.
12. To enroll the patient in the cancellation policy, you must enter in their credit card details or use the one on file. If you do not wish to enroll them, uncheck the box.
13. When you are ready to book the appointment, click "Save".
14. If you did uncheck the credit card information box, it will confirm that you are not enrolling this appointment in the cancellation policy.
15. You can either choose to send the notification via email, text, both, or neither. You can also edit the template just for this specific appointment.
Tip: If you attached questionnaires, consents, and pre-treatment instructions to the booked service(s) in Smart Configuration, the forms will be forwarded to the patient portal. The patient just has to log in to their patient portal account to view and/or complete the forms prior to their appointment.
16. When you go back to view your calendar, you now see the appointment has been booked.
17. If you click on the appointment, you have the option to edit, cancel, view the appointment notes, or change the provider.
**If you see appointment notes that you did not enter, it is likely that those are the appointment notes that the patient entered when they were booking on the online booking page. Those would appear here as well.
On the day of the appointment, you can check the patient in or Mark as No Show.
If this was a virtual appointment, there would be a JOIN button in the top right that is only available to the provider assigned to the appointment.
Book an Appointment on the App
18. Once logged into the app, click the blue icon in the bottom right and then the calendar icon.
19. Select if you want to book an Appointment or an Out of Office.
20. Select Virtual or In Person.
21. Choose your Service and edit the duration if you want. You can also book another service. If the service has a deposit, you can waive or confirm it.
22. Select the time you want the appointment to start.
You can also allow Booking Outside of Schedule Hours or Double Booking.
23. Enter the patient information. (Remember to select their information from the dropdown menu if they already exist as a patient in your clinic.)
24. You can enter their credit card details to enroll them in the cancellation policy or you can unenroll them.
25. You can choose to enter any appointment notes. Hit Save when ready to book.
26. You can choose to send or not send the notification.
Book an Appointment via the Patient Portal
27. From the patient's profile on the web, click Create Appointment.
Tip! From the patient timeline on the web, you can also view their upcoming appointments by clicking on More Info in the top right, then Upcoming Appointments.
28. From the patient's profile on the app, tap the calendar icon.
Tip! From the iOS patient timeline, you can also view their upcoming appointments by tapping the 3 dots in the top right, then Upcoming Appointments.
FAQ:
Q: Can I backdate an appointment?
A: There is not an option to schedule a past appointment or backdate an appointment, as they are intended to send required paperwork for the upcoming visit upon booking. However, you can create and backdate procedures. This allows for the date and time of the original appointment, and to still document and complete paperwork with the patient as needed.
Q: Is there a way to just display services through online booking but not allow the patient to book if the practice needs to?
A: When setting up your services for booking, after choosing if the service is available for online booking, you can also choose to allow patients to only view the service and information, but not be able to book it from the online booking portal.
This is a great use-case for displaying everything that's available and offered through your practice without allowing patients to schedule specific services, and they will be prompted to call your clinic instead.
If you select the Display only Toggle, this is the prompt patients will see when viewing the services to book online.
