What a Practice sees when a Patient has Booked an Appointment Online

Appointments booked online booking will appear in the diary much like any other appointment, although they are easy to differentiate in several ways and can be specifically reported on.

In the Calendar, when you hover over an appointment that was made via Online Appointment Booking, you see that the label says what treatment was booked and that it was "Booked online" - this is automatically added as a note on the appointment so it will be visible in the calendar and on the day list printout.

print outs

The patient's appointment tab will show that the appointment was booked online.

Dentally patient Appointment tab showing appointment booked online

Reporting on Appointments Booked Online

Use the Appointments Report to see how many patients are using the online booking system in a given time period.

booked online

Set the dates and practitioner as usual, then set the very last filter "Booked Online" to "Yes (via API)".

You will now see your appointments that were booked and managed online.

booked and managed online

You can tell at a glance whether an appointment was made or cancelled online because of the small lightning bolt symbol next to the status tag.

Remember the date range at the top of the Appointments report can be switched to show appointments in the diary between dates, or appointments booked between those dates. This is especially helpful to see how many patients are using your online booking option per month.

Dentally Appointment Report filter for online bookings


Deposit Payments

If a deposit payment has been made, it will show in the account tab in the patient's record and show the payment method as "Other". You will need to explain this payment, or when the patient's next invoice is raised, this payment will be automatically added to it.

Dentally Deposit payments made via the Patient Portal in Account tab

Once the payment has been explained in the usual way, it will look like this.

Dentally Payment made via patient portal explained

In your Takings Report, you will see any deposits taken using the Patient Portal and Online Appointment Booking  system as unexplained payments, with a transaction number, taken by the online booking user account you set up.

Taking online payments

Payments for treatment using the patient portal show in the Takings Report as paid with the payment Method of Stripe.

online payments

Payment in the patient account tab

Payments taken through the Patient Portal show in the patient's Account tab linking the payment method of Stripe to a transaction number and the invoice number.

stripe invoice

Cancellation payment

If the patient cancels their appointment, the deposit remains in their account, and the appointment tab shows the cancelled appointment. You can explain the deposit in the usual way typing your explanation into the Comments section or by raising an invoice for a failed to attend an appointment.

What a Practice sees in a Patient's Audit Trail

In the audit trail for a patient, any details recorded using the online portal will show as having been created or amended by the Online Booking User for your practice.

In this screen you can see that an appointment made and updated by the Online Booking User.

audit trail

N.B. Remember this user will be whatever you have set the Online Booking user to be in your settings.

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