How to let patients make their own Bookings online

The HealthTrack Online Booking system lets patients book directly into your Diary from your website without any staff input. They select the booking type, doctor, location, and date and time; the booking appears in your Diary automatically.

Before patients can book online, contact HealthTrack Support to have the feature enabled in your system.


Configuration

Three things must be configured before bookings can be offered online: booking types, locations, and providers. The Diary templates for any enabled combinations will determine the available time slots.


Booking types

Each booking type you want to offer online must be enabled individually.

  1. Go to Admin > Diary & Bookings > Booking Types.
  2. Select an existing booking type.  
  3. Select Edit  .
  4. In the 'Other Settings' tab, tick 'Enabled for Online Bookings'.
  5. Select Save  .
  6. Repeat for each booking type you want to offer online.

The Long Name of the booking type is what patients see when selecting their booking online

Locations

Patients can choose which of your locations to book at. Enable each location you want to offer online.

  1. Go to Admin > Locations & Rooms > Locations & Rooms Manager.
  2. Use the Select A Location drop-down to choose a location.
  3. Click Edit     .
  4. Tick 'Enabled for Online Bookings'.
  5. Optionally, enter a patient contact number in the Booking Phone No field.
  6. Click Save     .
  7. Repeat for each location.

The Full Name and Primary Address of the location are shown to patients during the booking process.

Providers

Enable each provider (internal MO) you want patients to be able to book with.

  1. Go to Admin > Internal MO > Manage Internal MOs.
  2. Use the Change MO drop-down to select a provider.
  3. Click Edit     .
  4. Tick 'Enabled for Online Bookings' (towards the top right).
  5. Click Save     .

The provider's Name and Professional Title are shown to patients when they select a provider.

Customisation options

Go to Admin > Maintenance > Online Services Registration to access optional settings that control the patient-facing booking experience.

Setting What it does
Disable 'Any Doctor' Leave this check-box un-ticked so that any available provider is booked.
Disable 'Any Location' Leave this check-box un-ticked so that any location is used.
Disable Referrals Hides the referral upload option from the patient-facing booking screen.
Enable ASAP Booking Adds an ASAP option so patients can request the next available slot without selecting a specific time.
Up Front Advisory Can be enabled and customised - patients will then be presented with this information, and will be required to tick a box confirming it has been read.
Booking Outcome Message Custom message shown to the patient after their booking is submitted.
Post-Booking Redirect URL URL the patient is redirected to when they click Done  on the booking confirmation screen.

Once configuration is complete, copy the booking URL and share it with patients.

  1. Go to Admin > Maintenance > Online Services Registration.
  2. Find Your Website URL on the screen.
  3. Click Copy to Clipboard .
  4. Paste the URL wherever patients access it - your website, letter templates, appointment reminders, and so on.

When Online Bookings is enabled (shown in the System Status), HealthTrack syncs all configuration data automatically. Data also re-syncs each time you enable or disable a booking type, location, or provider.

The patient's experience when accessing your Online Booking system is outlined in our article: What patients see when making an Online Booking.


Disabling online bookings

To stop offering a specific booking type, location, or provider online, un-tick Enabled for Online Bookings in the relevant configuration screen.

To disable online bookings entirely, go to Admin > Maintenance > Online Services Registration and disable the system. All data is removed from the internet immediately. If you re-enable it, the full dataset re-syncs.

To review how Online Bookings are processed in HealthTrack, view our article here.

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