How HealthTrack processes Online Bookings

Matching to an existing patient

• HealthTrack attempts to match the submitted booking to an existing patient record using the following fields:
  • Given Name
  • Family Name
  • Date of Birth
  • Mobile Number
  • Medicare Number
• If HealthTrack cannot make a unique match, a new patient record is created.

• The booking appears in the Diary with Notes confirming it was created via the Online Booking system, the date and time it was submitted, and any comment the patient added.

Referral uploads

• If a patient uploads a referral, HealthTrack creates two records:
  • A document in the patient's Documents tab (default folder: Referral).
  • A referral entry in the Patient Management tab, labelled INCOMPLETE REFERRAL. Update this record to add the referral dates, type, and providers - it will no longer be marked incomplete once saved.

ASAP bookings and triage

ASAP booking requests appear in Practice Wide > Triage under the All Booking Requests configuration. Two workflows are available to convert a Triage entry into a Diary booking:

Take Patient - for providers

1. Go to Practice Wide > Triage.
2. Ensure I will be accepting patients is ticked and sign in.
3. From All Booking Requests, highlight a record.
4. Click Take Patient.
5. Review the pre-filled booking details (Location, Purpose, Date, Time, and Actual MO). Adjust if needed.
6. Click Save or Save and Close to create the booking.

Schedule to Diary - for non-clinical staff

1. Go to Practice Wide > Triage and sign in.
2. From All Booking Requests, double-click a record.
3. Set the Location, Purpose, Date, Time, and Actual MO.
4. Click Schedule to Diary to open the Diary.
5. Click an available time slot in the Diary.
6. Click => in the Move List to place the booking.