You'll need the following prerequisites and configuration requirements for functional online bookings:
Hardware and software prerequisites:
The Practice needs a constant, reliable Internet connection to allow real time communication between the bookings website and EXACT.
The Practice needs functional Email software.
The Practice must have a valid and unique Practice ID, so that it can be identified in Online Recalls.
EXACT version 10.16 or later for new patient and recall patients, and version 11.3 SP3 or later for the planned treatment patients.
Contact Software of Excellence to purchase the Online Appointments module, and for help configuring the bookings website.
The EXDOCe (email) module must be registered in EXACT.
Requirements for multiple Locations per practice:
EXACT v12.8 or later.
The practice is configured for Online Booking, with booking functionality.
The practice is configured for multiple Locations.
Recommended:
Patents are configured for a Preferred Location (in the Patient File Details tab).
NOTE: If not specified, EXACT will assume the practice default Location as the patient's Preferred Location.
Providers are configured for a Preferred Location (in the Provider File).
NOTE: If not specified, EXACT will assume the practice default Location as the Provider's Preferred Location.
Full matching of Booking Reasons and Providers:
This is where the practice selectively associates the best Providers to each Booking Reason. When Patients select a Reason for the online booking they see a select subset of Providers, and when they select a Provider they see just the available appointment slots for that Provider.
Configuration requirements for online recalls and bookings:
The Online Appointments module must be registered in EXACT.
Email and/or SMS templates must be configured for confirming the bookings. This includes
Welcome/Confirmation Email - Email sent to Patients when they successfully book online. You can opt to have a separate template for welcoming new patients and confirming their booking.
Welcome/Confirmation SMS - SMS message sent when a booking is made. You can opt to have a separate template for welcoming new patients and confirming their booking.
Recall Email - This template must contain the [recall.url] merge field, so that when sent out to patients, the required link to the online booking website is in the text of the message for the patient to click on or copy into their browser.
Recall SMS - This template must contain the [recall.url] merge field, so that when sent out to patients, the required link to the online booking website is in the text of the message for the patient to click on or copy into their browser.
Sending Email - When Emailed to planned treatment patients, the required link to the online booking website is in the text of the message for the patient to click on or copy into their browser.
Sending SMS - When SMSed to planned treatment patients, the required link to the online booking website is in the text of the message for the patient to click on or copy into their browser.
Recall parameters must be configured with the appropriate services for the types of appointments booked.
For the providers who are to have online bookings, the appointment book(s) must be correctly configured, with blocks set up for the providers so that available time can be identified (online bookings cannot be made without this configuration)
Online Recalls must be configured from the Recalls Parameters screen.
(Technical) The site needs to have the SOE Database server, Framework service and the SOE Transport service running on the main server.
Configuration requirements for planned treatment online booking
Requirements for Planned Treatment Online Booking:
EXACT version 11.3 SP3 or later.
The Online Bookings Recall Module must be registered for the dental practice.
When a practice upgrades to EXACT v11.3 SP3 any Providers who are already configured for Online Recalls will be automatically configured for Planned Treatment online bookings. However, a practice can opt to differentiate Providers for online recalls and planned treatment online bookings.
Providers must be configured appropriately for planned treatment online bookings. Only the patients of these Providers will be able to book their planned treatment online (the option is not available in the Appointment Workflow for other patients).
The practice must have Appointment Workflow configured because a Planned Treatment Online Booking link can only be sent from its Departure Task List at the point of Patient checkout. There is no other way to send it.
Email and SMS templates must be set, and they must contain the following merge field: [patient.planned.url].
Patient requirements:
A Patient requires an Appointment for Today’s Date.
The Patient requires a Treatment Plan on the Chart Tab, and a minimum of one appointment Planned, with time specified for the Service.
Only Patient planned appointments on the Chart Tab that are marked as To Be Booked will show in the Departure Task List, so Providers must know to tick this checkbox. They also need to ensure that the Appointment has an Expected Time (duration):
If there is more than one appointment marked as To Be Booked in the Treatment Plan, only the first appointment will show the Planned Treatment hyperlink button.
If the first appointment in a series is booked manually, the Planned Treatment URL hyperlink button will move to the next appointment to be booked in the Departure Task List.
