Configuring Locations for online booking

See also: Practice Locations for Online Booking

Prerequisites for Location support in Online Booking:

• EXACT v12.8 or later.
• The practice is configured for Online Booking, with booking functionality.
• Practice Locations are enabled:

  (Configure - > Practice Settings > Enable Locations)

• Once Practice Location is enabled (above), it becomes possible to enable online appointments Enable Locations as follows:

  Configure > Online Appointments > Web Setup window > Enable Location

• The practice must be configured for multiple Locations, where EXACT then treats each Location as a separate "practice" for patient booking purposes and for Provider free time available for bookings.
• Online booking Free Time must be uploaded to activate each Location as a new practice.
  This is only possible if Providers are configured for a Preferred Location (in the Provider File), so that their free time is available in the new Location.
  If provider Preferred Location is not specified, EXACT assumes the practice Default Location as the Provider's preferred location, and the free time will only upload to the practice default location.
• Recommended: Patents are configured for a Preferred Location (in the Patient File Details tab). If not specified, EXACT assumes the practice default Location as the patient's preferred location.

On upgrade to EXACT v12.8:

Practices with multiple existing Locations will have those locations listed in the Web Setup, but without being configured or enabled.

Each Location is an Online Booking blank slate:

Once they tick to Enable Locations, the pre-configured Locations appear in the Enable Locations dropdown list:

To configure Locations for Online Booking

(SEE ALSO: Configuring the online booking website)

1. If not already set up, configure multiple locations for your practice.

   NOTE: Once locations are enabled, until you define them, on logging into EXACT you will see this message:
   
   

2. When configuring Web Setup, tick to Enable Locations, then select a Location:

   

   
   

   Default Location for Providers and Patients who have none specified:

   The top Location in the dropdown menu is used by EXACT as the preferred Location for those Providers and Patients who have not specifically been configured with a Location:

   

   So, unless you assign New patients a Location, EXACT will assume this as their Location.

3. Click the Practice Info button to set up the online booking page for the selected location.

   (You can independently set up a booking website for each of your created Locations):

   

   SEE ALSO: Configuring the online booking website

4. Repeat the Practice Info setup for each Location in the dropdown list.

   Appearance options:

   • Maintain a common corporate appearance across Locations, or
   • Configure different looking Locations:

     

5. In the Web Setup, customise the booking websites / locations to match the Practice Info.

   For example:

   

6. Setup the address, phone number and description per location.
7. Use the same practice Email address across all locations.

EXACT applies the following logic in using Preferred Locations versus other locations:

IMPORTANT: To use locations effectively, Providers and Patients should have Preferred Locations specified, and practitioners should habitually record Preferred Locations for new patients.

Online Booking Providers:

The Provider Details tab has a Pref Location field.

1. If an online booking Provider has this preferred location field specified in Provider file > Pref Location, EXACT uploads their free time to their preferred location booking page.
2. Otherwise the provider's free time is uploaded to the default online booking location.

Patients who book online:

The Patient Details tab has a Pref Location field.

1. EXACT first uses a patient's Preferred Location, if specified in Patient file > Details tab > Pref Location.
2. If a patient does not have a specified preferred location, EXACT uses the patient Provider's location.
3. If the patient Provider does not have a specified preferred location, EXACT uses the default online booking location.

Combined Recalls:

For Combined Recalls, EXACT uses location options in this order:

1. Patient preferred location, if specified in Patient file > Details tab > Pref Location.
2. Dentist's preferred location, if specified in Provider file > Pref Location.
3. The default online booking location.

Family Recalls:

For family recall, EXACT uses the main contact patient's location in this order:

1. The main contact person's preferred location.
2. The main contact person's Provider's preferred location.
3. The default online booking location.

Marketing Campaign:

For marketing campaigns EXACT uses locations in this order:

1. The patient's preferred location.
2. The default online booking location.

Appointment Workflow:

From EXACT v12.9 practitioners who log in to a Location and use the Appointment Workflow will see only that Location's patients on the Departure Task List (Exit Workflow). Patients who are booked for a different Location will not display.

Merge Fields for Preferred Location:

From EXACT v12.9 EXACT has merge fields specifically for using the Preferred Location in patient correspondence.

To set up Preferred Location for Providers

1. Select File > Providers...
2. Choose a Provider.
3. At bottom left of the Provider Setup, use the selectors to specify a Pref. Location:

   

   If you do not configure a Provider Preferred Location:

   The top Location in the dropdown menu will be used by EXACT as the preferred Location for those Providers who have not specifically been configured with a Location:

   

   If the Preferred Location is deleted from Locations setup:

   In this situation EXACT will prompt you to update the Provider's Preferred Location.

To set up Preferred Location for Patients

1. Select the Patients desktop > Details tab.
2. Select a Patient.
3. Use the selectors in the Pref. Location field to select the Preferred Location:

   

   If you do not configure a Patient Preferred Location:

   The top Location in the dropdown menu will be used by EXACT as the preferred Location for those Patients who have not specifically been configured with a Location:

   

Location field in the Edit Appointment window

Each Edit Appointment window has the Location field situated just above the Planned Treatment window:

See also:

Configuring the online booking website

Locations

Rotas, Rosters, Blocks and Clinics

Configuring multiple Locations and Templates for Reputation Manager