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What is the “Diary Automation” feature?
The Diary serves as the foundation of an efficient patient journey. It offers deep customisation, including adjustable time slots, visual colour-coding, and specialised booking types. By utilising integrated auto-events, the system triggers specific actions the moment a booking is selected, ensuring your practice's workflow remains automated and precise.
MyGC works alongside additional features that carry separate costs. While SMS fees are covered under your standard GoodX agreement, services such as VOIP calling and Payment Links are subject to additional charges. Please note that Payment Links require a formal sign-up process before activation.
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- Where to learn more about Diary Automation within GoodX:
- What is the “Diary Automation” feature?
- What makes the “Diary Automation” service convenient
- What are the “Diary Automation” applications within your practice?
- How is Mandatory Documentation set up as “Diary Automation”?
- How is a diary booking made?
- How is Facial Recognition set up as “Diary Automation”?
- How is Automatic messages set within “Diary Automation”?
Change Log Date of Change Changes Editor 2026 04 01 Established Page Chendene Barnard 2026 05 12 Updated to formal British-style English, which is the standard used in South African English. Chendene Barnard 2026 09 23 Spell-check Chendene Barnard
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What makes the “Diary Automation” service convenient
Maximise your Diary Automation by leveraging the MyGC patient portal. This secure, self-service application allows patients to take control of their medical journey by viewing past and current invoices, scripts, and clinical notes in real time. By activating your online presence, you enable patients to book appointments directly through the platform, creating a fully automated and synchronised scheduling ecosystem.
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What are the “Diary Automation” applications within your practice?
The feature can be best defined through:
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Diary automated actions set on booking types.
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Face tag/hash (if added to the patient profiles).
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RF ID tags (if set up at the practice).
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Left is the card reader.
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Right is the light box,s located above the rooms.
- MyGC patient or clinical documents are completed through a Kiosk (tablet) by the patient in person at the practice.
Below is an example of the Custom RF ID Tags used at Dr Dean Van Der Westhuizen's room (Lowveld Eye Institute)
Automation can be applied to a wide range of practice functions. If your workflow requires specialised document linking or unique task automation beyond the examples provided, our team is available to assist. If you require specific documents or administrative tasks to be linked to your booking types, please get in touch with your Client Liaison Officer for dedicated assistance in tailoring these automated workflows to your practice.
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How is Mandatory Documentation set up as “Diary Automation”?
Transform every phone booking into a streamlined workflow. Once a booking is captured, the system utilises the designated Booking Type to trigger the delivery of relevant forms and questionnaires. Automated SMS and Email confirmations are sent immediately, providing your patients with all necessary information while simultaneously prepping your practice for their visit.
When scheduling a new patient, the system can automate a comprehensive onboarding protocol. This includes immediately sending practice consent and privacy forms, along with any custom documentation required before the appointment. The system also manages a multichannel communication sequence: sending instant booking confirmations via SMS and Email, followed by scheduled reminders two days and one day before the event. These reminders include interactive links that allow patients to confirm their attendance digitally.
Support better clinical outcomes by integrating patient education directly into your workflow. You can map specific care instructions and educational documents to your Booking Types, triggering an automated send at the time of booking or as the appointment approaches. This feature ensures patients are well informed and properly prepared for their visit without requiring manual follow-up.
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How is a diary booking made?
A booking can be made by selecting the button on your Diary tab called "New Booking".
For rapid scheduling, you can generate a new booking directly within your preferred time slot by double-clicking any unallocated space in the Diary. This shortcut provides an efficient way to bypass standard menus while still ensuring all automated workflows and Booking Type triggers remain active.
When finalising a booking, ensure the following critical data points are captured to maintain reporting integrity and clinical accuracy. Select the appropriate Booking Type via the dropdown menu, as this categorises the encounter for future practice analytics. The Status field should reflect the patient's current stage in the workflow—such as transitioning from "Booked" to "Arrived" upon their arrival at the practice.
Confirm that the Date, Time, and Duration accurately reflect the intended appointment, adjusting for multi-reason visits where necessary. Utilise the Comments/Notes section to record any telephonic or in-person details that will assist Practitioners or Quality Assurance during the examination. For patient identification, the system allows for comprehensive searches across multiple data points. If the patient is new to the practice, you can create their profile via the Import Debtor function, integrated MyGC data synchronisation, or utilising AI Document Extraction to convert physical PDF/Image uploads into digital files.
The Diary provides immediate visual feedback regarding the status of a patient's documentation. At a glance, you can monitor documentation compliance in real-time through the booking entry's visual indicators. Active icons highlight outstanding requirements that need your attention, while greyed-out markers represent features or documents that are not required by your practice's unique workflow settings.
To ensure data integrity, the system allows you to designate specific documents as mandatory. You may utilise the pre-configured default templates or define bespoke document types tailored to your practice. These requirements can be enforced across four primary classifications: Case, Debtor, Patient, and Printouts. Setting these as mandatory ensures your team consistently collects the information needed for a complete, compliant patient record.
Hovering over the bubble icons activates a contextual tooltip providing a detailed overview of the booking. This dynamic description includes critical administrative notes and real-time status updates—such as "Account Paid"—allowing for immediate verification of the patient's standing without navigating away from the Diary view.
- Red indicates a required document or field that must be completed (i.e., the account is not yet paid in full).
- Green means a completed document is already on file.
Use the View Notebook icon as a quick-access portal for document management. Once a booking is selected, this shortcut allows you to instantly view existing uploads or add outstanding documents to the file. It's designed to streamline your workflow by keeping all patient-related documentation just one click away from the main Diary.
Selecting the Uploaded Documents option will navigate you to a dedicated management screen. This centralised interface allows you to review, organise, and verify all digital files associated with the selected patient or debtor.
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How is Facial Recognition set up as “Diary Automation”?
Experience debtor-less check-in with integrated Facial Recognition. Using your practice camera, the system automatically identifies arriving patients with a profile photo on file. It instantly matches the individual to their specific Diary booking, allowing you to confirm their arrival with a single click. This automated biometric identification ensures a sophisticated and efficient start to the patient journey.
Keeping patient photos up to date is simple. Use the Debtor Edit shortcut on the right side of your Diary to access the image management tools. From there, click the current profile photo to instantly update or clear the image, ensuring your automated check-in and identification features work optimally.
Using the Delete Face Hash option permanently erases the biometric data associated with the patient's profile. This function removes the encrypted mathematical representation used for facial recognition, ensuring all linked identification data is purged from the system. Please note that this action is immediate and irreversible.
When duplicating Debtor records across different entities, follow a specific security protocol before finalising the transfer. Before saving the record in the new entity, you must manually clear both the Profile Image and the Face Hash. Once you remove these biometric markers, you may save the record, successfully establishing the debtor in the new entity's database.
Please ensure that the record is not assigned a Debtor Status that restricts or prohibits cross-entity transfers. Certain administrative flags may prevent the migration of data to maintain financial integrity. If you encounter an error during this process, your Client Liaison can assist by reviewing the Debtor Status List on your GoodX desktop to identify and resolve any active restrictions.
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How is Automatic messages set within “Diary Automation”?
The system supports highly customisable automation for booking reminders, birthday greetings, and follow-up notifications. These are managed via Workflow Event Templates, which allow you to define specific triggers based on your practice's unique Booking Types. When configuring these templates, prioritise legibility by ensuring high contrast between background colours and text. For instance, avoid using black text on dark backgrounds (such as purple or navy), as this significantly impairs readability for Diary users.
The system offers granular control over communication frequency, allowing templates to be triggered once per debtor, once per patient, or for every individual booking. To maintain high attendance rates and ensure patients are consistently informed, best practice is to set the trigger to "Every Booking." This ensures that even frequent visitors receive the necessary confirmations and pre-visit instructions for every scheduled encounter.
Refine your automated messages using the template selection menu. While the system pre-populates a script based on your triggers, the dropdown allows you to switch between any templates mapped to that event. This ensures the pre-populated script matches the specific patient scenario or booking type.
The MyGC icon serves as a real-time status indicator for digital patient intake. A Green icon signifies that the patient has completed all automated forms or questionnaires. Conversely, the Standard Blue icon indicates that the documentation remains pending. If the MyGC icon appears inactive (greyed out), your practice has not yet been configured for an online presence, which is required to enable digital patient onboarding and web-based scheduling for preferred time slots.
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