Booking Events Template Setup (Entity Settings)

Allows users to set up custom communication events using Workflow Event Templates to schedule them to be sent out before or after the booking takes place or at a specific time, which will be triggered when a booking is made on the diary. This saves time and allows the patient to complete forms before they visit the practice, and surveys after they have been to the practice, this also ensures that communication from the practice is automated.

Entity Settings are set per Entity and not per user to customise the program to the specific needs of the Practice. The entity settings will determine how functions are set up and work per entity. Settings will apply to all diaries that have been set up on the entity. 

  • The contents of this User Manual will consist of the following information:
    • Add a new Booking Event 
      • Schedule
      • Specific Scheduled Time
    • Delete a Booking Event 
    • Save and Close

  • Log in to the GoodX WebApp using your GoodX username and password.
  • The main Diary screen will open. 

  • Click on the Settings button in the top right corner.


  • The Settings screen will open.


  • Click on the Entity Settings tab.
Please Note, that if Booking Events has been set up on an Entity level the From Entity panel will be visible. This will show the user what events have been set up in the Entity Settings. Any event that has been set up in the Entity Settings can be disabled on Diary Level.



  • Click on the Booking Events Template Setup panel to expand it. 

  •  The Booking Events Template Setup panel will expand.


Add a new Booking Event 
Creates a new Booking Event that is triggered whenever a new booking is made on the Diary.

  • Click on the Choose... drop-down menu to select a Workflow Event Template that has previously been set up.
    • For an extensive explanation on how to set up Workflow Event Templates please refer to the user manual: Workflow Event Template. 


  • Click on the desired Workflow Event Template that the user would like to set a Booking Event up for.
    • For this explanation, the Consent Form will be used. 
  • The template will be added to the setup.


  • Click on the frequency drop-down menu to select when the communication will be sent to the patient when a booking is made. 


    • Once per debtor: The chosen communication will only be sent once to the debtor of the booking that has been made. The system will know if it has been sent to the debtor and once the communication has been sent it will not be sent again. 
    • Once per patient: The chosen communication will only be sent once to the patient of the booking that has been made. The system will know if it has been sent to the patient and once the communication has been sent it will not be sent again. 
    • Every Booking: the chosen communication will be sent with every booking that is made on the Diary.
Schedule
This will allow the user to schedule when they would like the communication to go out.

  • Click on the Schedule check box.


  • This will open the schedule setup. 


  • Input the desired Days, Hours and Minutes in the relevant fields. 


    • Days: The number of days that will be taken into consideration as to when the event will be sent out.
    • Hours: The number of hours that will be taken into consideration as to when the event will be sent out.
    • Minutes: The number of minutes that will be taken into consideration as to when the event will be sent out.

  • Select when the booking will be sent by choosing an option from the drop-down menu.

 
    • Before: Communication will be sent before the booking time, considering the selected time, this is ideal for consent forms and booking reminders.
    • After: Communication will be sent after the booking has taken place at the practice, this ideal for surveys.
  • Select if the communication will send:


    • Always Send : The communication will always send once the booking has been made doesn't matter whether the time, as indicated, has already passed.
    • Do not send if the scheduled time has passed by more than half an hour: If the scheduled time has passed by more than half an hour the communication will not send.

Specific Scheduled Time
Allows a user to set a specific time that the communication will go out.


  • Click on the Switch Schedule type button.


  • The Specific Schedule setup will open.


  • Add the number of days in the day field.


  • Select an option from the drop-down menu: 


    • Before: Communication will be sent before the booking taking the selected amount of days into consideration.
    • After: Communication will be sent after the booking has taken place at the practice.
  • Add a specific time when the communication will be sent, this allows the communication to go out at one specific time per day.


Please Note: Scheduling a template for 1 day before at 17:00, will send the setup template at 17:00 for any valid booking of tomorrow regardless of the booking time. If it is past 17:00 and a booking is made for tomorrow the setup template will send immediately because it is already past 17:00, but if a booking is made, for now, that specific template will not go out for this booking even though it is theoretically after the 17:00 scheduled time of yesterday for that template.


Delete a Booking event 

Allows the user to delete a Booking Event when it is no longer needed.

  • Click on the trashcan next to the Booking Event to delete the row, the Event will disappear from the list.

 


Save and Close

  • Click on Cancel to close the Settings page without saving the templates that have just been set up.


  • Click on Save when satisfied with the setup of the Booking Event templates.
    • The screen will close and return to the main Diary screen.

Last modified: Tuesday, 23 August 2022, 8:48 AM