Setting Up the Online Booking Widget

Setting Up the Online Booking Widget

Step 1: Navigate to Account Settings within the Settings Dropdown


Step 2: Click on the Online Booking tab on the left-hand side & choose your subdomain (the name that will be included in your unique booking page) and click "Create Practice Domain" 


Step 3: Click on the "Edit" button to customize the landing page for your booking site. 




  1. Title = Header for your booking page
  2. Description = A brief synopsis of your practice
  3. Primary Name = The color that will be used at the top of your booking page
Here's an example of what it will look like on the booking page: 

When you're done customizing the landing page, press "Save Changes." You can then click the "Preview" button to see what it will look like when it's live. 

Step 4: Click the +Add Facility button to choose from your list of facilities and then click "Edit Facility" if you'd like to change the name that client's will see on the booking page

  1. Your facilities are configured within the Facilities & Rooms tab within your Account Settings.
  2. EXAMPLE: 
    1. If one of your facilities in your account is called "In-Person", you can use the "Edit Facility" button to change that name to "Practice Name- In-Person Appointments" or something to that effect. 

Step 5: Click on the +Add Professional button to add a professional to that facility and then click "Edit" to add more information about that professional

Notes
Please note: each professional can only be assigned to ONE facility. You can add unique service templates to denote in-person versus telehealth or to denote different physical locations.
 

  1. You can add a photo for the professional and a brief description of the services they provide. 


Press "Save Changes" to be navigated back to the Online Booking setup screen. 

Step 6: Set up the availability for each professional by clicking on the "Availability" button next to their name



Step 7: Click on the "Templates" button to create a new template for the type of appointment that will be available for scheduling within the booking widget.  Then press the  + button in the top left-hand corner. 



Step 8: Fill out the fields in the Properties tab


  1. Template Name -- Type of appointment template that you are creating (e.g., 45-minute teletherapy appointment; 15-minute check-in call, etc.).
    1. This will be visible to the person using the booking widget.
  2. Template Description -- You can reuse the template name for the description or add additional details (e.g., 45-minute therapy session conducted via MBP's telehealth service). This description is NOT visible to the client.
  3. Color -- This allows you to select the color that will be associated with available time slots that are added with that template designation.
  4. Email(s) -- Enter the email addresses of those you'd like to be notified when someone books an appointment using the booking widget. 
  5. Appointment Method -- Select which type of appointment should be created (e.g., in-person or telehealth). If you are using our integrated telehealth system and you select telehealth, the "Telehealth Reminder" button will be checked off automatically. 
  6. Room -- Select the room that the appointment should be assigned to. 

Step 9: Fill out the fields in the Services tab

Alert
To use this template for EXISTING CLIENTS, you'll first need to ensure that you have online booking enabled for existing clients by following the instructions here: Enabling Online Booking for Existing Clients. 
Notes
If you have enabled the booking widget for existing clients, you'll see a checkbox within the Services tab that allows you to indicate that the template should only apply to existing clients.

Upon checking that button, you'll see that you can now decide how the system should source the services -- you can either enter in specific services and fees OR the system can utilize the client's last billing info (e.g., if the client was last billed for 90834 at $200, then when they utilize this template to create/reschedule an appointment, they will be scheduled for 90834 at $200.)
  1. Services -- Select the type of service that's available for this template (e.g., 90834 psychotherapy for a 45-minute session)
    1. If you need to add new services, please see this guide for adding codes & metrics to your account settings: Adding Codes & Metrics
  2. Service Price -- Enter the price that should be designated for new clients selecting this service. 
  3. Booking Cut-Off Time -- Enter the number of hours prior to when the client can schedule the appointment (e.g., if you enter 24 hours, then the client will not be able to schedule a new appointment within 24 hours of the selected appointment start time)
Info
OPTIONAL:  Navigate to the Cohorts tab. Add a cohort to be assigned to new clients scheduling using the widget. If this is for an intake session, you can assign the appropriate intake cohort to automatically send the intake packet when the new client books using the widget.
Notes
See here for more information about turning on the booking widget for your existing clients: Enabling Booking Widget for Existing Clients
Then, press Save ! 

Step 10: You can now begin adding available time slots to the availability calendar using the templates you've created. 



You can choose to have the time slots repeat every week, every other week, every weekday (M-F), or you can enter it for a one-time only basis. 

Alert
You can put your full weekly availability on this calendar. If an appointment has already been scheduled in one of the time slots that you've listed as your available times, new clients will not see that time available for selection when choosing an appointment date/time. 

NOTE: You need to enter individual slots for each available appointment time. 
  1. For example, if you wanted to put that you had availability from 4:30 PM-6:00 PM, you'd enter one appointment slot as 4:30 PM-5:15 PM and a separate one as 5:15 PM-6:00 PM.