Maximize booking and minimize no shows with BodySite

Did you miss our live webinar about Maximizing bookings and Minimizing no-shows?

Watch the full recording below to learn how BodySite’s booking and scheduling tools make it simple for patients to book appointments, reduce no-shows with upfront payments, and keep your team aligned with a shared calendar and built-in telehealth.

Whether you’re streamlining intake or setting up group visits, this session walks you through the key features and a practical setup checklist so you can put the process on autopilot in your own practice.

Transcript:

Welcome to maximize bookings and minimize no shows. This is a presentation, about our new intake, sequences. We call them dream sequences. We’re trying to make your booking workflows and patient appointments a lot more streamlined.

So we’re gonna present tonight sort of the culmination or the aggregation of all the features that we’ve been launching over the past several months as one big workflow.

You guys have who’ve been around with us know me and Katrina as your gurus on the BodySite platform. And, obviously, we’re doing this presentation today to help you, simplify workflows, maximize how many bookings you have, minimize your no shows, and all of this in an effort to increase patient satisfaction and also your revenue.

So what we’re gonna do is, first of all, ask you if you would participate in a poll for us. You can put this in the chat window. We’d like to know what your number one scheduling challenge is. You know, is it people not showing up? Is it difficulty with reminders and notifications? What is it that is Okay. We’re on mute all the mics.

So we’d like to get you to post that in the chat window. What is your number one scheduling challenge?

I was muted as well. When we get to the q and a section, we’ll cover, the, the people’s questions and what we can do to help you with those with our new, system. So the agenda is quite simple today. You know about the BodySite technology platform and what we’ve been adding in terms of practice management and the, the way that we’re becoming more of a complete EHR and not just a patient education and engagement stack. So with the, the gist of today’s, agenda is to is to go over this one big chunk of new features in that practice management stack that includes your patient’s booking experience, also your ability to create your own appointments on your calendar, whether they’re for patients or not, how you can take payments from your patients in advance or at least a credit card to avoid no shows, how you can manage your calendars, for your team and see those in a shared environment or even make appointments on your team’s calendar.

Obviously, some of the meetings that you’ll make or that people will book will be virtual, so telehealth integration is part of how you’ll use the workflow.

And then we’re gonna go, through this slide by slide or issue by issue with Katrina presenting sort of the the workflow, how the the this all presents for you. And at the end, we’ll go through a quick setup list and a q and a so that if you haven’t already done this, we’ll make this kind of a working meeting where you can actually take this home to your computer and make this setup happen on your account.

So, Katrina is gonna bring up her, sample provider account, and we’re gonna start with the patient booking experience.

One of the biggest reasons that we we wanted to create this is not just so you can have a schedule that you can look at both your appointments and your personal calendar. That’s a big plus, obviously.

But for a practice management platform, one of our biggest priorities is to make sure that you can get more customers from your website to become customers inside of the portal and make that happen in a in a seamless workflow. So we’ll start there, k, Katrina.

Do you see my screen, John?

You might have to minimize yours.

Yeah. Let me, see if I can stop sharing. Okay. You can probably do that now, I think.

Alright. Do you see it?

Not yet. Let me look.

Do other people want can someone give me a thumbs up if you see it? Maybe Ken, can you see my screen?

Okay.

John, are you able to see it?

I am. I just see you.

Okay.

Maybe because I’m one of the presenters. So why don’t you tell us what’s on your screen, and we’ll have Ken confirm what he’s what he should be seeing. And And I’ll just play them on.

It’s a patient appointment, so they can see the patient experience. We have Katrina’s follow-up appointment, weight loss. John, let me just stop it and reshare, though, because I wanna make sure that you’re able to follow along. Can you see it now?

Yeah. No. I got it. I think I had it just now. Perfect.

Cool.

Yeah. So this is what the patient experience would look like. These every appointment that you create in your account, when we’ll go we’ll go through the actual setup process in just a minute here on your side, the different options that you can determine.

But each appointment has a unique link that you can put on your website like John was saying. So you can put this link, on your marketing website, in your email campaigns. You can text it to a patient. You can put it out on Facebook. So this is a public URL that you can send to patients for them to be able to book with you.

When they book, John, jump in at any time if you want.

They can put in their date and the time that they want to meet with you.

They can enter their name and email address.

This works for new patients and current patients, so they do not need to be currently enrolled in your account in order to schedule a visit with you.

And I’ll just jump in real quick here. One of the reasons that we did that is the same reason why we created the virtual clinic, entry point for the patient with no friction. We don’t want the patient that’s coming to you for the first time to have to fill out all kinds of enrollment information, like a good squeeze page on a marketing website. They should only have to put in their name and their email address. We’ll determine if we know who they are already and already connected to you. And if they’re not, then we’ll create an account on the back end. But this lets them go right in and create the appointment.

Yes. And you can add additional fields to this, and we’ll go through that in just a minute. But all that is required, if that’s how you leave it, is a name and email address.

Then you would click on book. And if you are requiring a credit card in order to secure the booking, which I know one of the challenges that was mentioned in the chat was no shows. One way to reduce no shows is to, one, set up reminders, which will go through that, but also to collect a credit card or a payment. So some of our clients, maybe collect twenty five dollars in order to secure the booking, and then they send them an invoice for the rest of the visit after having the visit. But this means that they at least have a little skin in the game where they’ve paid for this visit, so, therefore, they want to show up for it. I’m gonna pause my screen here really quick, and get this, booked for us.

Yeah.

So let’s we’ll we’ll hide your credit card while you’re doing that. So the, the options that you have when you create the appointment with payment are to take a credit card, just to put that on file, or to take a payment. And depending on how you structure the terms, which we’ll show you in just a few minutes, you can couch that as being a deposit so that patients know that they’re gonna be paying more than that amount, or you can just take a full appointment. So I I’ve got plenty of customers like you who actually charge their patients three hundred dollars or four hundred dollars for the visit, and they charge all of that upfront. That’s a pretty good way to avoid a no show.

Yes. So you probably quickly saw. It said payment successful, and then now we have the confirmation page that says your appointment set Wednesday, August twenty seventh at nine thirty AM. So it’s pretty much as seamless as that. As soon as the patient is booked, it will show up on your calendar as well as a confirmation email sent to you and the patient, and you guys are good to meet on the day of the appointment.

Great. And so if we go back to the, the presentation, screen, we basically had, let me click to exit that, the frictionless onboarding for higher conversions with payment.

And that is like I said, we’re gonna show you the way the place where you can make the choice. Am I taking a deposit? Am I taking a payment? Am I taking a credit card on file? How am I telling the patient about that? And we’ll talk about how you can put in your own policy there.

And what we’re gonna cover, when we get to this part of the flow is that you can not only take payment, but you can now also add forms that people fill out as part of that process.

Katrina, the next slide here was the shared calendar. I don’t know if we wanna go maybe into the calendar itself next and kind of walk through the mechanics of that.

Yeah. Of course. Do you want me to demonstrate for setting up an appointment and then going into the shared calendar?

Okay. That would be great. Okay.

Okay.

So in order to configure your appointment types in your calendar, one of the setup checklist items that we’ll go over for you would be to integrate your email calendar with BodySite.

Once that’s done, and if you haven’t done it, then you will not yet see the calendar top navigation item. Once Once you’ve integrated your calendar, you’ll see this new calendar, top navigation item.

Inside of here, you can click on manage appointment types, and you can create one or as many appointment types as you would like.

If I click on new appointment type, it will open up this modal where I can give my appointment a name, such as follow-up visit, tirzepatide pickup, initial consult, whatever you want to call it.

For your location, if you have the virtual clinic turned on, that will, by default, be one of the location options.

And then you can use our location creator to build other locations, which we can circle back to that in just a minute.

I’ll just leave it as office. Then you have your duration, fifteen thirty all the way up to ninety minutes, or you can set it by hours.

Then you have patient self booking options where you can determine if you want patients to be able to self book. If you choose patient self can self book, this means that from their body site account, they will be able to book this appointment.

Patients can self book in the virtual clinic. That would mean that from the virtual clinic, which can be accessed in their account, they can book this appointment.

And then last but not least, we have the public booking page, which is a booking page that will have any of your appointments that you have selected this option for.

Then you have your payment options.

The default will be no payment is required to book. You can require a specific payment amount, whether that be ten dollars or four hundred dollars. That is totally up to you.

Or you can simply just require a credit card on file to secure the booking.

John, should we dive into this?

Yeah. Yeah. Real quick. I wanna just cover, if you if you go back to require a payment to secure booking or it says how much do you wanna charge, you’ll notice that the terms, let’s say this appointment requires a deposit.

You may not want it to be a deposit. You may want it to be a full payment, or you may wanna just reword this completely. So we’ve put we’ve put a a fairly standard default set of terms here, but it’s editable. So you can change this with every appointment type so that it’s appropriate for this particular appointment.

And if you go to require credit card on file to secure booking, the same is true. We’ve put down a standard sort of set of terms. But if you wanna get more, fancy with that and tell them what’s gonna happen with their credit card information or, you know, how it’s all gonna work, you can change that. So this is customizable to each each appointment type.

And, yeah, let’s we can jump into forms as well.

Okay. So one of our newest features is the ability to add forms to your appointments.

So previously, a patient would book an appointment, and then you would have to manually assign them a form or forms, subsequent to that appointment confirmation. This now seamlessly integrates it all into one perfect workflow where they are booked, they pay, and they get all of your intake forms in one fell swoop. So when you click on ask patient to complete forms, you will be presented with two options. You have my forms, and you have form sequences.

My forms would be if you want to just select one single form that is sent to this, patient or any patient who books this appointment in conjunction with their confirmation.

A form sequence is a group of intake forms or, consent forms or disclaimers that you want the patient to book. So just as an example, we have our intake forms workflow. And in this sequence of forms, there are three forms that they are being required to book or to complete once they book. So if you attach a whole sequence, instead of just getting one single form, they’re presented with a whole group of forms, but in a sequential, format.

So you can select again just one or a whole group. You can make as many sequences as you want. So if each appointment type needs to have a different form sequence, you can build as many form sequences, which that can be done under content Under content, under forms and sequences, and a new forms and survey sequences section.

K.

Going back to the appointment type, if I click on save new appointment type, you’ll see there are a number of different options. I can quickly go through these for us, John, if you think that’s beneficial.

Yeah. I think just to keep it short, we’ll just walk through the fact that this is a lot like what you’ve done if you’ve used Calendly or Acuity Scheduling. Basically, just setting the parameters of the meeting itself. So forget about forms and payment, but just how long is it, when are you available, what days are you available. All the standard settings that you would normally set up in a calendar setting for your availability are configurable in the scheduling editor.

Yep. And one thing I did wanna mention is the booking form. So if you have additional fields that you want them to, fill out when they’re booking an appointment, if you click on add a new field, there are a number of options here, that you can have them fill out. A standard one would be, let’s say, phone number.

If it says phone number, and you want this to be a requirement a requirement, you would need to select required.

And then the last thing you’ll want to do is when you are in your event info, just make sure you do auto populate additional fields. And what that means is any of those additional fields that you have added to the booking form will show in the event description on the calendar so that you’re able to access them right there.

Great.

Okay. John, I will give the screen share back to you so we can continue with the Canva deck.

Keep ourselves honest on the, Canva deck. Mhmm. Alright. So, one of the things that we’re gonna talk about once we get through the discussion of setting up your appointments is that the, the calendars that you the calendar that you have, is going to be, number one, color coded and also able to be shared with your other staff if you have other staff. So if I go to, my window here and I go to the calendar settings, same calendar that Katrina was on a moment ago, I’ve got my own calendar here as doctor Alisa Anderson White, and I’ve also got another staff member called the ABC Wellness Coach.

The, significance of that is that you might have two or three people in your practice that you want to, maybe even make appointments on somebody else’s calendar or see who’s scheduled for what on a given day. And so what you could do, if you have more than one person, is click on this team schedule button here, and that will show appointments next to each other on any given day of your calendar for the week. So if I wanna see, I think it was on Thursday. I’ve got a bunch of appointments here. I’ve got appointments scheduled for me, and I can see that my ABC wellness coach has no appointments right now. So if I wanna book somebody, maybe I’ll put this on that person’s calendar and do a different kind of appointment for, the coach.

And then that just gonna move my Zoom thing out of the way here. That appointment will be made with the the coach instead of myself. And if I want, I can stay in that view or I can go back to the view of my own, my own calendar.

You can also, on this view, change the color for the team calendar. So if you want maybe the coach to have a different color, you can change that to a different color. And you can also change your own calendar color here, with, you know, whatever works for you.

The, the other things that we’ll cover as we go through the checklist of this are that in order to put these pieces together, there really aren’t that many pieces that need to happen. So in the in the agenda that we covered that we’re covering today, we’re gonna talk about the, how you integrate this with your telehealth and scheduling and then, how this all fits together.

So, Katrina, how do you wanna tackle the next step of this? Do you wanna go through all the details of this calendar, or do you wanna talk about the, maybe building the forms that become part of the workflow might be a good step to show?

Yeah. We can talk about building forms.

So Let me get a quick yeah.

You could take the screen back. So in in our ABC wellness account, we have, three forms that I created earlier today that are meant to be part of a a typical intake sequence. And I’m sure that what I’ve done here is way, way oversimplified. I just created three forms that have very few, questions in them. Are you sharing your screen, Katrina?

I am.

K. I can’t see it. If you wanna unshare and and reshare, let me just see if I can see it.

There we go. So when you put together an intake flow, you could pick the order of the surveys that the patient’s gonna be answering. So I created one form called about you that you can just drag into the the space of this flow. The second one I created that was called symptoms.

Maybe you wanna ask a few questions about the symptoms that the patient has, And I also added a consent form. You might have, you know, robust questionnaires and and super intense in intake forms. But the cool thing about this is that you can reorder these so that each form that you have might have its own life. Maybe you give people an intake form all by itself.

Maybe you do consent forms separately, but these all have singular life in your forms library and then dragging them here into this intake flow or this sequence builder lets you put these in an order that the patient can answer when they do multiple forms at once, which is your typical, intake flow either in the office or before they come into the office.

In this builder, you can rename the name of this, intake flow for your own purposes. So there’s a quick easy text entry box there. If you click the check, the green check mark, that’ll save your title, and then you can move these up and down and you can preview them or remove them from this view. So really simple drag and drop creation of these forms.

And then this would be sort of one of the things that you do in advance of your scheduling flow because you’re gonna wanna be able to add a form sequence. And obviously, if you wanna have a sequence added, you’ll wanna have that exist first. So do some of the background work first. And then what we’ll do here, is maybe, take this public link.

So you can also give this form sequence out even if it’s not part of an appointment by copying this and putting it into a browser.

And when the patient comes to your booking flow, if they’ve already booked, they’re gonna be presented with the, set of forms.

But if if somebody encounters, like, please fill out my forms, they can come right here and put in their email address, and we’ll get them started on the same sequence.

Yeah. So just to kinda put an exclamation point on that, if for any reason they’re confused about the forms or can’t find it or whatever, you can use this copy function to, copy it and even just message it to them so that they have it and can, you know, start it right from this public URL.

Alright. So, Katrina, if you think it’s not too, too many steps, maybe we could even add this intake flow to an appointment and then go through the appointment without payment this time to make it simpler and show the the way that this would happen in the real world.

Okay. Great. So now we’ve got this virtual visit appointment. Katrina’s just attached the ABC intake flow to that appointment type, and the person scheduling this will now pick their date and time as they normally would in the booking flow.

And once they do that, and you can see she added the phone number request, once they fill this in, they won’t be asked for payment in this example, but they’ll be prompted to do intake forms. So, we’re gonna get a confirmation screen that says your appointment’s all set, add it to your calendar, but then there’s another button that says complete forms. And when they click on that, they’ll actually be in this intake flow, and they’ll be notified that they have x number of forms to complete, and they can immediately fill out the forms so that when they visit with you, you’ve already got an account created on body site. You’ve already got some of the basic information. Obviously, this is a pretty simple example.

And you’ve got potentially some of their medical history, their consent, etcetera.

So we’ve answered the simple questions, then there’s a couple questions about symptoms.

If you click submit, that’ll submit those.

And what’s nice about this too is that each form, as the patient is filling this out, is being stored in that patient’s record that you’re gonna access even before you visit with them and even before they even necessarily activate their account. And so even a consent form where they type in their name and give you assigned and dated consent for your record.

So once they do all of that, you’ve got all your forms completed. They’ll know that they’re submitted. They can move on with their day. They’ve got an appointment. And, depending on the configuration that you did in the scheduling editor that Katrina showed earlier, you can also be, confident that the patient’s going to get a confirmation of the appointment as well as reminders before the appointment begins.

So that’s the I think that’s the whole workflow.

You can make as many appointment types as you like. You can make as many forms as you like, and you could make as many intake form flows as you like, and it’s completely modular. So one appointment might have forms, one might have payment, one might have both.

One might have a whole different set of forms for semaglutide and another for diabetes. It it’s really completely modular. And then once you create the appointment types, you know, that that work, which is not too onerous, is done. And you can just make people go to your booking page and, and and book from your website or from that link.

Just to address one of the questions that came through, the forms and surveys are completely customizable. You will have, about forty different templates available to you, to utilize.

If they say template in them, that means that there are probably placeholders that you need to put in your name or your company name.

And then you can also use the builder to build your own forms completely from scratch.

But let’s say I wanted to use this clinical policies template. I would click on the little, three horizontal lines, select copy and edit. That would copy into my my form section, and then I can go into it to make any edits as I see fit. You can change the words. You can add pictures. You can reorder things.

You are able to use any of our forms that don’t have placeholders as is. You don’t have to copy them order over in order to use them. But if you if they are a template, you’ll want to make sure you change the the placeholder spots.

Yeah. As a best practice, you can also just open any one of them and preview them and just make sure there’s not something that’s gonna be weird to your patient.

Just just real quick, Katrina. If you wanna click on create new form and survey for anybody who’s not indoctrinated to this functionality, you can, if you like, create forms from scratch, or you can ask our team to do it for you.

If your form is a page or two, we can help you with that at no cost. If you want to build something really robust, like, we’ve got a, you know, a ten section symptom severity scoring kind of questionnaire. You can do all of those things. But, the the most important thing is that you can name the survey whatever you wanna call it.

You can give it a description so that when the patient encounters it, they’ll know what it is that they’re they’re being, asked to do. And then in the questions themselves, you can create sections or categories so that there’s headers, like, maybe, about your symptoms, about your body, about your, you know, reproductive cycle, whatever. You can make sections. And the reason that you might wanna do that as opposed to one sprawling section is that if you wanted to get really fancy with this, you can even score sections and questions to try to get some kind of an output that lets you know whether somebody has hit, you know, a certain level of severity or they they passed or whatever it might be.

But on a more simple scale, any one of these questions can be as simple as a text entry.

It could be a yes, no question. It can be a multiple choice. It can be check all that apply.

It can be checking, like, stoplight, you know, severity or scaled stoplight type questions, and it can also be a consent signature field.

This is evolving. Over the next few months, we’re gonna be adding to this question types that are also stored in the patient record as data. So at the moment, we don’t have this, other than as as text output, but all of the demographics, all the biometrics, and a couple other pretty fancy things are coming, to the the form builders that when people fill them out, they also get pushed right into the patient record as data, and that will make it really easy for your charting and for your record keeping. But in the meantime, very robust.

Lot of really cool questionnaires already on board here. And again, you can build your own. We’ll help you. They’re very simple to build. And then once you’ve got one form, you can make form sequences and you can attach a form or sequence to your booking flow to get people to fill things out while you’re doing something else.

Mhmm.

Alright.

Let me take back the screen for a second to make sure I’m, And what I’m gonna mention one thing really quick.

If you need to create additional, locations for your appointments, to do that, you would go to your calendar and you would go to the little settings gear and click on manage locations. And this is where you can create other locations. So if you want to have a location for your office, and then maybe a third party location, but most standard, obviously, would be your office. And then if you have the virtual clinic turned on, that will be a location option by default when you go to create an appointment.

Great. And, you know, that’s a good segue into the the next slide in our presentation was gonna be telehealth visits and your virtual clinic. So, Katrina, if you wanna just drive while I just talk through this, I think this is a good time. It’s already six thirty to just walk people through sort of the the way this all comes to life, and I wanna make sure that you see how simple this is.

So, anybody who’s using our system knows that we now have a very robust virtual clinic. We call our telemedicine solution the virtual clinic, and you have a number of really simple options. Like, you can set yourself to available or not available just as a matter of, like, a walk in clinic. If you’re if you’re listed as available, anybody who has an account with you or a link to your virtual clinic can come and check-in for a visit with you at your unique URL, which you can copy from this page and give out to people, or they can go to it from inside of their account.

But the the workflow that we’re talking about today is usually based upon people that are scheduling visits with you, on your calendar.

And we originally created this with the calendar attached only to the virtual clinic, so you only had one location. Right? The place where you had appointments was here. And we’ve since changed the two where you have a much bigger calendar that includes the virtual clinic location, but any other location you want. So if we go to settings in your account, the the place to start to do the workflows we’re talking about today would be to number one, make sure that you have a calendar icon in your navigation, and that starts with you go to your platform settings within settings.

I know Ken’s nodding because he’s watching this. And you have a a spot here under office scheduling where you can, connect your calendar. So where you see this button that says remove your calendar, Katrina’s already added a calendar here. And if you go down to where it says scheduling calendar, you’ll see that the the name of the calendar that you’re using is listed there in a drop down.

And it says calendar sync status, all systems go. So when you connect your calendar and go through the steps with Google, Microsoft, or iCal, and that goes through successfully, you’ll see this message and you’ll know that you’re good. You’ll also know because when you first finished integrating your calendar, your page is gonna refresh. You’re gonna go back to your dashboard, and you’re gonna say, oh, I’ve got this new icon that’s called calendar.

If you go to the calendar page, what typically would be the next step is now that you’ve got this place where your calendar lives, what’s happening is we’re showing you on your calendar page any appointments that you create here and any appointments that exist on the calendar that you disconnected.

So that calendar that you connected is the source of truth, and I like to think of it as a triangle. Right? That calendar is the top of the triangle, and appointments that you make here are both pushed and pulled from that source of truth. So you can see your Google Calendar and your work appointments. And if you like, any personal appointments that you create all in one view, including any of your staff if they connect their calendar in their account.

So once you have a calendar that’s enabled, the next things to set up would be your, virtual clinic if you haven’t already done so because that’s gonna be your default location.

So assuming you’ve got your virtual clinic turned on with the platform settings here, that virtual clinic has an address as we showed you on the virtual clinic page. And that’s typically, because most of you come into this having done the virtual clinic already, your first location. So when you go back to your calendar page and you click on the little settings wheel, you’ll notice that where it says locations, you’ll already have the virtual clinic. So before you do any calendar configuration, if you’ve turned on the virtual clinic as your first place to meet people, which is typical, You’ll have one location right off the bat. And then at the top of this modal or pop up is a button that says add new location.

Typically, that’s your office or an off-site location. Maybe you meet people at the gym sometimes. You can create as many locations as you like. I would say keep it simple unless you’re meeting people all over the place.

It’s typically virtual office and maybe some other, like, place like your home office. And when you create those, what you’re doing then is making the opportunity to do the next building block, which is when you create your appointment types in the manage appointment type section.

You’re gonna create a new appointment type, and you’re gonna specify where does this where does this appointment take place. Is it on soccer field number five? Is it in my office? Is it in the gymnasium? Is it in, you know, the Starbucks down the street?

If you don’t have office locations created, then this wouldn’t have the opportunity for you to build on that. So create the calendar first, create the locations next, and then get granular and create the appointment types. You can have just one or you can have fifty if you like. And then once you start to create those, there’s really only about four or five settings here.

What’s the name of the appointment? Where does it take place? Where can people see the opportunity to book it, if at all? So can they book it when they’re in that virtual clinic page?

Can they book it from your website by having the public booking option? And can they self book at all?

If you leave all these unchecked, it would still serve the purpose of being an appointment that you can easily create on the calendar for yourself. So if you wanted to create an appointment, let’s say Ken is a patient of mine and I wanna create an appointment and just stick it on my calendar, I can sit there and create a new appointment and put in, the name of the appointment, the location of the appointment, all of that stuff. Or since I’ve already created my appointment types, I can just choose that from the drop down and then just put in Ken as my participant. So just save myself a couple of steps.

So the creation of that location and who can book and when dictates who can book the appointment.

I think for most people that are looking at this webinar today where we’re trying to simplify the workflow, the magic happens with the the public booking page URL.

That is the last step of this where you’ve made an appointment type bookable on your public page.

You’ve, in that, appointments characteristics included a requirement for payment and included a requirement or at least a prompt to fill out forms.

So in the appointment that, we created here, I think it’s appointments with money and forms or one of the ones that Katrina just created. I think it was virtual visit.

Which one of these has Yeah. Yeah.

This one has forms.

Excuse me.

So the the culmination of all these steps, which really only takes about twenty minutes or so, is that you’ve got this public booking page with appointments on it that potentially not only let the patient book an appointment with you, get confirmation of it, tell you about it, but also require money and the completion of your form. So after a little bit of setup, this is all happening as one big automation to make your workflow much easier, avoid no shows, and streamline all this for you in your account.

And one thing I like mentioning is that, if you there are some providers I work with that wants to manage their whole schedule and don’t want to allow patients to self book. So you can certainly do that. If you’re booking current patients, the easiest way I find would be to just, like, double click and book them this way. And then new patients, you could come here, and you just go to the URL, and you can book them here.

Another thing I like mentioning just so it’s very crystal clear.

If you choose this option here, patients can self book on your public booking page. That means that they will that appointment will appear on this public booking page, which has any of the appointments that you’ve selected to appear on this page. But even if you do not select that option, each appointment will still have its unique URL that you can send to a patient, use to book patients, or put on your website. So the public booking page does not need to be selected in order for you to have a unique URL for that appointment type.

Yeah. And that’s really great for customizing the configuration of this on your website. If you’re familiar with body site’s plans library, we did the same thing where you got a directory of all your plans, and then each of your plans has a separate link. And the reason that that’s significant for you, as Katrina mentioned, is it gives you the flexibility to potentially have only a couple of forms on the public booking page. But if you wanna have on your website your own style, your own page, your own, list of appointments that you have, each one of them has a different link, and you could potentially make a much more stylized version of this on your own website and just use the booking link for each of the appointments that you want people to book using the individual links for them.

Yep.

Awesome.

I’m gonna just bring up one slide real quick to to kind of, bring this, checklist to you. We’ll, be happy to share with anybody the the the slides that we made for this, but they’ll also be obviously in this recording.

The benefits that we’ve gone over are pretty obvious to all of you. You know, you’re saving a lot of time because all this is happening in an automated fashion.

Patients will be very happy that they can get all this done before they visit you. I just had an appointment myself last week where I was just, you know, confronted with a whole bunch of paperwork as I sat down to go see a practitioner, and I had to sit there for a half an hour and fill out all these forms that I could have done in the comfort of my own home and not in a waiting room.

You’re also gonna know, especially if you’re gonna charge for your visits in advance, that you got you have money coming in before you even have patients come to the office. That’s great to do. And if you’re working with a team, you can all be on the same page about who’s who’s appointments are happening Because on the edge on the that agenda page, you could see your appointments. And on the calendar page, you could see everybody’s appointments.

So this is a quick view of the setup checklist. If you haven’t done this yet, you can go through the steps that we just covered in in order. They don’t have to go in exactly this order, but it’s typically the way that you would do this. And one of the things that you might wanna consider if you’re going to attach forms is, you know, spend a few minutes going to your forms library and making sure that you have the forms that you’re going to attach so that when you go to this part of the phase, you’ve got those ready to go.

And I think if we wanna take some questions, we can maybe answer, any specific questions and then cover any any final challenges, and and get you on your way.

Yeah. And I just wanted to put an exclamation point on this. Definitely with the checklist, turning on your calendar, making sure your virtual clinic is turned on, configuring your intake forms and your form sequences, and then, setting up Stripe.

Once all that background work is done, then you’re ready to start configuring your appointment types where you can attach payments, attach forms, and go on your way. One thing that I did not circle back to that I wanna make sure to not miss are reminders just really quick before we dive into, questions because that relates to no shows.

So payments are really helpful for no shows as well as the reminders.

For booking reminders, if you go to communications, you’ll want to turn on enable email notifications.

A patient will, by default, even if you don’t turn that particular toggle on, they are going to get a confirmation email and a reminder email one hour before their appointment.

And these are also sent by push notification into the mobile app or directly to their phone via the mobile app. You can turn on additional reminders. So, for example, if, you know, your if patients are booking three weeks or months out, it might be useful to do one one week before, one day before, as well as the hour before. So I highly encourage creating additional reminders, as many as you would like, and you can customize the text of the reminder. So, it’s going to say, like, upcoming meeting, but you might wanna say if if it’s, seven days away, you might want to say your appointment is in seven days.

And, again, that will just help with no shows. You can even do one as close as, like, ten minutes before the appointment.

So just wanted to highlight that really quick.

And Yeah. That’s a really good point. And just just one one finer point on that. There’s a, I think it’s mostly with Google Calendar.

Google Calendar is a little bit, frenetic in terms of the number of notifications that they send out because they have their own notification system. So that little toggle that Katrina showed you is sometimes gonna double up on notifications where you might get a notification from our system, and then Google Calendar is like, oh, wait. We need to send the notification too. I think there are some settings in Google Calendar that you can disable to prevent the the doubling up, but just test your, you know, your appointments with your own, emails to see whether you like the way that the behavior is.

And, you know, I know that when we first set up our own, business calendar with, I think it was Calendly, We had some internal discussion about how often is too much and, you know, how off how, how far away from the appointment is too far, how what’s too close.

ChatGPT is a good resource for that, but figure out what works best for your practice and your client type to make sure they get the the right number of reminders and time to make sure that they show up. And you’ll probably find with experimentation that you will reduce no shows by getting that right.

Okay. Any other questions in the chat, Katrina?

Yeah. So one of them was about group visits. So group visits allow for up to fifty visitors at a time. So when you’re creating a group visit or an event on directly on the calendar, you can invite, fifty patients to join that visit.

And then another question was if the reminder feature comes with an acknowledgment function. We don’t have that at this time, so they can’t, acknowledge per se, the receipt of the reminder.

But those are sent, just to reiterate, via email as well as push notification.

Yep.

And just speaking of group visits, one of the things that is is worth noting is that we don’t have and this kind of matches the acknowledgement, issue.

We don’t have a, an RSVP right now, so there’s no way for you to know, who’s coming to your group visit. It’s really meant to just be a a session that you create, and anybody who’s invited to that, group can show up and up to fifty people can participate.

We’re we’re working on, an update over the next few months with the software that’s that pulls all this together to potentially create a group, session that can be scheduled as opposed to just setting you know, creating one in the in the virtual clinic. So look for that. And when we do that, we will be adding the ability to acknowledge or RSVP, to those to those, appointments.

Any other questions there?

Someone just asked, can you show this, the virtual clinic feature if possible? I can quickly show, if you want me to, the check-in process.

Yeah.

Okay. So just give me a minute here. I will have my phone so I can check-in for a fictitious visit here. So I just quickly marked myself as available.

If your patient is scheduled for a visit, you do not have to mark yourself available. That is only a toggle that is useful if you’re doing walk in visits. So if they have a scheduled visit, they will just come to they would can click on the link, in the confirmation email and check-in for that scheduled visit. Once they’re sched once they’re checked in for their visit, you’ll see them appear in the waiting room. But, again, you don’t have to mark yourself as available for scheduled visit.

I just did that so that I can quickly check-in for a visit.

Yeah. And I like to point out, Katrina, that unless you have, you know, a a a a big desire to do walk in visits, leave that availability off. It’ll make things simpler for you. It’s actually a simple function that’s better for advanced users who wanna do both walk ins and schedule.

If you leave it off, people won’t accidentally check-in at the wrong time, and people will just come when they have a scheduled visit. And if they’re not logged in, they’ll be prompted to log in and check-in to the visit with you. And then, Katrina, you could take it from here. You can see that Katrina is now checked in with ABC Wellness Clinic.

Yes. So I just checked in for this visit. This is gonna be a little bit of a time warp here, but we’ll go ahead and do this. So as a provider, I could chat with the patient before the visit. I can even share a document with them before the visit. But if I’m ready to go and I can see before I even start this visit, I can see that their mic and their camera are both ready.

Let me see if I’ll just not be able let let’s let’s not click on start visit.

I wanna I wanna I wanna park this for one second. K. So this is one place where I think that we we we’ve tried to be really instructive with our practitioners about the availability of the microphone and the camera. So if you’re using the virtual clinic, one of the things to make sure of is that when you get to this screen, that you get both of those green. And if you don’t, that you can chat with the prep with the patient in the little chat window before you begin the visit. Because once you begin the visit, this link can expire.

It’s kind of a one time link, and it can create some issues for you. And so what you’ll wanna do then is you’ll want to, let them know in the chat window, hey. You know, go and change your your browser settings or wherever they’re they’re logging in so they have access to, the camera or the and the mic. Or if you’re if it’s acceptable to you and their mic is ready but their camera is not ready, you can just say to them, hey.

I won’t be able to see you because your camera is not working, but we can get started and just do audio. So this is kinda like your little diagnostic of whether they’re ready and whether they have a good enough connection where it’s not gonna become a problem. Some rural areas might be, you know, bad. They’ve got bad Wi Fi, bad cellular, and then at least you go into the visit knowing that there might be a little bit of an issue with the connection.

We have, I think, a a pipeline of audio and video that should be just as good as what Zoom has, but we’re doing this in a much more secure and limited environment. So you wanna make sure that those those symptoms are reading right, before you start so you don’t have any trouble with with the patient being connected to your visit. Sorry to step on your toes there, Katrina.

No. Probably fine. So then you would click start visit.

Again, this is gonna be weird, and I’ll probably immediately end the visit.

But this is how you’ll make sure that your devices are all good. I would click okay, and then I would be in the visit with the patient. So there’s a lot of echo here because now I’m gonna be a bunch of visits at the same time, but this is the way it works.

Inside of the visit mute here. Yeah. Mute here. Okay. Inside of the visit, you are able to type your notes.

You could see how much time you’ve been in there. You can even see how many other patients are in your waiting room. You can assign a program, share a document, share a screen, chat with the patient, and mute or stop your video at any time.

Let me go ahead and end this for us.

And one of the questions that just came up, Katrina, I think from, yeah, how many participants can you book into one group at one time, and what do you do at overflow?

If you mean overflow on the, the group visit, it’s at the moment, there’s nothing sophisticated about reaching capacity. So if somebody, you know, is the fiftieth person to join your group visit, then and I Katrina, I’m not even sure that we’ve actually seen what that looks like. We’ve done larger groups to test this. But if you’re at fifty, the next person that would come would get an error message that they can’t join the group because it’s already full. I don’t know what the exact language of that is.

I don’t think go ahead.

I was just gonna say best practice is just make sure that you’re inviting just fifty, so that you don’t have that type of issue.

Yeah. I I think it’s the the good news is that when people commit to a group visit, they are obviously less likely to show up than you think. And we’re, you know, we’re we’ve done webinars where we’ve had, you know, five hundred registrants and only a hundred come. We’ve had a hundred registrants. It’s it’s typically there’s a there’s a percentage of people who do show up for the and, so I think unless you got an enormous population, you probably won’t reach that problem too frequently.

And the other thing that you brought up about the, yeah, how many patients. So it’s up up to fifty.

So, yeah, that’s, that’s how that works. And when you do the group visit, you’ve got these functions here where you can start a new group group visit on the fly, or you can schedule a group visit. And either way, you can invite people by sending an invite inside of your platform to groups of people, or you can send it by giving people a link. So you could put a link out on social media and say, come join me on Friday for a, you know, happy hour webinar in my virtual clinic.

And anybody who comes to your virtual clinic from any source that’s not already a customer of yours will be asked to enter their email address when they come in, and that’s gonna create an account for them on the back end. So it’s kind of a little bit of a of a trap for people to become, you know, part of your, your tribe that way as well.

So if you’re not using body site already, I think that this has been a good coverage of some of the practice management functionality in this one space of workflows, scheduling, booking, payments, all that jazz.

You can always try BodySite free. It’s a thirty day free trial. And if you’re not sure and you’d like to walk through the rest of the platform, you can also schedule a demo with us at the links that are showing on your screen. Feel free to email team body site at body site dot com with any questions.

And you can also call us if you want to, talk to us. But if you’re already using body site and you just wanna submit a ticket or get support, our, Zendesk, link is down there. And last but not least, in the spirit of our move towards a larger practice management and electronic health records solution, we have, just finished up our e prescribing programming.

And we’re in the final testing stages. We expect to be live, as early as, the end of next week with people enrolling already into that, that functionality. So if you’re interested in e prescribing, you can either email us or you can go to, body site dot com slash e prescribe and look at some of the details there. The best place to start would be to email team body site, and we’ll send you the information. We’re doing presale now.

And, it’s a pretty robust solution brought to you by Doctor First, which, as you may know, is the same company that brings you iPrescribe.

So, if you’re looking for a a new or better prescribing option in a better environment, check that out as well. But thanks for coming tonight, Katrina. Anything else you wanna add?

No. Thank you for joining. We always appreciate it. And if you have any questions, don’t hesitate to contact us.