Set up your Slots
To get registrations through Bookable, you need to add some slots. There are three main slot types:
Face to Face - to be seen in the practice at a scheduled time
Telephone - to be phoned within the morning or afternoon session
Admin (written) - for ad-hoc requests
We will show any slots in the next 2 weeks on the site that have the "Healthtech1 Not Bookable" slot type you have set up.
We will stop showing appointments on Bookable 5 working hours before the scheduled start time (working hours are considered as 08:00 - 18:00). This is to give us time to rectify any registration issues before the appointment is due.
After this point, if a slot hasn't been booked, its yours again! Please note you'll need to change the slot types back to your preference manually.
Example 👇
If an appointment starts at 9:00am, we'll stop showing it at 2:00pm the previous day.
This means you can comfortably take it back to use as on-the-day capacity to ensure slots never get wasted.
Face to Face Appointments
Patients generally prefer to book face to face appointments over telephone (we see about 60% higher utilisation - 40% vs 25%). Patients will be told a precise appointment time.
The patient is sent an appointment reminder via email and SMS with the location of your practice and (on the email) Google Maps directions. It asks patients to arrive 10 minutes ahead of time.
Telephone Appointments
Telephone appointments are given to patients as a morning or afternoon slot. They will not be given an exact time, so you will have the morning, or afternoon period to call them.
Note: Patients not receiving phone calls is a common source of complaints. It is essential patients receive some contact, including a follow up message in the case of a failed encounter.
Sometimes, patients don't provide their phone number during the main registration form. However, you can always still find the patient's telephone number and email address in the "Appointment Notes" section of EMIS.
Admin Slots
We have admin slots to prevent medical appointments being misused, and to increase the number of registrations you are able to receive while minimising workload.
Consider admin slots as a standard online consultation you would receive. These are generally things like fit notes, medication requests, written advice, referral follow-up etc.
You will need to respond to patients on the day of the appointment slot. If the request is substantial, it is understandable that this may take longer, but please let the patient know.
How we reserve slots in your clinical system?
Patients who have booked but not yet registered will be temporarily put into these slots. This will show as:
"Pending registration - do not change - BLOGGS, Joeseph (HT1Hold) abcxyz".
Once the patient has completed their registration form, we will rebook the slot with the registered patient. If the patient does not complete a registration form, we will cancel the reservation and the slot will be made available on the site again (as long as it is more than 5 working hours before the appointment time).
We need this slot to be available in the clinical system to confirm the booking once the patient has registered, so please do not change or move these held slots.
Feedback
After medical appointments (face to face or telephone), patients will receive a feedback form. This is sent 4 hours after the appointment start time.
It will ask the patient about:
Their experience at the practice
Their experience using Bookable
Where they went first for help and where they will go next time
We'll send this to you in the weekly summary email. We also may contact you directly if any specific concerns arise.
Appointment Reminders
Face to Face:
Telephone:
Onboarding
Here is a video overview for you to take a look at
Please don't hesitate to get in touch with us if any questions crop up! You can ping an email over to [email protected] and we will get back to you as soon as we can 🎉