Bookable works by finding slot types from your SystmOne appointment book to offer patients. You will need to set appointment slots to be of the correct Slot Type.
As part of the Bookable set-up, your practice has already created three slot types.
Healthtech1 Not Bookable F2F
These are in-person/face to face slots. You'll need to add these to a clinician working from a clinical room in your practice who can see patients.
Our research so far indicates that patients prefer to book these 60% more frequently than telephone consultations.
Healthtech1 Not Bookable TC
These are telephone appointments. The patient will select a morning or afternoon appointment time.
The patient will be advised that the practice will call them between between 8:00 and 13:00 for morning slots, and between 13:00 and 18:00pm for afternoon slots.
[Optional] Healthtech1 Not Bookable Admin
These are administrative / written requests. Your admin team will need to coordinate your clinical team on these requests. They are untimed but need to be responded to on a given day so make sure your admin team are aware to leave enough time.
In some cases, it won't be possible to fully action a request on a single day, but please communicate this with the patient.
These requests tend to be less frequently booked, so please ask us if you'd like to opt-in.
Setting up GP Connect
We use GP connect to view available slots in your appointment book and present them on the Bookable website, as well as performing the action of booking patients in to a particular slot. For this to work, we need you to:
Configure each slot type
Check GP connect is enabled
Enable relevant rotas for GP Connect
Enable relevant slots for GP Connect
Make sure each clinician has a GP Connect Role set
1. Configuring each slot type
Go to Setup > Appointments > Slot types
On this screen, press "New Slot Type". This should reveal a menu like this 👇
For face to face slots:
For telephone slots:
Set all the configurable options to match the image above, making sure that:
The type is set to Bookable
"Bookable through remote booking" is ticked
2. Enable GP Connect (if not already done for NHS 111)
Go to Setup > Organisation Preferences > GP Connect > Provider
Ensure "Enable GP Connect Appointments: Provider" is ticked.
3. Enable rotas for GP Connect
Under "Rota types that can be booked into via GP Connect":
Click on the plus sign (+) beside ‘Rota types that can be booked into via GP Connect’
Select a rota type
Choose ‘Any organisation, unless they have a specific rule preventing them’
Leave ‘Organisation and organisation type specific rules for rota types’ unticked
Click ‘Ok’
Repeat for all relevant rota types
You're sure which rota to set up?
You're sure which rota to set up?
You can check the rota type by right clicking on it, selecting Administration > Amend and seeing the Type field.
4. Enable slots for GP Connect
For each of the slot types above:
Click on the plus sign (+) beside ‘Slot types’ and select the slot from the dropdown list
Make sure that the status is "Only allow organisations that have a specific rule to book into this slot type".
5. Set up Rules for Slot Types
Locate the fourth section "Organisation and organisation type specific rules for slot types".
Click the plus sign (+) to add a new rule.
On the pop-up dialogue:
Move both of the "Healthtech1" slot types to "Selected" (right hand side)
Leave "Unlimited" ticked
Under "Organisations", click add. Search for A2Q0B or type "Healthtech 1" and select our organisation.
(Tip: Make sure "Organisations" is ticked at the top of the search window).
Under "Organisation Types", click add. Select "GP Practice".
6. Set up GP Connect Staff
In the last section, please leave "Only allow consumers to book into rotas assigned to staff with a GP Connect role" unticked.
That's it! Thank you for setting this up 😊
Adding Slots to SystmOne
Now you've set everything up, you can start adding slots.
Setting up templates
The best way to set Bookable slots is to let your clinical system do the work for you!
To add the slots to your Rota Templates (so they reoccur naturally), go to "Setup" > "Appointments" > "Rota Templates" as below.
Next, find the Rota Template you wish to add slots to and press the "Amend" button.
On the right hand side of the window, highlight any slots you'd like to convert, then click "Amend". Set the slot type to one of the "Healthtech1 Not Bookable XX" slots (described above).
Setting up ad-hoc slots
If you want to modify rotas that are already published, you can right click on the coloured bar at the top and then navigate to "Administration" > "Amend" to open the dialogue.
On the right hand side of the window, highlight any slots you'd like to convert, then click "Amend". Set the slot type to one of the "Healthtech1 Not Bookable XX" slots (described above).
