✨ This guide is for practices using Bookable only - meaning we’re not automating your usual registrations, e.g., registrations that come through your website or the NHS ‘Find a GP’ service.
Even without automating registrations, you can get great value from the Hub!
→ This article will walk you through what you need to know and how to use it to make registrations easier and more organised if you want to. 🌈
🖥️ So, what is the Hub?
Once you’ve completed your Bookable setup, you’ll have access to the Hub.
The Hub is the portal where you can view, track and manage patient registration and look at your performance.
For practices with automation turned on, registration forms land in the Hub and are processed automatically by us.
As a Bookable-only practice, automation is not turned on for your usual registrations but will be turned on for registrations which come through the Bookable site.
📋 How registrations through Bookable work?
Any patient who finds your practice, or books an appointment through Bookable and completes a registration form will be handled by us.
Here’s what happens 👇
We will automatically process the registration form
If automation isn't possible right away,
our team will contact the patient to gain any missing information and complete the registration form,
or cancel the appointment if registration can't be completed.
What if you see the registration in the Hub before we have handled it?
If you get to the registration before we do:
You’re welcome to add or update details in the 'actions panel' on the registration form
Then simply click 'save and automate' to send it back to us for processing
💡Please note:
You won’t be able to ignore a Bookable registration yourself
So, if you don’t want the patient to be registered, you can let us know by getting in touch with [email protected]
💡 How can you identify Bookable registrations from other registrations?
All Bookable registrations with an appointment will have a banner at the top of the registration form, it will look like this 👇
If you want to see past Bookable registrations which have been processed by us, you can check the archived > automated registrations tab. This will list all past Bookable registrations which have been processed by us.
😎 How you can use the Hub alongside Bookable
You have two options - it’s completely up to you:
Option One
→ Continue processing registrations as you currently do outside of the Hub (i.e., process registrations on your clinical system directly from your email inbox)
This means you will only access the Hub to look at your Bookable Analytics
All registration via Bookable will be handled and processed by us
Option Two
→ Use the Hub to streamline your registration workflow
Here is using the Hub can make your registration workflow better 👇
📲 Automatic texts/emails sent to patients
👀 Clear status tracking for every registration
🧠 Easier than managing registrations via email inboxes
🚩 Important signals flagged to you (e.g. key information entered by the patient)
Even without full automation, the Hub can give you a clearer way to manage registrations. 🎉
The next part of this article with walk you through how registrations will appear in the Hub, and how to manage non-Bookable registrations (without automation turned on) ⭐️
⚡️ If you like the sound of option two:
All non-Bookable registration forms will land in the Patients to Register > Automation unsuccessful folder. This is the folder you will be working from to process your registrations.
How to clear registrations from the “Automation Unsuccessful” folder?
If you’ve manually registered a patient, here’s how to clear the registration from the Hub:
Click 'I don't want to automate this registration'
Then click on 'I've manually registered this patient'.
Once you've clicked 'I've manually registered this patient' we will send the patient our Welcome to the Practice text\email communication, meaning you don't have to! 🎉
In a similar way, there may be times when you don't want to register a patient. This could be because they are outside of your catchment area, or have not responded following contact from the practice. In these cases you can click 'ignore this registration'.
Once you've clicked 'Ignore this registration' we will send the patient our cancellation email to let them know they have not been registered.
You can see our full list of communications sent to patients here.
🔮 Signals - Patients to Review
If a patient stated some important information on their registration form that we think you should know about they will land in the 'patients to review' folder.
Signals highlight safeguarding concerns, health concerns, and other patient details that are important for you to make note of.
Once you have reviewed the signal, you can tick off the signals and mark the registration form as reviewed. 👇
And that's pretty much it! 😊
If you have any questions at all, or wanted to explore options for automating registrations just get in touch with us and we will be happy to help! 💙