The BrainHi Scheduling Link is a powerful tool that is sent automatically by our system and will convert missed calls into new patients.
It is important to consider all of the options offered by the scheduling link to make sure it is setup correctly for your business and reduces the workload on your staff.
Calendars
Separate your appointments by calendars to add more availability to the scheduling link. When you create your first calendar, you will also be able to see appointments by calendar in the Appointments view.
Scheduling Settings
Here's a quick rundown of important settings to consider while setting up your BrainHi Scheduling Link:
Available Fields
You can toggle certain fields to remove them from the scheduling form, if they are not required by your business. The fields that can be toggled off are:
- New Patient
- Medical Insurance
- Gender
- Date of Birth
Additional questions and documents are configured in Settings → Appointment Coordination. They are explained below.
Additional Questions
If you do not see this option, contact BrainHi.
In addition to the optional fields, you can ask patients your own questions when they request an appointment. You can add a maximum of 3 additional questions.
Step 1: Turn on additional questions
Turn on the Add additional fields switch. Turning it on shows the questions table.
Step 2: Write each question
The table has three columns: Custom field, Active and Required. Write each question in the field that shows the sample text "Add additional questions…".
- Active: shows or hides the question on the form without deleting it. You can turn it off temporarily and turn it back on when you need it.
- Required: requires the patient to answer the question before submitting the request.
Step 3: Limit questions by visit reason (optional)
You can make a question appear only for certain visit reasons. If you do not choose any reason, the question is asked for all of them.
Example questions
These are questions that other offices already use:
- Are you an active patient of our office?
- What study or service did your doctor order for you?
- Who referred you to our office?
Documents
If you do not see this option, contact BrainHi.
You can ask patients to attach documents when they request an appointment, such as their medical insurance card or a referral. You can set up a maximum of 4 document types.
Step 1: Ask for documents
In Appointment Coordination, go to Documents and turn on the Ask for documents switch.
Step 2: Create each document type
For each document you need (for example, Medical Insurance Card, Lab Results or Referral), follow these steps:
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Click Add document type.
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Choose the Document type from the list ("Select a type"). The type defines the name of the document.
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If you choose Other, write the Label (Spanish) and the Label (English). Only "Other" documents have their own name.
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Set the following:
- Instructions (English) and Instructions (Spanish): what the patient needs to know to attach it, in each language.
- Required to accept appointment: if you turn it on, the patient will not be able to submit the request without this document.
- Ask: who is asked for the document: Everyone, New patients or Existing patients.
Each document type can be used only once, except Other. In the list, the types you already set up appear disabled with the text "You already have this type configured".
Step 3: Reorder the documents
Drag each document to change the order in which they are shown to the patient.
What your staff sees
Your staff can see the attached documents in the appointment request.
Appointment Duration
Determines the time reserved for each appointment request. For example, if it's setup to 30 minutes then new appointment requests will be half an hour long.
If you have a calendar integration, this is also the duration of the appointment BrainHi will insert into your calendar once the appointment request is accepted.
Intervals between appointments
This settings separates appointments into the spaces that you want available for patients to book. For example, if this setting is set to 1 hour the spaces shown to your patients will be shown every hour starting from the time you open.
We recommend you set this to match the times you think are most convenient for new clients scheduling through BrainHi.
Automatic Rejection
When this setting is on, BrainHi will automatically reject appointment requests one day before the requested date, if they have not been attended by your staff. You should turn this on so that patients always receive a response regarding their appointment requests.
Automatic Accept
When this setting is on, BrainHi automatically accepts any incoming appointment request as soon as it's created. If you have BrainHi integrated with your calendar, it's important to know that BrainHi will automatically insert a new appointment into your calendar.
We do not recommend you turn this on if you do not have a calendar integration, as it is important for your staff to verify the time and date available.
"Go to my scheduling link"
As you setup your Scheduling link, you can click on "Go to my scheduling link" to open the link in a new tab on your browser. This will allow you to test availability changes live.
You can also copy this link and send it directly to your clients. This way that they can request an appointment without having to interact with BrainHi.
Provider Availability
You must setup availability for each provider you want to schedule appointments for. Providers that do not have availability setup will now appear in your scheduling link.
Provider availability must be within your business hours, make sure to setup your business hours first.
Provider time off and Medical insurance
You can create a time off for your provider, and that time will be unavailable in your scheduling link.
You can also add the insurance options accepted by the provider, these will be displayed as options for the patient to select when an appointment is booked for this provider.
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