Online Scheduling is a part of the Engagement Module. If you're interested in learning more, CLICK HERE to request a demo!
Scheduling links are the URLs patients use to book appointments online. Dental Intelligence offers two kinds:
General scheduling link. Shows patients every visible service type your practice offers, so it works well on your website and social profiles.
Custom scheduling links. Limited to the service types and providers you choose, so you can send patients a link for one specific appointment type, such as a new patient exam or a hygiene visit.
Customizing your links lets you control which services patients can book online, brand the scheduling experience to match your practice, and track which links lead to booked appointments.
Looking for even more information about Engagement Online Scheduling? Register for our Online Scheduling Webinar and get answers to your burning questions!
How to Create Custom Scheduling Links
Before you get started with custom scheduling links, make sure you've set up practice-level services first.
Click on the Schedule dropdown in the left side menu, then click Online Scheduling
Click on the Scheduling links tab, then click Create link
Next, fill out the following fields on the General tab:
Add an Internal Name, visible only to your teammates. This makes it easier for you to track the performance of your links by providing more clarity on their purpose and audience
Select the Practices that this appointment type can be scheduled at. If you do not have multiple practice locations, just select your practice
Select the Practice-level service types you would like to enable to be scheduled with this link (multiple can be selected). Please note: You cannot create custom scheduling links until practice-level service types are created
Select the Providers that will be scheduled for these appointments
Enter in a customized URL Name (this will show within the URL and is visible to patients)
If you would like the scheduling link to include fields related to the patient's insurance information (Primary Insurance, Member ID, and Group Number), select the Request insurance information checkbox
By default, when patients click on this URL they will enter their patient details (including insurance if selected), reason for visit, and then choose a time slot. If you'd like to change this flow order, toggle on Use the service-first experience for this link which sets the scheduling flow order as:
1) Reason for visit
2) Patient insurance info (*only if enabled in scheduling link)
3) Time slot
4) Patient detailsAdd a Post-scheduling URL. After a successful scheduling event, the patient will be redirected to the above URL within 3 seconds
Add a Google Analytics tracker to gain better insights on exactly which links are driving patient leads. Enter the Measurement ID from the property you'd like to track
Next, click on the Customize tab and make the following customizations:
Upload a unique link logo image. This image will show next to the header name while a patient is booking an appointment (Note: If no image is added here, the practice default logo will show instead)
Add a Header name (optional). Header names are displayed in the upper left corner of the online scheduling experience and make it easier for patients to know what service they are scheduling. If left blank, the practice/group name will be displayed
Add a patient-facing note (optional). This note is displayed in the upper left corner of the online scheduling window beneath the header name and can be used to provide a tip or instructions about booking
Next, customize the link color scheme and unique link logo:
Choose a primary color (header and button accents)
Choose a secondary color (form field sections)
Choose a background color
Click Create to finish
Note: To prevent incorrect information from being added to a patient's chart, we do not write back insurance details that the patient enters when scheduling online. This is to prevent incorrectly entered Group ID/Member ID details from flagging patients as ineligible, etc.
Sharing Scheduling Links
Now that you have created your Custom Scheduling Links you can send these to individual patients, add these links to your templates or even add the links to buttons on your website. Simply click the copy icon next to the custom URL name:
In addition to copying/pasting the link URL itself, you can also generate a QR code directly from any scheduling link. Just click on the link 3-dot menu > Generate QR code. Add it to flyers, business cards, front desk signage, or your website so patients can book appointments quickly just by scanning with their phone.
Customize your General Scheduling Link
Similar to how you can customize your custom scheduling links with additional details and brand colors, you can do the same for your general scheduling link. To get started:
Click on the Schedule dropdown in the left side menu, then click Online Scheduling
Click on the Scheduling links tab. Your General Scheduling Link is shown at the top of the list. Click on the 3-dot menu and choose Edit
Next, fill out the following fields on the General tab:
Add a Header name (optional). Header names are displayed in the upper left corner of the online scheduling experience and make it easier for patients to know what service they are scheduling. If left blank, the practice/group name will be displayed
Add a Post-scheduling URL. After a successful scheduling event, the patient will be redirected to the above URL within 3 seconds
If you would like the general scheduling link to include fields related to the patient's insurance information (Primary Insurance, Member ID, and Group Number), select the Request insurance information checkbox
By default, when patients click on this URL they will enter their patient details (including insurance if selected), reason for visit, and then choose a time slot. If you'd like to change this flow order, toggle on Use the service-first experience for this link which sets the scheduling flow order as:
1) Reason for visit
2) Patient insurance info (*only if enabled in scheduling link)
3) Time slot
4) Patient details
Next, click on the Customize tab and make the following customizations:
Upload a link logo image. This image will show next to the header name while a patient is booking an appointment (Note: If no image is added here, the practice default logo will show instead)
Add a patient-facing note (optional). This note is displayed in the upper left corner of the online scheduling window beneath the header name and can be used to provide a tip or instructions about booking
Next, customize the link color scheme and link logo:
Choose a primary color (header and button accents)
Choose a secondary color (form field sections)
Choose a background color
When finished, click Save