Healthengine's Appointment Type Custom Session Set Up Follow

The Custom Sessions feature enables you to limit a time period to certain appointment types. This feature can solve for cases such as:

  • When a Practitioner can only perform a specific appointment type for a specific time or date (e.g. can only do Telehealth appointments on Tuesday afternoons)
  • Quickly block out availability if a practitioner is unwell but still taking telehealth appointments
  • When a practitioner wants to restrict the appointment types that are available for booking at certain times (e.g. only Immunisations, Cervical Screening Test and New Patients in the afternoons)

This guide will walk you through how to set up a session and restrict other appointment types from being booked online during that time via Practice Admin. This feature works with integrated and non-integrated practices, and isn’t restricted to any PMS.

How to create a new practitioner session

Custom sessions can be created and edited from within Practice Admin, under the ‘Manage Practitioners’ tab. Once a session is created, it overrides all other availability and this is the only appointment type able to be booked at the selected times. If you wish for more than one appointment type to be available (for example, telehealth video and telehealth phone, you can do that by creating two separate sessions at the same time).



  1. Log on to Practice Admin and select ‘Manage practitioners’ and select the practitioner you want to set up the session for and select ‘Edit Appointment Types’.

 

 

  1. Scroll down to the ‘Appointment Types’ section on the page. All the currently set up appointments allocated to that specific practitioner should be visible.

 

  1. Find the appointment type you want to add a session for and have it be the only available appointment type at that time, and click 'Add'. 

 

  1. A pop up will appear with details for the session where you can set the start date, adjust the duration (in 24 hour time), choose how frequently this will repeat (daily, weekly, fortnightly or monthly), add an end date (or keep indefinitely).

 

  1. If you want to create another session on a different schedule for the same appointment type, you can click add session to see another set up screen.

 

  1. Once you have finished, click 'Save'. You will need to fill in all the relevant fields to be able to save and leave the page.

 

Note: If you want to restrict availability over a 2 day period (late night to early morning), you will need to create two sessions: one that ends at 12am for day one, and one that ends at your required time and starts at 12am on day two.

 

How to edit your practitioner's sessions

If you want to edit any existing practitioner sessions, you can do so from the 'Manage practitioners' Section and select the practitioner you want to change the session for. You sometimes will need to adjust sessions if the session has expired if the end date set has passed.

 

  1. Once on the relevant practitioners page, scroll down to the ‘Appointment Types’ section. All the currently set up appointments allocated to that specific practitioner should be visible.

 

  1. Find the appointment type you want to edit and click 'edit'. All appointment types that have sessions created will have a message in the Custom Sessions column to indicate a session has been set up.

 

  1. The pop up will appear with details for the session where you can edit the start date, adjust the duration (in 24 hour time), choose how frequently this will repeat (daily, weekly, fortnightly or monthly), add an end date (or keep indefinitely).

 

  1. Once you have finished, click 'Save'. You will need to fill in all the relevant fields to be able to save and leave the page.



How to stack sessions to make more than one appointment type available at one time

 

Healthengine’s Appointment type custom session feature allows you to restrict times to only take certain appointment types, and these can be stacked to ensure patients can book multiple appointment types that are only available at restricted times, such as telehealth when a practitioner works from home.

 

This can be done by creating duplicate appointment sessions for different appointment types. The times and dates don’t need to be identical for this feature, for example, telehealth video from 8am to 10am and telehealth phone from 9am-11am.

 

  1. Scroll down to the ‘Appointment Types’ section on the page for the practitioner you want to set up availability for.

 

  1. Find the appointment type you want to add a session for and have it be the only available appointment type, and click 'Add'. 

 

  1. A pop up will appear with details for the session where you can set the start date, adjust the duration (in 24 hour time), choose how frequently this will repeat (daily, weekly, fortnightly or monthly), add an end date (or keep indefinitely).

 

  1. Once you have finished, click 'Save'.

 

  1. Repeat the process for any other appointment types you want available at the same time and save each setting.

How to create a remove a practitioner’s sessions

If you want to delete any existing practitioner sessions, you can do so from the 'Manage practitioners' Section and select the practitioner you want to remove the session for.

 

  1. Click 'Manage practitioners' and the practitioner you want to remove the session for.

 

  1. Once on the relevant practitioner’s page, scroll down to the ‘Appointment Types’ section. All the currently set up appointments allocated to that specific practitioner should be visible.

 

  1. Click 'edit' to view all the relevant appointment session set ups.

 

 

  1. Find the session you want to delete, and click the bin button. 

 

  1. Click Save

 

If you have any issues, or require any assistance please contact Healthengine support via live chat, email or phone.

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