Exclusive Schedules can be used by Pharmacy stores for things like walk-in appointments and/or offsite campaigns. Exclusive Schedules do not publish appointments publicly, and can only be accessed via a QR code or URL generated at a store level.
This article will go over how to create an Exclusive Schedule and how to get patients booking into them.
Please Note: If you can't see the option to create an Exclusive Schedule in your Calendar, please reach out to our friendly Healthengine Support Team via phone, live chat or email corporate@healthengine.com.au.
Contents:
How to Create an Exclusive Schedule
To get started with creating an Exclusive Schedule, login to your Practice Admin portal and navigate to your Calendar. Once in here, select 'Create schedule'.
This will display a pop-up menu as seen below:
To begin creating your schedule, click into the first box that says 'Standard Schedule', and change this to 'Exclusive Schedule'.
You'll then need to select whether you want to create a Walk-In Exclusive Schedule, or an Offsite Campaign.
Walk In: As the name suggests, use this Exclusive Schedule room to create schedules that can accommodate walk-in bookings. It will be linked with your other rooms to avoid double bookings. It is best used via the QR code that is generated, which can then be displayed in store for patients to book in.
Offsite Campaign: This Exclusive Schedule can used if your store is running any offsite campaigns for things like Flu Vaccinations or Shingles. It is best used via the URL that is generated, which can then be distributed to participants via SMS or email so that they can book online.
After choosing which type of Exclusive Schedule you want to create, you'll then move into the email content section.
This is where things are a little different from your Standard Schedules. The client name, location and any additional message will all be visible to the patient at the beginning of the booking form.
Details will also be included in the confirmation email the patient receives.
If creating a Walk In schedule, we recommend entering something along the lines of:
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Client: Walk-in Booking / Walk-in / Walk-in Clinic
Location: Pharmacy/Store Name
Messaging: Please note this is a Walk-in Booking.
Please complete the Pre-screening form that has been sent to your email address before your appointment.
If creating an Offsite Campaign, we recommend entering something along the lines of:
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Client: Name of business you are partnering with
Location: Full address of where the campaign will be conducted
Messaging: Please bring your workplace ID to the appointment.
Once you are happy with the email content for patients, you can then define the time/s of your appointments as you normally would when creating a schedule.
If you select 'Single appointment', you will only need to choose the start time and length, to create a singular appointment.
However, the most common way to create schedules is to add a 'Block of appointments', where you will now be able to select an end time.
Top Tip: When selecting a start and end time, you can free text the time you want (5:00) instead of scrolling all the way down to find 5:00 pm.
You can also make use of the repeat settings for the schedule by selecting weekly, fortnightly or every weekday:
You can select which days you'd like the schedule applied to on the repeat frequency:
You also have the option to set a stop date for each repeat option as seen below:
Please Note: The default is always set to 'Doesn't repeat' and 'Never stop repeating' for weekly, fortnightly and every weekday repeat options.
When you have filled out all the required information, you can select 'Add appointments' for this schedule to be added to your Calendar.
Please allow a few minutes to pass before checking this availability (especially if you have created them quite far in advance) as our system needs time to publish these!
Please Note: Only the appointments that are within your advanced publishing preferences (e.g. the next 28 days) will be available to book by both patients and store staff.
How to Use Exclusive Schedules
There are two different ways to get patients booking into your Exclusive Schedules. We will run over how to obtain both of these methods, and how best to use them.
Via the QR Code
To access the QR code for your Exclusive Schedule, click into the schedule and at the top, you will see a 'Generate QR Code' button.
Clicking this will trigger an automatic download to start, and your QR code will be saved to your computer as 'booking-qr-code.pdf'. You'll be able to find it in your recent downloads folder.
As mentioned above, we recommend using the QR code for the walk in bookings, as it can be printed off and displayed in store for patients to scan. It will also be branded to your relevant pharmacy group, and stipulates which specialty the QR code/schedule is for.
Via the URL Link
The URL link can be accessed similarly to the QR code. Simply click into the schedule you wish to obtain it for, and select 'Booking link' under 'Share'.
This will automatically copy the link to your keyboard, ready to be pasted into a SMS or Email blast. These are generally organised by your Head Office, so it may be best to reach out to them to find out the easiest way to get the URL out to patients.
If you experience any issues, need assistance with making changes, or would like to organise some time to run through this feature, please reach out to our friendly Healthengine Support Team via phone, live chat or email corporate@healthengine.com.au.
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