Online Scheduling allows your customers to select an appointment that works best for them. It gives you control over what calendar times customers can select and allows you to confirm each request.
Once Online Scheduling is set up, you can add the link to your website.
You may be eligible for a free trial of Online Scheduling. To get started, click Subscriptions in the left navigation menu of the Weave Portal. Once there, select the Online Scheduling card to learn more.
Video Overview
Once the online appointment request feature has been enabled, you will need to get your office hours and appointment types set up if you do not have an integrated management system.
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Integrated Management Systems
Weave’s Online Scheduling product is available to all Weave customers, making it easier than ever to book appointments directly from your practice’s website.
Certain practice management systems integrate with online scheduling allowing for automated writeback functionality and Calendar Sync.
Calendar Sync displays your practice’s appointment availability to Weave’s online booking portal and allows customers to choose appointment openings based on the management system's calendar. Once an appointment is approved within Weave, it will automatically create the appointment in your system's calendar with the appointment details.
If your management system is integrated with online scheduling, no setup is needed on your end. Integrated management systems include are listed below. For a chart of what integrates, click here.
- Eaglesoft
- Open Dental
- Crystal
- OfficeMate
- Eyefinity
- RevolutionEHR
Calendar Sync
Through Calendar Sync, Online Scheduling will read your office hours, available appointments, appointment types, and providers to automatically display open times directly from your management system’s calendar.
Your office’s availability continues to sync as your customers request appointments for easy, real-time scheduling.
You will still need to approve incoming requests.
Appointment Writebacks
Appointment writebacks allow Weave to write the requested appointments that are approved by your staff back to your practice management software automatically. If you are enrolled in Online Scheduling and want to get started with this feature, click here to speak with one of our team members who can help.
Note: Currently only available for Eaglesoft, Open Dental, Crystal, and Officemate
System Setup
For both integrated and non-integrated systems, setting up your Office Hours, Provider's Schedule, and Appointment Types is essential for the online scheduler to provide the proper available times and appointment lengths.
Edit Office Hours
- Log into Weave Portal and select
Online Scheduling from the menu on the left
- Click Settings from the dropdown
- Click Edit Office Hours
- Enter your desired Appointment Lead Time by selecting how many days and/or hours you require as a buffer before an appointment can be requested
- Select the Required Number of Appt. Times a patient must choose in their appointment request to give your office more schedule flexibility
Tip: Requiring customers to choose multiple appointment times will increase the chances of finding a time that works for you and the customer
- Select which days of the week your office is open, adjust the Start Time and End Time for each day, and Add Break(s) each day for lunch, breaks, staff meetings, etc. that can't be requested
- Review your Request Hours and click Back at the top when finished
Note: If you don't set your Schedule Availability, the online requests will default to 9 a.m. to 5 p.m., Monday through Friday.
Provider's Schedule
- Log into Weave Portal and select
Online Scheduling from the menu on the left
- Click Settings from the dropdown
- Select Manage Providers
- Click Add Provider if your practice management does not sync with Online Scheduling. If your practice management system does sync, Weave will pull in your providers
- Select the
Ellipses icon on the right of the provider's name and choose Provider Schedule from the action menu
- Select which days of the week your Provider is available, adjust the Start Time and End Time for each day, and Add Break(s) each day for lunch, breaks, staff meetings, etc. that can't be requested
- Review your provider's schedule and click Save when finished
Manage Appointment Types
Adding appointment types allows your customers to choose the right service when making online scheduling requests.
- Select
- Click Settings
- Select Manage Appointment Types
- To create an appointment type, click Add in the top right corner
- Give your appointment type a name (e.g. New Patient, Check Up, Tune Up)
- Match the appointment type to the correct appointment time in your management system
- Set the duration for the appointment
- Set the appointment frequency (10, 15, 20, or 30 min.) at which this appointment type will be available for scheduling
- Select the desired Provider
- Select Save
- Review your appointment types and click Back at the top when finished
Once you have added and configured your desired appointment types, you can edit or
delete them as needed.
Add Calendar Exceptions
With known office closure dates you can now create calendar exceptions to block out a specific day or time on the online schedule so that no requests can be made by patients.
- Log into Weave Portal and select
- Click Settings from the dropdown
- Click Edit Office Hours
- Select the Exceptions tab
- To create a new exception, click Add Exception. You will name the new exception and determine whether this will be an Unavailable or Available time on your schedule
Note: An unavailable time will block out a normally available time on the schedule to request an appointment, while an available time will allow an appointment request for a normally blocked out time on the schedule.
- Enter the Start Date and End Date of when this exception should be applied
- Then determine how long the exception will be by adjusting the Start Time and End Time by checking the box for All Day
- Select Save
- Review your exceptions and click Back at the top when finished
Add Custom Fields
Custom Fields allows users to create customized fields within the Online Scheduling request form. They will be able to add, remove, and create their own fields they would like to collect whenever a patient/customer requests an appointment.
- Select
- Click Custom Settings
- On the left side, check the boxes of the fields you desire to show on the Online Scheduler form. You can now add the birthday, gender, and address.
- To create your own field click on the
sign
Tip: Create your own fields that best fit the needs of the practice. For example, in Vet offices, instead of having First Name, create a field for “Pet Name”.
- Select Save
Edit Text Templates
Online Scheduling can automatically send customers a text message to confirm when a request has been submitted and then again when approved by your staff.
- Select
- Click Settings
- Click Get Started in the Create text templates section
- Click Edit to preview and edit your Requests Received Template or Confirmation Template
- Customize your templates by adding text, Packets/Forms, or additional variables as desired
- Preview your message
- Click Save