Set up Online Scheduling for Web Assistant

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.

This is an add on feature and may not be a part of your current Weave software. If you are interested in adding this feature to your Weave bundle click here.

Video Overview

 

If you are interested in adding this feature to your Weave bundle click here.

Once the online appointment request feature has been enabled, you will need to get your office hours, providers, and appointment types set up.

Tip: Make sure you are using Google Chrome. If experiencing issues, try clearing your cache and cookies.

Edit Office Hours

  1. Log into Weave Portal and select Computer.svg Web Assistant from menu on the right
  2. Click Online Scheduling from the dropdown
  3. Click Edit Office Hours 
  4. 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
  5. 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.

  6. 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
  7. 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.

Manage Providers (Optional)

Adding providers enables customers to request appointments with specific providers in your office.

  1. Click Manage Providers from the Online Scheduling page
  2. To create a provider, click Add in the top right corner
  3. Enter the provider's First Name, Last Name, and Display Name
  4. Click Upload Image to help your customers easily identify their preferred provider
  5. Select Save
  6. To edit each provider's availability, click the Calendar.svg Provider Schedule icon next to their name and select the days, Start Time and End Time for each day, and Add Break(s) as desired
  7. Review your providers and click Back at the top when finished 

Once you have added and configured your desired providers, you can Edit.svg edit or Trash.svg delete them as needed. 

Manage Appointment Types 

Adding appointment types allows your customers to choose the right service when making online scheduling requests. 

  1. Click Manage Appointment Types from the Online Scheduling page
  2. To create an appointment type, click Add in the top right corner 
  3. Give your Appointment Type a name (e.g. New Patient, Check Up, Tune Up)
  4. Set the duration for the appointment
  5. Set the appointment frequency (10, 15, 20, or 30 min.) at which this appointment type will available for scheduling 
  6. Select Save
  7. 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.svg edit orTrash.svg deleteTrash.svgthem as needed. 

Edit Text Templates 

Web Assistant can automatically send customers a text message to confirm when an Online Scheduling request has been submitted and then again when approved by your staff. 

  1. Click Get Started in the Create text templates section of the Online Scheduling page
  2. Click Edit to preview and edit your Requests Received Template or Confirmation Template
  3. Customize your templates by adding text, Packets/Forms, or additional variables as desired
  4. Preview your message
  5. Click Save

Calendar Sync (Integrated)

Calendar Sync allows you to sync Web Assistant availability with practice management software (available for all Eaglesoft, Open Dental, and OfficeMate customers). If you are currently enrolled in Web Assistant and you want to get started with this feature, click here to speak with one of our team members who can help.

Appointment Writebacks (Integrated)

Appointment writebacks allows Weave to write appointments back to your practice management software automatically once the Online Scheduling request is approved by your staff (available for all Eaglesoft and Open Dental customers). If you are currently enrolled in Web Assistant and you want to get started with this feature, click here to speak with one of our team members who can help.

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