Set Up Online Scheduling

Edit Office Hours

1. Log into Weave Portal and select Online Scheduling from menu on the right
2. Click Settings 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

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 no requests can be made by patients. 

1. Log into Weave Portal and select Online Scheduling from menu on the right
2. Click Settings from the dropdown
3. Click Edit Office Hours 
4. Select Exceptions tab
5. To create a new exception click on Add Exception you will name the new exception and determine wether this with 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. 

6. Enter the Start Date and End Date of when this exception should be applied. 
7. Then determine how long the exception will be by adjusting the Start Time and End Time checking the box for All Day. 
8. Select Save
9. Review your exceptions and click Back at the top when finished

Manage Appointment Types 

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

1. Select Online Scheduling from the left navigation menu in the Weave Portal
2. Click Settings 
3. Select Manage Appointment Types
4. To create an appointment type, click Add in the top right corner 
5. Give your appointment type a name (e.g. New Patient, Check Up, Tune Up)
6. Match the appointment type to the correct appointment time in your management system
7. Set the duration for the appointment
8. Set the appointment frequency (10, 15, 20, or 30 min.) at which this appointment type will available for scheduling 
9. Select the desired Provider
10. Select Save
11. 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 deletethem as needed. 

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.

1. Select Online Scheduling from the left navigation menu in the Weave Portal
2. Click Custom Settings
3. On the left hand side check the boxes of the fields you desire to show on the Online Scheduler form. You can now add birthdays, gender, and address.
4. 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 office's instead of having First Name, create a field for “Pet Name”.

5. 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.

1. Select Online Scheduling from the left navigation menu in the Weave Portal
2. Click Settings
3. Click Get Started in the Create text templates section
4. Click Edit to preview and edit your Requests Received Template or Confirmation Template
5. Customize your templates by adding text, Packets/Forms, or additional variables as desired
6. Preview your message
7. Click Save