Quick Fill makes it easy to message your customers who are needing to get in for an appointment as soon as possible. Follow these instructions to use Quick Fill to easily fill last-minute cancellations or openings in your schedule.
The availability of this feature is dependent on your Weave bundle. Schedule a time with a Weave representative to learn more.
You will have the option in your Weave software to send Quick Fill messages either in the Weave Portal or the desktop and mobile apps. If you don't see one option, try the other.
Send a Quick Fill Message
- In the Weave Portal, Click
Customers in the left navigation menu
- Select Quick Fill from the dropdown
- Within the calendar pre-populated with your office hours, select the date and the start and end time of the appointment you would like to fill
- Click Next
-
Search for the patients you would like to receive the message
Tip: Toggle on Overdue Only to filter the list of who are showing overdue in your practice management system
- Select up to 10 patients to send the schedule invitation to by checking the box on the right side of their name
- Click Next
- Edit the message by clicking in the box and typing or dragging and dropping tags to include personalized information
- Click the Send To (Number of Recipients) Patients button
You will receive a success message to verify the Quick Fill request has been sent.
Add a Customer to the Quick Fill List
1. Click on the Lists icon
2. Select Quick Fill
3. Click on the icon in the top right corner to add a customer to the list
Tip: There is no limit to how many customers can be added to the list, but only up to 10 can be selected to be messaged at one time.
4. Search or scroll and select the customer you would like to add
5. Add a note if desired
6. Click Add to List
You can also add a customer to the Quick Fill List using the Quick Fill shortcut in their customer profile.
Tip: If you have Weave Unify, you can filter your patient or customer list by location.
Remove a Customer from the Quick Fill List
- Within
Quick Fill, click on the customer name you wish to remove
- At the bottom of the page, select Remove From List
Note: A customer must have a note to be removed from the Quick Fill List in the desktop app.
Send a Quick Fill Message
After adding customers to the Quick Fill List, you can send them a Quick Fill Message. Follow these instructions to send a Quick Fill Message.
-
Select the customers from your Quick Fill List that you want to add to the Quick Fill Message
- Click on Select Times
- Select Add Appointment Time to add an available appointment time
- The first open time on your schedule will automatically populate here, so make sure to edit and add appointment times
- Click on the
Pencil icon to edit the date and time
- Add any additional times if desired
- Click View Message
Tip: You can select up to 3 appointment times at a time.
- Review the message
- If desired, edit the message by clicking on the
Template icon, or just type in the message box to change the message for the specific customer(s)
- If you edit the message through Templates, make your necessary changes and click Save Template
- Click Send
You will need to remove customers from the Quick Fill list manually after scheduling their appointment.
Add a Customer to the Quick Fill List
- Tap on the
Lists icon
- Tap on the
Quick Fill list
- Tap on the
icon to add a customer to the Quick Fill list
- Select the customer you want to add
- If desired, tap into the comments field to enter a note
- Tap in the comments field again to clear the keyboard
- Tap Add Note
Remove a Customer from the Quick Fill List
- Within
- At the bottom of the pop-up, select Remove from list
Send a Quick Fill Message
After adding customers to the Quick Fill List, you can send them a Quick Fill Message. Follow these instructions to send a Quick Fill Message.
-
Select the customers from your Quick Fill List that you want to add to the Quick Fill Message
- Click on Select Times
- Select the date and time of the opening you are trying to fill
- Click Set
- Add up to two additional appointment openings if desired
- Click Compose Message
- Preview the default message, and make any edits if desired
- Press Send to complete