Schedule / Requests

3. Scroll down the Installation page to view the instructions for your IT or to do it yourself

Copy the link to share with your IT or Web administrator, or copy the code to embed it yourself on your website. Click the links at the bottom of the page for instructions on how to install for common web hosting sites.

1. Log into Weave Portal and select 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

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 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 or  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 or deletethem 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.

Here is a break down of the steps to manage and respond to appointment requests: 

1. You will receive a Pop-Up notification and an alert on your Schedule icon

2. Click into the pop-up or into Schedules > Requests

3. Click on the Requests icon at the bottom of your Schedule App

4. From here you can view Pending or Reviewed requests

5. Click into a request to view the details

6. After you click into a request details, you can choose to Message the patient if the appointment is no longer available or Approve the request

8. Click into any Pending or Reviewed request to delete after action has been taken

9. Click on the Trash icon to delete the request and remove from your queue

Clients cannot cancel appointments they submitted within the web assistant without contacting you to remove it from your schedule. 

How to add schedule link to recall reminders: 

1. Select the Menu icon in the top right hand corner of your Weave Software

2. Click on Settings

3. Click on your Auto Reminders

4. Select your Recall Reminders

5. Hover near a reminders name and click on the Edit icon

6. Click Next until you advance to the Edit Screen

7. Drag the Schedule Link variable into the edit window to add to your message.

8. Navigate through until the final page and select Save