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Using Schedule in the Desktop App
Read moreThe Schedule section in the desktop app allows you to quickly filter your schedule by confirmed and unconfirmed patients. Weave gives you built in communication tools to quickly reach out and follow up with people on your schedule.
The availability of this feature is dependent on your practice management software
Watch this short video for a brief overview of what you can do with the Schedule section:
Tip: If you have Weave Unify, you can filter your schedule by location.
For more information on what you can do with Schedule, visit one of these articles:
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Cancellation & Reschedule Requests
Read moreIf a patient responds to an automated appointment reminder with a cancel or reschedule request you will be alerted on your Weave Schedule App with a Schedule Alert. The schedule alerts make it easy to quickly work through any requests to cancel or reschedule an an existing appointment.
The availability of this feature is dependent on your practice management software
Schedule Alerts
You will see a red notification bubble on your Schedule App if you have some schedule alerts that need to be addressed. You receive a schedule alert when a patient responds in something other than an affirmative response to an automated appointment reminder.
To review and respond to schedule alerts:
1. Click into the
Schedule icon
2. Click the
Bell notification in the upper right hand corner of your schedule to view the Schedule Alerts
3. View the patient’s response that needs attention and their scheduled appointment details
4. Respond by clicking to
Call,
Text, or
Email with another suggested appointment time
5. Click Done once you have rescheduled or cancelled the appointment in your practice management software to clear out the alert
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Schedule Messaging
Read moreSnow Day? Unexpected closure? Running behind schedule? Or just wanting to follow up with all the unconfirmed patients for a particular day? With Weave you can send a mass or group text to everyone on your schedule for a specific day.
The availability of this feature is dependent on your practice management software
Schedule Messaging allows you to send a text blast out to all the patients on your schedule that day. Send a friendly reminder to your patients about their appointments and help them never miss a cleaning again with day before, week before, and month before reminders.
Schedule messaging with the Desktop Software
Here’s how it works:
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Select your
Schedule icon in the Weave Desktop Software
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Click on the
Filter Icon
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Filter to message All, Confirmed, or Not Confirmed along with desired locations, practitioners, and data sources
- Select Apply
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Click on the
Message icon at the top of your Schedule
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Compose your message by clicking in the text box and then select Send
Schedule messaging with the Mobile App
When you use the Weave Mobile App to call or text your patients, it looks like you are calling from your business number. The schedule messaging feature allows you to text everyone on your schedule for a specific date, letting them know about unexpected closures or changes in schedule.
Here is a break down of the steps:
1. Select the
Schedule icon from your Weave Mobile App home screen
2. Select the
Menu icon in the upper right hand corner
3. Tap on
Contact Patients
4. Select
Send Text
5. Type to compose a message from scratch or select from the Message Templates located above the keypad
6. If you select Message Templates, choose a precomposed message from the pop up
7. Preview your message and then click to send
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Installing the Schedule Widget for Online Scheduling
Read moreEfficiently fill your schedule by adding the online scheduling widget to any page of your website.
This is an add on feature and may not be a part of your current Weave software.
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 everything set up. Make sure you have set up your schedule availability, and then follow the instructions below to install the widget.
Install Schedule Widget
When a customer visits your website, a scheduling widget will appear in the bottom right corner of your homepage. Once a customer has clicked on that widget they will be guided through the online scheduling experience on your website (see visual below, there is no audio)
To install the schedule widget,
1. Go to your Weave Portal
2. Select Installation from menu and click on the
dropdown arrow to follow the instructions for installing the scheduling widget to your website
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.
Use Web Portal
When customers wish to request an appointment, they are redirected from your website (or anywhere you have a web presence, ex: Facebook or Google business pages) to a simple website provided by Weave with an online scheduling experience.
1. Go to the Weave Portal, under
Online Scheduling, and select Installation
2. View the
dropdown arrow next to Method 2 - Direct Customers to Web Portal
3. Copy the URL code provided for your office, this code is unique and different for every office
4. Paste the URL as a link into whichever online source you'd prefer.
Tip: This may be a Facebook or Google business page, a button or link on your own business website, or any other web or social media outlet you have.
When customers click the link, they'll be directed to the web portal where they'll be able to make scheduling requests for your office(s).
Troubleshooting TipsHaving trouble with the scheduling link?
- Make sure your scheduling link is used in Google Chrome
- Check to see if the link is working if you copy and paste it in a browser
- If the scheduling link was sent in a message, make sure the whole link was included correctly
- If you are sending the scheduling link in a recall reminder, make sure you sent the correct reminder
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Set up Online Scheduling for Web Assistant
Read moreOnline 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
- Log into Weave Portal and select
Web Assistant from menu on the right
- Click Online Scheduling 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.
Manage Providers (Optional)
Adding providers enables customers to request appointments with specific providers in your office.
- Click Manage Providers from the Online Scheduling page
- To create a provider, click Add in the top right corner
- Enter the provider's First Name, Last Name, and Display Name
- Click Upload Image to help your customers easily identify their preferred provider
- Select Save
- 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
- 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.
- Click Manage Appointment Types from the Online Scheduling page
- 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)
- Set the duration for the appointment
- Set the appointment frequency (10, 15, 20, or 30 min.) at which this appointment type will available for scheduling
- 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.
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.
- Click Get Started in the Create text templates section of the Online Scheduling page
- 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
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.
- Log into Weave Portal and select
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Manage Online Appointment Requests
Read moreOnce you have signed up and set up your online appointment request widget you will want to know how to manage the incoming appointment requests.
For setup instructions, click here.
This is an add on feature and may not be a part of your current Weave software.
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
Note: If Weave does not integrate your schedule then you will have a Requests App in place of the Schedule App. (Skip to step 4)
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
Note: It is very important that to check your PMS/EHR schedule and if available add the appointment to your PMS/EHR.
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
Tip: When you approve a request a confirmation text will automatically be sent to the patient letting them know their appointment request has been confirmed
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.
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Add Schedule Link to Recall Reminders
Read moreAdd the booking URL to your Recall Reminders to enable customers to schedule their next appointments without calling or texting your office.
This is an add on feature and may not be a part of your current Weave software.
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
Troubleshooting TipsHaving trouble with the scheduling link?
- Make sure they are using your scheduling link in Google Chrome
- Check to see if the link is working if you copy and paste it in a browser
- If the scheduling link was sent in a message, make sure the whole link was included correctly
- If you are sending the scheduling link in a recall reminder, make sure you sent the correct reminder
- Make sure the correct Schedule Link variable was added to the message