Weave
Schedule / Requests

Schedule / Requests

Using Your Schedule App
Your Schedule 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 App:

Tip: If you have Weave Unify, you can filter your schedule by location.

For more information on what you can do with your Schedule App, visit one of these articles:
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Cancellation & Reschedule Requests

If 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 App

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, view their scheduled appointment details

4. Respond by Click 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
Snow 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:
1. Select your Schedule App in the Weave Desktop Software
2. Click on the Filter Icon
3. Filter to message All or Not Confirmed, along with desired providers
4. Click on the Message Icon at the top of your Schedule
5. Compose your message 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 have selected a message template then choose the template you would like to use.

7. Preview your message and then click to send
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Set up Web Assistant
How to get Web Assistant set up and running.

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. Follow our step by step instructions below.

Set Up Online Appointment Types

1. Log into Admin Portal and select Web Assistant from menu on the left

2. Select Request Settings from the dropdown

3. Click Add Appointment to create the appointment types that patients will be able to choose from when scheduling online. (Ex: New Customer Consultation)

4. Give your Appointment Type a name, (i.e. New Patient, Check Up)

5. Set the duration for the appointment

6. Set the cadence or interval (10, 15, 20 or 30 min) at which this appointment type will be available for scheduling

7. Select the either the Practitioners or Workstations you want Weave to look at for availability for online scheduling.

Tip: For example: You only want certain practitioners to be available for New Patient appointment requests. In this case, select only the practitioners accepting new patients.

8: Once you have created all of your desired Appointment Types you can preview, edit or delete.

Schedule Availability Settings

Before setting your schedule availability, adjust the following settings:
- Use Practice Management Software Calendar Sync: Toggle this on to pull openings directly from your schedule in your Practice Management Software rather than setting your schedule availability manually.
  
  The availability of this feature depends on your Practice Management Software. Full functionality is currently only available for Eaglesoft customers. This feature is in beta for our other compatible Practice Management Softwares, but only pulls over scheduled appointments. Other blocked off times will not pull over to Weave.
- Appointment Lead Time: Set a buffer for how soon you want someone to request an appointment. (i.e. Do you want them to be able to submit a request for a same day appointment? Or do you want to give your office a 4 hour or 1 day lead time for online requests?)
- Required Number Of Appt. Times: Set the number of appointment times you want to allow a customer to request
Tip: Requiring customers to choose multiple appointment times will increase the chances of finding a time that works for you and the customer.

Set Your Schedule Availability

Setting your schedule availability manually allows you to control the times you want to make available for Online Appointment requests. Be sure to block off any time that you do not want to make available. For example, block off time any times you are closed for lunch, staff training, etc.

Note: If you do not set your Schedule Availability, the online requests will default to 9am to 5pm, Monday to Friday.

To set your schedule availability,
1. Click Edit button to set your schedule
2. Set your availability for online appointment requests for the days you are open
3. Enter a Start and End that reflects the days and times you want to make available for an online appointment request
4. Click to Add a Blocked Time if you are closed for lunch, break, staff meeting, etc. and do not want to make appointment requests available during that time
5. Review your schedule availability. The times highlighted in blue indicate the times that are available for online appointment requests
6. Click Edit to make any changes
Tip: If you have providers that work alternating days, create a placeholder appointment in your practice management software. Be sure to include both a patient and the provider's name to block off your schedule. This is how our online scheduler will know that the provider is unavailable on that day.

Edit Text Templates
View and edit the templates associated with online scheduling messages. This includes the Request Received template that sends automatically as soon as an appointment request is submitted and a Confirmation Template that sends out automatically once your staff has approved an appointment request.

1. Select the Text Templates tab

2. Click Edit to preview and edit your template:
- Request Received Templates - sent out automatically when an appointment request has been submitted
- Confirmation Template - sent out automatically once you approve an appointment request.
3. Customize your templates by adding text or additional variables as desired

4. Click Save

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 Admin Portal

2. Select Installation from menu and follow 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

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 Admin Portal, under Web Assistant, 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).
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Manage Online Appointment Requests

Once 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 App

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 your Schedule App > Requests App

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.

7. 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

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Add Schedule Link to Recall Reminders

Add 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. Click Next or Save to save your changes

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