Schedule / Requests

Schedule Online Scheduling
  • Add a New Appointment or New Out of Office Event to your Schedule in the Weave App

    Keep your Schedule up-to-date in one central location by manually adding appointments or office closures to Weave.

    Learn how to access the Weave app (beta).

    1. Within the Weave app, select Calendar.svg Schedule in the left navigation menu. Make sure Calendar is open in the Schedule menu
    2. Click the Blue_Plus.svg icon in the right bar
    3. Select New Appointment or New Out of Office Event

    For a new appointment, fill out the following information and select Save.

    • Location
    • Type
    • Source
    • Provider
    • Date
    • Time

    For a new out-of-office event, fill out the following information and click Save Event.

    • Name
    • Type of Event (Indicate whether this is for a single provider or the whole office.)
    • Provider (if applicable)
    • Location (if applicable)
    • Start & End Date
    • Toggle on All Day if necessary or enter the Start & End time
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  • Notify Customers During Sudden Office Closures

    Power outage due to natural disaster or construction forcing an office closure? Did a doctor call in sick? Here are a few steps you can take to keep your customers updated that are scheduled for the day.

    Prepare for Sudden Office Closures

    Before disaster strikes, there are a few steps you can take - just in case.

    1. Download the mobile app. Make sure at least one person in your office has the mobile phone downloaded.

      Note: You may have to give access for mobile app use to multiple employees in the office by editing their Weave user.

    2. Record a voicemail greeting that states there was a sudden office closure. This is optional and you can create a more specific message on the day of, but this helps you notify incoming callers quickly in case you feel overwhelmed.

    When Sudden Office Closures Happen

    Even if you’re experiencing a power outage, you can still use the mobile app as long as you have a data connection to your cell service. Follow the mobile app steps to notify your patients that you are closed.

    1. If you haven’t already, download the mobile app.
    2. Enable Voicemail Override to send all calls to voicemail or Call Forwarding to answer calls on a different device than the office phone like a cell phone or answering service.
    3. Disable appointment reminders.
    4. Cancel the appointments for today in your practice management system if possible. You can also use the Schedule to message customers and give them more information about what is going on.
    5. If you still have power and can access Weave on your computer, update the missed call text to include more information about the office's current situation.

    When You’re Back Online

    It’s time to get back to business!

    1. Turn off Voicemail Override or Call Forwarding.
    2. Message patients from the schedule to begin rescheduling appointments.

      Note: You can also use Quick Fill to reschedule those appointments.

    3. Enable the appointment reminders that were turned off by toggling them back on.
    4. Change your missed call text back to the original message.
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  • Using the Weave Schedule

    Weave's Schedule feature 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.

    Legacy Desktop App Weave App (beta)

    Watch this short video for a brief overview of what you can do within Schedule:

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

    For more information on what you can do with Schedule, visit these articles:

    Read more
  • Cancellation and 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 with a schedule alert. These make it easy to quickly work through any requests to cancel or reschedule an existing appointment.

    The availability of this feature is dependent on your practice management software.

    Schedule Alerts

    A red notification bubble appears on the Blue_Schedule.svg Schedule icon if you have unaddressed schedule alerts. You receive a schedule alert when a patient responds with something other than an affirmative response to an automated appointment reminder. If a confirmation response is misspelled, it can also trigger a schedule alert (such as "Confrim").

    To review and respond to schedule alerts:

    1. Click into the Blue_Schedule.svg Schedule icon
    2. Click the Notification.svg Bell notification in the bottom right corner of your schedule
    3. View the patient’s response that needs attention and their scheduled appointment details
    4. Respond by clicking toPhone.svg Call, Message.svg Text, or Email.svg Email with another suggested appointment time
    5. Click Done once you have rescheduled or canceled the appointment in your practice management software to clear the alert

    Read more
  • Schedule-wide Messaging

    Snow Day? Unexpected closure? Running behind schedule? Or just want 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.

    Mass 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 make every cleaning with day before, week before, and month before reminders.

    Looking for bulk messaging? See this article.

    Legacy Desktop App Weave App (beta)Mobile App

    Here’s how it works:

    1. Select your Blue_Schedule.svg Schedule icon in the Weave Desktop Software

    2. Click on the Filter-Alt.svg Filter Icon

    3. Filter to message All, Confirmed, or Not Confirmed along with desired locations, practitioners, and data sources

    4. Select Apply
    5. Click on the Message.svg Message icon at the top of your Schedule

    6. Compose your message by clicking in the text box and select Send

    Read more