Set up Chart Talk Bookings

Step 1: Configure your landing page

  1. Navigate to Bookings > Booking Settings
  2. Get a Logo!: Get a square shaped logo about 250 x 250 px and 75 dpi. Make it simple, the patients are going to get to this page and be returned to your own web page so keeping it clean makes for a good user experience. Upload this logo by clicking the space or picture shown above the text Clinic Logo
  3. You can check to see what the page looks like at any time by clicking the Preview button
  4. Set the clinic return email address at Practice Management > Clinic menu

The footer text is arbitrary. Reports say that the bottom part of a page that doesn’t resolve on the initial page view, misses something like 99% of web traffic. Copyright, contact, or boiler plate text here is what you see most of the time.

Step 2: Set up service types

  1. This setting is the appointment type that the patient will see when requesting an appointment online. It can say “Existing Patient” on your website, and when the appointment is approved, it can map to an appointment type “Adjustment” on your Chart Talk schedule (for example).
  2. If there is a conflict between the duration of the Online appointment type and mapped Chart Talk Appoinment type, the appointment will be scheduled for the Chart Talk Appointment type.

Step 3: Set up provider availability

(This is the BIG ONE! 😊)

  1. Every Block that can be selected needs one entry here. For example, if I want 25 open slots to be selected on Thursday for various services, there will be 25 entries here. There is a copy button that will copy all values to a new record to facillitate data entry.

Step 4: Configure appointment reminders

    1. Each appointment reminder can be sent via email and/or SMS. Templates can be customized for each medium.
    2. The sequence of appointment reminders sends the following templates (Found in Email Templates) is as follows:
      1. Acknowledgement Reminder – This template is sent to confirm that an online appointment request was recied. The default template echos the Chart Talk screen response stating that the request was received, and is not a confirmation of appointment time. If you edit this template, we suggest using similar verbiage.
      2. Schedule Confirmation – The patient will receive this template when an appointment is booked or when an online appointment request is confirmed. When an appointment is made, your patient receives a message reminding them to add the appointment to their calendar.
      3. 1st Appointment Reminder – This reminder will come a number on days (default set to 1 day) prior to the appointment. A value of 0 will set this template to not send.
      4. Day Reminder – This template can arrive a number of hours prior to the appointment. A value of 0 will set this template to not send.

Step 5: Set up online payment portal – using NCMIC

You can skip this step if you aren;t going to use NCMIC as a credit card processor.

Step 6: Enable and set up Patient Statement notifications

  1. Enable Statement Reminder – Selecting this checkbox will enable the service to send your patients a reminder via their preferred contact method that their statement can be downloaded (and paid!) online via their patient portal.
  2. Mimimum dollar amount – Reminders will be sent to patients/guarantors with patient responsibility balancesmounts equal or greater than this dollar amount.
  3. No statement printed in X days – Patients that have had a statement printed in days less than or equeal to this value will not be included in the statement reminder.
  4. Day of the month – Which day of the month should the statement reminder be sent on? 15th by default

Step 7: Link the buttons from your website to Chart Talk Bookings pages.

For Online Payment use : [Clinic]/account/payment
For Online Booking use:  [Clinic]/Account/Bookings