Scheduler How-To Guide

Navigating to the Scheduler

1. Login to your account on www.therapractic.com

2. Click “Schedule” on the right side of the page

Screenshot 1 - Click on Schedule

Setting your availability

1. From the home page, click on "Schedule". You will be directed to the page to set your availability.
Screenshot 2 - Set availability

2. When setting your available times, you must begin by check marking the first available day followed by entering the start/end times for that day BEFORE check marking any other day. Once you have set your start/end times for your first available day, check mark the next available day followed by the start/end times and repeat this process for the next available days that follow. If you already did not do this, click on "Set Availability", uncheck all days, click "Save Changes", and then follow the steps above.

Screenshot 3 - Select first available day

3. Click "Add Time Slot" under Monday (or first available day). Set the time slot to end when you want to start an unavailable time slot (i.e. A lunch break beginning at noon, so set the end time to be at noon).

Screenshot 4 - Add time slot

4. Add another time slot on Monday. When you want your unavailable slot to end (When your lunch break ends) will be the Start Time, and set the End Time for when your last appointment will end.

Screenshot 5 - Add time slot after lunch

5. Once you have added your available time slots for Monday (or first available day), check mark Tuesday (or the next available day), followed by adding your time slots for that day. Follow these steps for each day, and then click "Save Changes".

Screenshot 6 - Add time slots then save

Note: If you would like to make a one time unavailable time slot, click on the time slot. Next, click "Set as Unavailable or Non-Client Appointment" in the client box. In the "Notes" box, add any notes (i.e. Meeting with John Doe).

 

Scheduling an appointment

1. Navigate to the scheduler.

2. Click on the time slot that you want to be scheduled.
Screenshot 7 - Click on time slot

3. Type and select the client's name.

Screenshot 8 - Select Client

4. Select the "Session Type".

Screenshot 9 - Select Session Type

5. After selecting the "Session Type", you have the option to email the client a link to documents to be electronically signed, Appointment Notice, and/or a link to complete the assessment questions. You do this by check marking "Send Documents Link", "Send Assessment Link", and/or "Send Apt. Notice to Client". If you select a Lead Time, the client will receive an email being notified that their appointment is at the original scheduled time minus the lead time you have selected.

Screenshot 10 - Check mark Client Emails

6. Next you will set the start and the end times of the appointment. Be sure that the times are in the desired time period(AM/PM). You may also type in the times.

Screenshot 11 - Click Save Appointment

Screenshot 11 - Click Save Appointment

7. If the appointment will be repeated, you have many options in the recurring appointment section. You may choose between daily, weekly, and monthly. Then choose how often; for example, every 2 days, every 3 weeks, or every month. Lastly, you'll want to choose an end date for the recurring, whether it will continue forever, for a certain amount of appointments, or until a certain date.

Screenshot 11 - Click Save Appointment

8. Once you have completed these steps, click "Save Appointment". The appointment will be shown in a blue box.

Screenshot 11 - Click Save Appointment

Note: To use the email feature, the client must have an email already entered or you may manually enter the email address in the appointment box. To edit the appointment, click on the appointment, make changes to the appointment, and then click "Save Changes".

Client Email Notifications

You have four different ways to email the client. You have the ability to email the client a link to documents to be electronically signed, Appointment Notices, invite the client to schedule an appointment, and/or a link to complete the assessment questions.

One option is to click on the appointment box in the scheduler. After selecting the "Session Type", you may then check mark "Send Documents Link", "Send Assessment Link", and/or "Send Apt. Notice to Client". If you select a Lead Time, the client will receive an email being notified that their appointment is at the original scheduled time minus the lead time you have selected.

Screenshot 10 - Check mark Client Emails

Another option is to click on the appointment box in the scheduler, click "Options", followed by clicking "Email Client". Next select what you would like to email to the client, followed by clicking "Send Emails".

Screenshot 13 - Options_Email Client

The third option is to email the client through "Client Actions". On the left hand side of the schedule click on "Client Actions". Type and select the client's name. Once you have selected the client, click "Options", followed by clicking "Email Client". The "Client Actions" also shows when and what you already emailed the client.

Screenshot 14 - Email client through client actions

Lastly is through the visit index. Click into the scheduled appointment, click on "Options", then "View Notes".

Screenshot 14 - Email client through client actions

From there you will find the visit date and click "Email to Client", then select the items you wish to send them and click "Send Email to Client".

Screenshot 14 - Email client through client actions

Note: To use the email feature, the client must have an email already entered or you may manually enter the email address in the appointment box. To edit the appointment, click on the appointment, make changes to the appointment, and then click "Save Changes".

Client Actions

The "Client Actions" is located on the left hand side of the scheduler. After you click "Client Actions" and then click "Options", you are given the ability to view a client's past/future appointments, the electronically signed documents, past/future appointments, and the client's information sheet. You may also navigate to the Tracking Board and Email the Client by clicking "Options" as well.

Screenshot 14 - Email client through client actions

Invite Client to Schedule

To invite the client to choose a time online, select out of the choices to email a client, then check "Invite Client to Schedule". The client will receive an email with a link to your scheduler and will see only the blank available spaces. Any occupied spaces will not have patient information, but rather will appear as unavailable.

You may also do this through the Notes page, after searching the client's name, and clicking "Invite Client to Schedule".

Daily Itinerary

The "Daily Itinerary" is located on the left hand side of the scheduler. After clicking "Daily Itinerary" and selecting a day, you have the ability to print of a list of all appointments for that day by clicking "Print".

Screenshot 15 - Daily Itinerary