Appointment Reasons and Patient Portal Slot Availability #

In the patient portal, Legend has now connected appointment reasons with slots that will be available for booking to patients.

This has been done to:

• Ensure there is no over-booking
• Avoid booking request rejections due to insufficient time for the selected appointment reason

Overview of the new workflow #

Let’s use the following example to understand the new workflow:

A physician in your office has two availabilities open on a particular day.

1. 9am to 12pm with Appointment Type Follow-up, and
2. 1pm to 5pm with Appointment Type Cosmetic

During the patient portal appointment booking, patient selects Botox as the Appointment reason.

Let’s assume that your office takes 30 minutes to perform Botox, and you have listed Botox as a Reason under Cosmetic appointment type.

Legend will only show the following slots to the patient for booking:

• 1pm to 5pm availability slots because Botox is a cosmetic procedure
• Within 1pm-5pm, only those slots that are continuously available for 30 minutes

 

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Note: To fully utilize this feature and to ensure that patients are able to effectively book appointments, offices need to set up the Appointment Types, Appointment Reasons, and Availabilities meticulously.

Appointment Types #

Legend has appointment types, that dictate the type of availability that is open for a particular physician. For example, Cosmetic, Surgery, Laser etc.

• Go to Settings
• Go to Appointment Types
• In the following interface, you can add, edit, delete appointment types based on your office requirements

 

Appointment Reasons #

A number of appointment reasons can be associated with an appointment type. For example, Cosmetic appointment type may have Botox, Facial, Filler etc. as appointment reasons.

Each appointment reason has a field called App Length, which specifies the time that is taken to perform a procedure.

Note: Each office needs to carefully assign App Length to reasons, since that will dictate the slots that the patients can book.

• Go to Settings
• Go to Appointment Types
• Click on the Reason button against the appointment type that you want to set up
• In the following screen,
  • Assign App Length to reason
  • Check the Allow Portal Access checkbox for the reason you want to make available for patient portal

Creating Availabilities #

When creating availabilities, carefully select the Appointment Type. Carefully make the availability Available for Portal.

Legend will display open slots to patients based on:

• Availabilities that are Available for Portal
• Appointment Reason that the patient has selected
• Availabilities that have appointment types that the selected Appointment Reason falls under

For example: 

• Your office creates an availability with Availability Type Surgery
• A patient can book slots for this availability only if:
  • The availability is Available for Portal
  • The appointment reason that the patient has selected comes under the reasons for Appointment Type Surgery in the Settings

Flexible settings #

For simplicity, you can list and set up all the reasons that you want to show on patient portal under one Appointment Type.

This way, you can use a single appointment type for all the availabilities you want to make available for portal.

For example, you can use an appointment type Any and set up all the reasons under that.

Note: If your office has procedures that are performed by provider A only, you will have to set up that procedure under a separate appointment type. You can use that appointment type while creating availability for provider A, and then opening that availability for portal.