How to Set Up Programs

  • Updated

The Programs feature allows you to create programs (e.g., a series of classes) that patients can sign-up for and pay for directly from your Patient Portal or can be enrolled in by clinic staff. This article walks you through how to to enable programs in your system, create a new program, and register patients into a program.

 

Before You Begin

  • If you want patient's to be able to register and pay for Programs via the Patient Portal, you'll need to have a payment gateway such as Stripe 

 

Permissions 

  • User Type access to the General System Settings (to enable Programs module) 

 

Enabling the Programs Module

  1. Go to Settings
  2. Under System & Company Settings, select General
  3. Click Modules 
  4. Navigate to the Advanced section
  5. Locate Programs and set to Enabled 

  6. Save your changes

     

 

  1. Staying in the General System Settings, select Portal 
  2. Navigate to the Toolbar section
  3. Set Programs to Visible 

  4. Save your changes 

     

 

  1. Lastly, staying in the General System Settings, select Scheduling 
  2. Navigate to Programs 
  3. Set Allow Public Signup to Yes 

  4. Click Save

     

 

Creating a Program

Step 1: Navigate to Products & Services

  1. Go to Settings
  2. Under Products & Services, select Products & Services 

  3. Click +New Item

     

 

Step 2: Create a New Service

  1. Select the Department and Category
  2. Enter the following: 
    • Name
    • Cost
    • Retail
    • Description 
    • Any other relevant fields 
  3. Click Save.

 

Tip: Leave the Cost and Retail as 0 if you're offering a free program

 

 

Step 3: Create your Program

  1. Go to Settings 

  2. Under Programs, select Programs 

     

 

  1. Click +New Program

 

 

  1. Fill in the Program Details: 
    • Code
    • Name
    • Description
    • Patient Openings
    • # of Classes 
    • Class Duration
    • Visit Type 
    • Reminder Type
    • Public - select Yes if you'd like the Program to be available for registration via the Patient Portal
      • The Name, Description, and # of Classes will display on the Patient Portal

 

 

 

Step 4: Add the Products & Services

  1. Select +Add beside Products & Services 
  2. Enter the name of the product in the Product/Service field 
  3. Set the Quantity 
  4. Click Add/Update 
  5. Click Save

 

Tip: If you are charging for the program, the Quantity should match the total # of Classes

 

 

Scheduling the Program

  1. Go to Settings 
  2. Under Programs, select Programs 
  3. From the Programs list, click the menu icon 

  4. Select Add to Schedule

     

 

  1. Select the program's: 
    • Start Date
    • Registration Cut Off Date 
    • Time
    • Billing Practitioners 
    • Practitioners 
  2. Click Continue

 

 

Next, select the day of the week you'd like the Program scheduled for and Save

Note: You can move an individual date by clicking on the green box. Program Time cannot be altered

 

Result 

The Program has been created and will appear on the relevant practitioner's schedule

 

 

Registering a Patient in a Program

  1. From the Schedule, click on the Program appointment block
  2.  Select +Register a Patient

 

  1. In the pop-up window, enter in the patient's name 
  2. Click Register

 

 

The Patient Experience

While logged into the Patient Portal, under the Programs tab, patients will find all the Programs your clinic currently has available

 

 

After a patient selects Sign Up, they will be able to confirm their registration by pressing Confirm Registration. They will then be prompted to either Pay in Person or Pay Now. If an online payment gateway is connected they will be able to pay through the portal, if not they are able to pay when they attend the first session

 

 

All upcoming sessions will now display under their Upcoming Appointments

 

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