How to Set Up and Manage Programs

  • Updated

Programs let you offer a series of classes or sessions that patients can sign up and pay for through the Patient Portal. Clinic staff can also register patients directly. This guide walks you through enabling Programs, creating and scheduling a program, and registering patients.

 

When to Use This

  • When you want to offer a series of classes or sessions
  • When you want patients to register for programs through the Patient Portal
  • When clinic staff need to register patients in a program
  • When you want to schedule recurring program sessions

 

What You Need

  • Programs must be enabled in your General System Settings (instructions below) 
  • A payment gateway, such as Stripe, if patients will pay and register for programs through the Patient Portal
  • A Product or Service for the program 

 

Permissions 

  • Access to Settings > System & Company Settings > General
  • Access to Products & Services
  • Access to Programs
  • Access to the relevant patient profiles and schedules

Contact your clinic administrator if you do not have the required access. 

 

Enabling the Programs Module

Before creating a program, enable the Programs module and, if applicable, make it available through the Patient Portal.

  1. Go to Settings
  2. Under System & Company Settings, select General
  3. Click Modules 
  4. Under Advanced, find Programs and set to Enabled 

  5. Save your changes

     

 

  1. Still in General System Settings, select Portal 

 

 

  1. Under Toolbar, set Programs to Visible 

  2. Save your changes 

     

 

  1. Still in General System Settings, select Scheduling 
  2. Under Programs, set Allow Public Signup to Yes 

  3. Click Save

     

 

Creating a Program

Step 1: Create Product or Service 

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

  3. Click +New Item

     

 

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

 

💡Tip: If the program is free, leave Cost and Retail set to 0.

 

 

Step 2: Create the Program

  1. Go to Settings 

  2. Under Programs, select Programs 

     

 

  1. Click +New Program

 

 

  1. Enter the Program Details, including: 
    • Code (optional)
    • Name: Enter a descriptive name 
    • Description: Enter details so that patients know what to expect 
    • Patient Openings: Enter how many spots are available for registration
    • # of Classes: Enter the total number of classes that will be included in the program
    • Class Duration: Enter how long each class will be
    • Visit Type: Select where the classes will take place  
    • Reminder Type: Select how patients should be reminded of their classes

    • Public: Select Yes if patients should be able to register through the Patient Portal.

       

 

 

 

Step 3: Add the Product or Service

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

 

💡Tip: If the program is paid, set the Quantity to match the total number of classes.

 

 

Scheduling the Program

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

  4. Select Add to Schedule

     

 

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

 

 

  1. Select the day of the week when the program should be scheduled. 
  2. Click Save 

 

💡Tip: You can move an individual program date by clicking and moving the green appointment block. The program's scheduled time cannot be changed.

 

Result 

  • The program is created and added to the selected practitioner's schedule.
  • If Public is set to Yes and Allow Public Signup is enabled, patients can register for the program through the Patient Portal.
  • Clinic staff can also register patients directly from the Schedule.

 

 

Registering a Patient in a Program

  1. From the Schedule, click on the program appointment block

  2.  Select +Register a Patient

     

 

  1. Enter in the patient's name 
  2. Click Register

 

 

What Patients See in the Patient Portal

When patients log in to the Patient Portal, they can select the Programs tab to view programs that are available for registration.

 

 

After selecting Sign Up, the patient can:

  • Click Confirm Registration
  • Choose Pay Now or Pay in Person
    • If your clinic has an online payment gateway connected, the patient can complete payment through the Patient Portal.
    • If no online payment gateway is connected, the patient can choose Pay in Person and pay when they attend their first session.

 

 

After registration, all upcoming program sessions will appear under the patient's Upcoming Appointments.

 

 

Things to Know

  • Patients can only register for programs that are available for public signup.
  • A payment gateway is required for patients to pay online through the Patient Portal.
  • Patient Openings controls how many patients can register for the program.
  • The # of Classes should match the number of sessions included in the program.
  • The program's Time cannot be changed after it has been added to the schedule.

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