In the Filopto System Setting screen you must define the WEB Appointment settings (operational parameters) before it can be activated as a service. The web appointment feature must be first activated in your Filopto License before you can make use of this service. Contact your Filopto sales representative to purchase and activate the WEB Appointment service in your Filopto license.
Requested Web Appointments from your patients will appear in the Scheduler Appointment Requests section.
Note: The WEB Appointment Settings screen (3) can take several seconds before it appears.
A - Define the number of days you want the WEB appointment scheduler to consider. If set to 30 days it will permit web users to search for the next 30 days for an available appointment time slot. The more days that needs to be uploaded, the longer it will take initially to upload all of the available time slots to the WEB appointment server. Once the primary upload is done, the maintenance of the available time slots is a very rapid process compared to the initial uploading of all available time slots.
B - You can either show the appointment provider name that a patient can select or not show any provider name. If you select No, this will make the requested appointments scheduled by your patients to appear with a blank provider that permit the office staff to assign the appointment to any available provider. Note that selecting No will also cause ALL the available appointments time slot to be shown to the web user, It will be a be the combination of all appointments available from all providers.
C - Select how the web appointments app must read your Provider time blocks that you established in the Office Manager tab / Employee Scheduler. You can choose 1) provider not available (out of office) times or 2) Provider is available time strategy, based on how you programmed the Employee Time Blocks.
D - You can select which offices will be available to the web user. A minimum of one office must be selected for available time slots to be calculated and displayed to Web users. If you want more than one office to be made available you must select (identify which office).
E - If you select No in item B, this tab is not shown. If you select Yes, you must identify (select) each providers you want to show to the web user. Place a check mark beside each provider name to be shown. Only the selected provider scheduler available time slot will be displayed to the web user once the user select the identified provider.
F - Place a check mark beside the different type(s) of appointments type the web user will be allowed to select. Note that the Appointment type duration will be used to calculate which available time slots meet the appointment type request. It is also used to assign the time allotted for the web appointment. (You may add additional appointment types by adding then into the Appointment Types and Recall Setup (4) button on the tool bar).
G - Once you have entered all pertinent information you must upload the settings to the Filopto WEB Appointment Server. This button (F) will upload your settings and your license Authorization Key for the service and activate the Appointment server. The web appointment feature must be activated in your Filopto License before you can make use of this service. You must re-upload the data to the web appointment server if you make any changes to your settings such as: Add / Delete / Change: Office(s) including office hours, Provider(s) including Provider hours, Appointment type(s) including appointment durations, Depending on the parameters you have selected and your Internet connectivity the upload may take some time to complete. During the update process, the upload button is deactivated and a message is displayed. that says the upload process is running. Note when you do an upload to the WEB Appointment server, if a patient is in the "active" process of scheduling an appointment on the web site and the appointment request process is not completed, their appointment record may be lost if you make a change that affects their appointment selection entries. (example; the Provider or appointment type they selected is removed or modified)
IMPORTANT:
1) This service makes use of an active Internet service between your Filopto Server and Accra Solutions Appointment Servers. If the Internet is unavailable your WEB appointments service may be negatively affected.
2) All Internet transmissions between your office Filopto server and Accra's web appointment servers are secured and encrypted. Connections are only made by your Filopto Server to Accra's WEB Appointment servers. The WEB Appointment servers will never attempt to connect to your server.
3) Data transmissions and retrieval are made from your Filopto Server to Accra's WEB appointment servers based on the activity occurring in your patient Scheduler and the WEB Activity on Accra's appointment servers (time slots being scheduled, and minimum time lapse checks to verify for any new WEB appointments created).
4) The web appointment system supports the following browsers :
F) You must re-upload the data to the web appointment server if you make ANY changes to your Web Appointment settings or setting affecting these settings such as: Add / Delete / Change; Office(s) including office hours, Provider(s) including Provider hours, Appointment type(s) including appointment durations,
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HOW TO SETUP YOUR WEB SITE TO ACCEPT WEB APPOINTMENTS
To setup the link from your web site to the Accra Solutions Inc appointment servers you can add a button or a link pointing to the following URL:
Example:
https://portal.filopto.com/request-appointment/7HAfc238!aD3)7Jm *
*Replace the code appearing after https://portal.filopto.com/request-appointment/ with your Filopto License Registration Code (located in the Filopto License Manager)
The displayed app is dynamically adjusted based on your office WEB Appointment settings. For example, if only one office or provider is activated, the patient will not be prompted to select an office or a provider for the appointment.
To find your License registration code go to the License Manager (1)
