CTAppointments Functionality in the Front Desk
For clients subscribing to CTAppointments, invitations to patients can be sent and monitored through the Front Desk.
When Creating a New Patient
The New Patient dialog box has as selection to send the new patient and invitation email after clicking Okay. (Patient will need an email address included at this time.)
When Viewing a Patient's Appointment Schedule
The Patient Information > Appointments screen has an Online Appointments button. Use it to check the Online Appointments invitation status for the selected patient.
When you click Online Appointments, if the patient has not received an invitation to register for online appointments you will see the following message:
Click Send Invitation. (Patient will need an email address.) Otherwise, click OK to dismiss the message.
After clicking Send Invitation, you will see this message. Click OK.
Once you have sent an invitation, if you click the Online Appointments again for this patient you will see the following message:
You can click OK to dismiss the message, or click "Review Account" to open CTAppointments' Patient Access screen. Here you can check the list of patients that have been invited and patients that have enrolled, to see the status of this patient:
Finding the Online-Appointment Indicator
You can determine if an appointment was created online by double-clicking the appointment the Appointments screen to open the Update Appointment dialog. For "Created By...", in place of a staffer's name will be "Online Appointment" along with the date and time that the patient created this appointment:
When Patient Has Not Given Authorization to Receive Emails
If a patient has not given consent to receive texts and emails you will see this message when you attempt to send them an Online Appointments invitation:
This is because the patient has opted out, and the box below in the patient's profile is un-selected. Contact the patient to obtain consent.
When an Incorrect Email Address is Discovered
Should you discover that an invited patient's email address is incorrect, this procedure must be followed to update the invitation:
- Update and save the patient's email address in the Front Desk.
- Remove the original invitation as described on this page.
- Send a new invitation to the patient through CTAppointments as described on this page.
IMPORTANT: You cannot "resend" the original invitation after changing the patient's email address. Also, you cannot send a new invitation via the Front Desk or Scheduler. In this situation, new invitations must be sent through CTAppointments.