Practice Management on Embodia - Part 2: Scheduling

You can use consult settings to set your cancellation policy, and reminder notification settings, and automatically send intake forms and outcome measures as part of a consult. 

The video below provides a quick overview of consult settings on Embodia. You can also find detailed information below the video on how to set up your consult settings.

Consult settings allow you to:

• Determine if, and when patients can cancel their own consults (by default, a patient cannot cancel the consult from their end);
• Determine if, and when patients can reschedule their own consults (by default, a patient cannot reschedule the consult from their end);
• Determine if, and when consult email reminders are sent to patients (by default, the patient will receive consult email reminders 24 hours and 2 hours before the consult)
• Send a payment request form when the consult is scheduled to allow the patient to securely add their payment information (only available under the clinic account consult settings)
• Send a questionnaire(s) ahead of, or after a consult (by default, no questionnaires are sent)

If you have a personal account, your consult settings will only be available to you, and you will not see the option to create clinic consult settings.

If you are a clinic manager, you can create consult settings that will be available to everyone in your clinic. When given the option to create consult settings under your personal account or under the clinic account, we recommend using the "For the clinic account" option for the most flexibility.

To create consult settings, click on Consults > Settings > For the clinic account > Clinic consult settings.

In the settings page, click on Add a setting. You will be able to:

1. Choose if and when the patient can cancel the appointment by selecting one of the following from the Patient cancellation drop-down:
   • Patients cannot cancel the consult themselves;
   • Patients can cancel the consult right up to the start time of the consult;
   • Patients can cancel the consult up to a certain period before the start of the consult. If you select this option, the day/time that the patient has to cancel until will be displayed on their Embodia account. Here's an example of what this looks like for the patient
     
     
2. If you allow patients to cancel their consult, specify if you would like the patient to provide a cancellation reason
   
   
3. Choose if and when the patient can reschedule the appointment  (this option will only be available for consult settings created under the "For the clinic account" option, for clinics subscribed to Tier 3 memberships.) by selecting one of the following from the Patient rescheduling drop-down:
   • Patients cannot reschedule the consult themselves;
   • Patients can reschedule the consult right up to the start time of the consult;
   • Patients can reschedule the consult up to a certain period before the start of the consult.
     
     
4. Determine if and when a consult email reminder is sent to patients: By checking the box to the left of the following item(s):
   • Do not send an email when the consult is booked, modified, or cancelled;
   • Do not send email reminders 24 hours before the consult to the patient;
   • Do not send email reminders 2 hours before the consult to the patient.
     
     
5. Send custom reminder emails: For Tier 3 memberships, you can also specify a custom time (number of hours) before the consult to send email reminders. This is optional. Enter a number in hours, this value must be greater than 24.
   
   
6. Send a payment request form when the consult is scheduled. If the patient does not have a card on file, you can send a payment request form when the consult is scheduled to allow the patient to securely add their payment information. To do so, select the form and the payment method below (both are needed). This option will only be available for consult settings created under the "For the clinic account" option, for clinics subscribed to Tier 3 memberships. You can also learn more about payment request forms in this guide.

Sending questionnaires ahead of, and/or after a consult

On Embodia, you can use questionnaires to create outcome measures, intake forms, consent forms, and satisfaction surveys. You can create a questionnaire from a template or create a questionnaire from scratch.

Once you have built your intake forms and outcome measures, you can use your consult settings to specify which intake forms and outcome measures to send ahead and/or after the consult.

To add questionnaires to your consult settings, click on the Questionnaires tab, and then on Add a questionnaire:

In the pop-up form, select the questionnaire, the Share timeline, and the Fill frequency.

The Share timeline field can be used to specify when the questionnaire should be sent to the patient. You can choose one of the following options:

• When the consult is scheduled;
• A certain number of hours before the consult;
• After the consult; or
• A certain number of hours after the consult.

The Fill frequency field can be used to specify how often the patient should fill this questionnaire. You can choose one of the following options:

• Complete for every consult: The patient will be asked to fill out this questionnaire, even if they have previously filled out a similar one.
• Skip if the patient completed this questionnaire as part of a previous consult: The patient will not be asked to fill out this questionnaire if they have previously filled out a similar one.
• Skip if the patient completed this questionnaire as part of a previous consult within: If you select this option, you will prompted to enter a duration (such as 1 year, or 1 month). The patient will not be asked to fill out this questionnaire if they have previously filled out a similar one within the duration you have entered.

Attaching consult settings to your services or a consult

Once you've completed the setup of your consult settings, you can attach them to one or more of your services by selecting them from the drop-down menu when setting up/updating your services:

You can also select the settings when creating a consult by selecting the settings in the scheduling pop-up form: