Here's a step-by-step guide so you don't miss anything when creating your new work flow. In the guide, we refer to various articles in our Help Center, where you can read clearer instructions for each step.
Create a flow for bookable times
If the goal is a button where the patient should be able to book appointments themselves, in this case for a "New visit", it is easiest to follow the steps below. Several reasons for contact are linked to the new button, which are also linked to the care practitioners who will receive the reason for contact. These reasons for contact are also linked to meeting templates and specific forms to get information before the meeting.
Step 1 - Create Reasons for contact
Instructions for creating Reasons for contact can be found here.
Create reasons for contact in the languages you have activated in the service. Select Add additional reason for contact if you want to have more reasons for contact at your reception. It is also possible to add more reasons for contact later on - if needed.
To the right, press the "Enable Reasons for contact" button to enable.
Step 2 - Add Users
Instructions for adding users can be found here. Remember to also activate the reasons for contact relevant to the user and press save.
Step 3 - Create a meeting template
Instructions for creating meeting templates can be found here. Don't forget to link relevant reasons for contact to the meeting template.
If you want to offer physical meetings, you first need to set up a physical location. You can do this under Operations - physical locations. You can read instructions here.
Step 4 - Calendar view
Go to the calendar view and select the care provider you want to schedule appointments for. Pull out the meeting template in the calendar based on the schedule. If you want to read more about how to do this, you can read about it here.
Step 5 - Form
Do you work with forms, and want your patients to fill in a form at some point during the patient journey? Create a form and then connect it to a reason for contact. It can be used in several different ways:
• The patient fills in the form before a digital visit is booked (by the patient)
• The patient fills in the form after a digital visit has been completed
• The patient fills out the form before submitting a message
• The caregiver sends a form for the patient to fill out during an ongoing message conversation
• The caregiver sends a form as a complement to a digital meeting for the patient to fill out
To create forms, you need Global Administrator permission. Here you can read more about how to proceed. When the form is created, go to your reception and select it. Choose to publish it by making it available at your reception. Link it to the relevant reasons for contact and choose when the form should be shown to the user.
Step 6 - The patient interface
Create buttons at the reception, if you want to read an instruction on how, you can read it here.
Connect reasons for contact to the buttons.
When it's time to go live: remember to make the business visible if you haven't already!
Do you want to work with hidden offers? Contact your Key Account Manager to get help with a transformation project.
Creating a messaging flow
If the goal is a button where the patient should be able to submit a message to ask a question or reschedule their appointment, you can follow the steps below. Several reasons for contact are connected to the messaging button, so that you'll be able to see why the patient has sent in a request. Those who work with the messaging function will see all incoming messages, so that no message is accidentally missed and left unanswered by a patient.
Step 1 - Enable Notifications
You can read instructions for getting started with messages here. Allow both healthcare practitioner-initiated conversations and allow patients and other practices to start/handover conversations.
This means that you as a care provider can send messages to patients, that the patient can send you messages and that you can cooperate with other receptions in your interface.
Step 2 - Adjust Auto-reply
You can find instructions for adjusting auto-reply here. Adjust based on your staffed times and add autoresponders for both manned and unmanned times.
To simplify the way you work with messages, you can use phrase templates: take a look at this article to learn more about it.
Step 3 - Form
Do you work with forms today, and want your patients to fill in a form at some point during the patient journey? Create a form and then connect it to a contact reason, it can be used in several different ways:
• The patient fills in the form before a digital visit is booked (by the patient)
• The patient fills in the form after a digital visit has been completed
• The patient fills out the form before submitting a message
• The caregiver sends a form for the patient to fill out during an ongoing message conversation
• The caregiver sends a form as a complement to a digital meeting for the patient to fill out
Step 4 - The patient interface
Create a button at the reception for your new flow, if you want to read an instruction on how, you can read it here. Don't forget, if you use it, to connect reasons for contacts to the new button. Note that you need to activate the button to enable the patient to contact you. If you have not done so, the patient cannot send in a message/request.
It is also possible to make use of hidden offers, for example you may want to have "new visit times" available for your patients to book in. But, with regard to existing patients, you want to makeother times available that they should also be able to book by themselves, in order to be able to choose a time that suits them, but not put these in the early patient flow to reduce misunderstandings. If so, you can use hidden links and in a message to the existing patient send out the "hidden link" where they can choose different times to schedule themselves.
Contact your Key Account Manager or Visibas support to get help with a transformation project to make your flows more efficient!
Note: When we use the word "patient" or "healthcare practitioner" it may be called something else in your organization.