Public Scheduler (Online booking via your own website & client registration)

TheraPlatform offers a public (external) scheduler aka online booking widget that can be linked from your website or embedded on your website so both your current and potential new clients can book appointments with you on TheraPlatform.

In addition you can also enable registration on your website when you turn online booking widget on.

What's the difference between online booking widget with no registration link/button vs one with embedded registration link?

When you just enable online booking widget and set up scheduling availability, your new clients will be able to request appointments with you and/or your therapists on your website. You will get notification about the requested appointment under To Do< Scheduling< Requested meetings to approve these. At the moment of approval you can right away send intakes and other forms; and request cc info, insurance, etc. from the new client. Once you approve requested appointment, the meeting will schedule on the calendar and the client will be emailed notification and reminders. 

When you enable both online booking widget and registration link, your new clients wont have to necessary schedule with you online, they can just register first. When they register, you will need to approve the client under To Do< Schedule < Client Approvals (vs meeting approvals). At the moment of approval, you can also send them forms, and request cc, insurance and other information. 

Important: Please make sure to set your schedule availability on TheraPlatform first so clients can see what appointments are available when scheduling on your website via the public scheduler.

How to add the public (external) scheduler (online booking widget) on your site

Step 1: Log in to your personal URL.

Step 2: Click on Settings.

Step 3: Click on Portal.

Step 4: Click on Client pages.

Step5: Scroll down and at the bottom of the page and under Feature turn the Public Scheduler on.

Step 6: This will show the external scheduler link which you can then add to your website.

Step 7: There is also an HTML code (below the link) that can be used to embed the scheduler on your website. Please, refer to the website builder or the website host provider guide how to embed Html in your pages.

Note: Please note that it will take approximately 60 seconds for the public scheduler to be live on the TheraPlatform room URL.

Once you include the link to the public scheduler on your website then your current and new clients will be able to schedule appointments with you on your own website.

Workflow of scheduling via public scheduler

Step 1: Once you add the link to the TheraPlatform’s public scheduler on your site and set your availability, your current and potential clients will be able to click on that link and request an appointment with you and all other therapists that set their availability.

Step 2: If a new (potential client) clicks on the public scheduler link, the client will be able to select the name of the provider (specialty), service type, location (if provided when setting up availability) and the client will be able to fill out basic contact information and reason for requesting an appointment.

Step 3: Once your new client submits the request, the provider (therapist) will receive both in-system and email notification from TheraPlatform informing the provider (therapist) about the appointment request.

Step 4: The provider (therapist) must approve the appointment request first under the To-do tab- Approve meetings.

Step 5: When the provider approves the requested appointment, the appointment will officially schedule on the calendar and the client will receive an email confirming the client’s appointment. The approved client will automatically show on your clients’ list on TheraPlatform and you will be able to open the client’s chart and send (via TheraPlatform) all additional paperwork such as consent intake forms; request demographic and billing information. 

Note: When approving requested meetings from new clients, you can right away send them the consent, intake forms, and request demographic form, cc, insurance and contact information. Once the client fills them out, all data will be automatically saved in their chart.

Step 6: If the provider disapproves the requested meeting and provides a reason for disapproval, the potential client will receive an email notification informing the client that the requested appointment could not be scheduled and (if provided by the provider) reason for disapproval.

Note: Please keep your reason for disapproval short and don’t include any confidential information.

Your existing clients can also use the link on your website to schedule, but they would need to click on the link first and then click on existing clients, click here to schedule. This will direct your existing client to a client portal and the client would need to login to schedule. If you wish that your existing client’s appointment is approved by you first, please make sure to mark request approval when setting your availability.

Additional and optional function: Registration link/button.

• In addition to the public scheduler, you can also enable registration. You need to enable the public scheduler (online booking widget) first. 
• To enable registration link, mark in blue "Enable registration"

When you turn the blue button on, your online booking widget once embedded on your website, will have "Register link" at the bottom for your new clients to register. Here is an example:

• You also have an option to embed a separate link just for registering your new clients. Make sure to enable public scheduler first, then mark enable registration and use the registration link provided for you to embed on your site.

If you enable registration with the blue button and embed the registration link on your site, the client be able to register vs schedule and  will have the following view:

NOTE: With registration option, your new clients will need your approval. You will find them under To Do <Scheduling< Client Approval.