In Rehab Guru, clinicians can create and manage various appointment types, including standard in-person appointments and telehealth options. This guide explains how to configure appointment types, customise settings, and manage bookings.
Step 1: Accessing the Appointment Settings
Navigate to the Account page and select Appointments from the left toolbar.
Accessing the appointment settings in the Account page
You will be automatically directed to the Appointment Types section, where you can see existing appointment types such as RehabGuru Lite and RehabGuru Pro.
Step 2: Creating a new Appointment Type
To create a new appointment type, click on New Appointment.
Creating a new appointment type
A pop-up will appear, allowing you to select from the following options:
Standard Appointment
Telehealth Lite
Telehealth Pro
Class
Class Block
Zoom (if integrated)
Microsoft Outlook / Teams (if integrated)
Google Calendar / Meet (if integrated)
Choosing the appointment type from the available options
Give the appointment type a name, such as Telehealth Consultation or MRI Follow-Up, so both you and your clients can easily identify it during booking.
Configure the appointment's settings:
Duration: Set the time length for the appointment.
Lead Time: Define the buffer period between the client booking the appointment and the first available slot (optional).
Appointment Gap: Add time after the appointment for tasks like cleaning, writing notes, or taking a break (optional).
Add a Description to help clients understand what the appointment entails when booking online.
Choose a Colour for the appointment to easily distinguish between types on the diary page.
Choosing a colour to organise appointments in the diary
Step 3: Managing Online Availability and Deposits
The first checkbox, Open, allows the appointment to be available on the online booking portal. If you do not want clients to book this type of appointment themselves, deselect this option.
<< Image showing online availability option >>
Managing whether clients can book this appointment type online
Require Deposit: If left unchecked, clients must pay the full amount upfront when booking online. Alternatively, check this box to allow clients to make a deposit and set the required amount.
Set the deposit amount to zero if you want clients to book without any upfront payment.
Alternatively, enter a specific deposit amount if required.
Setting up a deposit requirement for the appointment
Refundable Payment: Decide whether a cancelled appointment is refundable by selecting or deselecting the refundable option. Clients can cancel appointments using the link provided in their confirmation email.
Step 4: Configuring connected Calendar (Google / Microsoft)
If you have connected Google or Microsoft 365 you have the option of syncronising your appointments with a connected calendar.
You can also deconflict appointment availability from existing events within the connected calendar.
Configuring your connected calendars for syncing and event deconfliction.
For more information on connected calendars see here.
Step 5: Finalising and managing Appointment Types
Once you have configured the appointment type, click Add. The appointment type will appear in the list of available types.
Viewing all created appointment types in the list
You can repeat this process to create as many appointment types as needed. All of your custom appointment types will be visible in the Diary when scheduling clients.
Step 5: Booking Appointments in the Diary
To book an appointment, click on a specific day in the Diary and choose the appointment type from the drop-down list.
Booking an appointment from the diary using the appointment types
Select a client from the drop-down list or add a new one. If no automated options are available, you can still create a custom appointment manually.
By following these steps, you can set up and manage appointment types in Rehab Guru, making it easier for you and your clients to schedule sessions, both in-person and via telehealth.