Ensure your appointment types and clinic hours are set up in the Appointment page before booking appointments.
In Rehab Guru, you can book client appointments in two different places: directly from the client’s profile or from the diary page. This guide will walk you through both processes.
Step 1: Booking an Appointment from the Client’s Page
Navigate to the Clients page and click View next to the client for whom you wish to book an appointment.
In the client’s profile, click Appointments from the left-hand menu. You will see any future appointments, as well as past or cancelled appointments by filtering through the available options.
Viewing upcoming and past appointments in the client's profile
To book a new appointment, click on the Book Appointment blue button. This will open a new appointment window.
If you are part of a team, you can choose which team member will handle the appointment by selecting from the team members in the drop-down menu. Otherwise, it will default to yourself.
Choosing a team member for the appointment (if applicable)
Select the Appointment Type from the drop-down list. If you are working solo, you won’t see a team member drop-down, only the appointment type options.
Selecting the appointment type for the booking
Choose the day and time for the appointment. Available time slots will automatically appear based on the clinician’s configured availability. Rehab Guru calculates the next available slots for you.
Selecting an available time slot for the appointment
If you wish to set a custom appointment time outside of the standard slots, you can manually enter the time. Rehab Guru will auto-calculate the end time based on the default appointment duration, but you can adjust it if needed.
You can manually adjust the start and end times of appointments if you need a different duration than the default setting.
Setting a custom appointment time
Once all the details are entered, click Book to confirm the appointment.
Step 2: Booking an Appointment from the Diary Page
Navigate to the Diary page to book an appointment. You can choose a specific day by clicking on the date in the diary.
Booking an appointment from the Diary page
If you are part of a team, you can show or hide other team members' calendars by clicking the calendar icon in the top-right corner. You can then select which team member you wish to book the appointment for.
Viewing and managing team member calendars
To book an appointment, click on the desired time slot on the selected day. A new booking window will appear, where you can either choose a client from the drop-down list or add a new client.
To add a new client, enter their name and email address.
Adding a new client during appointment booking
Select the Appointment Type and time, either by choosing from the available time slots or by entering a custom time as needed.
Selecting an available or custom time for the appointment
Click Book to confirm the appointment.
Step 3: Automated Confirmation and Reminder Emails
Once the appointment is booked, both the clinician and the client will receive a confirmation email automatically. Additionally, a reminder email will be sent to the client 24 hours before the appointment.
You can customise the content of these confirmation and reminder emails in the Account section under Customise.
By following these steps, you can easily book and manage client appointments in Rehab Guru, ensuring smooth scheduling and communication for both you and your clients.