Practice Management on Embodia - Part 2: Scheduling - Setting 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 information 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)

Note: If you are signed in as the clinic manager, you will have the option to create consult settings "For the clinic account" that can be accessed by anyone who is part of your clinic, or "For my personal account" that will be private to you. 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. If you are not the clinic manager, you can only create consult settings for your personal account.

To create consult settings, click on Consults > Settings > 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. Who, besides the treating practitioner, to notify when a patient cancels or reschedules their appointment. This is only be available for consult settings created under the "For the clinic account" option, for clinics subscribed to Tier 3 memberships.
   
   
5. 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.
     
     
6. 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.
   
   
7. Send a payment information request form when the consult is scheduled. If the patient does not have a card on file, you can send a payment information 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 information request forms in this guide.

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: