Engage: Appointment Configuration

Engage gives your patients the ability to book appointments online with ease, while helping your practice attract new patients and improve efficiency. By making your sessions, appointment types, providers, and practice visible in Engage, you’re opening the door to a seamless digital experience that today’s patients expect.

This guide will walk you through the simple steps to configure your MediRecords account for Engage, so your practice can start benefiting from increased visibility, reduced admin time, and a smoother booking process. Once set up, patients will be able to discover your services, book with confidence, and stay connected to your practice anytime, anywhere.

Contents:

1. Video Tutorial

2. Session Configuration

3. Appointment Type Configuration

4. Provider Configuration

5. Adding a Cancellation Threshold for Appointments

6. Practice Configuration

7. Patient Appointment Booking Workflow

Video Tutorial

To assist with configuring Engage, we have recorded a short video that shows all areas that must be configured to power the appointment booking workflow in Engage.

Session Configuration

Sessions must be configured to be visible in Engage, so patients are aware of the available times.

1. Open More

2. Open Settings 

3. Select Appointments 

4. Select your Practice

5. Open Sessions

6. Select a Session

7. Ensure that the Calendar field is set to Community

   ℹ️ Note: If an Appointment Type has been excluded from a Session, it will also be excluded from being booked through Engage.

    

Appointment Type Configuration

You then need to enable Appointment Types for use in Engage. This will enable a patient to book an appointment of this type in Engage. If you don't want the Appointment Type to be available for booking on Engage, do not tick Show in Engage. 

1. Open More

2. Open Settings 

3. Select Appointments 

4. Select your Practice

5. Open Appointment Types

6. Select an Appointment Type

7. Ensure that the Show in Engage box is ticked

   ℹ️ Note: If an Appointment Type does not have Show in Engage ticked, then patients will be unable to book that Appointment Type via Engage.

Provider Configuration

Next we must ensure your providers are visible and available for booking appointments through Engage.

1. Open More

2. Open Settings 

3. Click Subscription Details

4. Open Users

5. Click on the name of the user

6. Open the Biography tab

7. Under Services, ensure that Add my user profile to the MediRecords Community and Contact List is ticked

   ℹ️ Note: If a provider has not ticked "Add my user profile to the MediRecords Community and Contact List", then patients will be unable to book appointments for the provider via Engage.

Adding a Cancellation Threshold for Appointments

If you would like to set a time limit on the cancellation time of an appointment, you can do so on your Provider settings. 

1. If you are configuring for yourself, click on the Person Icon on the top right hand corner > Preferences > Appointments.

2. If you are configuring for another user, go to More > Settings > Subscription details > Users > Select User > Configure > Appointments

3. Selecting the number of Days and Hours in these fields trigger a pop-up for patients when cancelling an appointment in Engage. If they are trying to cancel an appointment too close to the scheduled appointment time, the patient will be advised that they cannot cancel the appointment.
   
   The maximum number of days you can configure is 30 days. The maximum number of hours is 23 hours.

Practice Configuration

Finally, once all of the above is configured, you can publish your Practice to Engage.

1. Open More

2. Open Settings 

3. Click Subscription Details

4. Open Practices

5. Click on the practice

6. Open the Biography tab

7. Under Services, ensure that Show in Engage is ticked

   ℹ️ Note: If "Show in Engage" is not ticked against the Practice, patients will be unable to see and book appointments for that Practice via Engage.

Patient Appointment Booking Workflow

If you would like to see the patient's workflow for booking, confirming, and cancelling appointments within Engage, you can refer to and share this article with your patients: Appointments: Bookings, Confirmations, and Cancellations.