Scheduling
The Scheduling module manages online appointment booking for your practice. Patients book through a customizable widget on your website — selecting a provider, choosing a time slot, entering insurance details, and receiving automatic confirmations. No phone call needed.
This section covers everything you need to configure and manage your scheduling system.
What's Inside
| Page | What It Covers |
|---|---|
| Dashboard | Real-time appointment analytics, patient mix, referral sources, and status breakdown |
| Appointment Data | Searchable appointment list with filters, status tracking, and sync tools |
| Providers | Manage bookable providers, operatories, roles, and availability |
| Reasons for Visit | Define appointment types, durations, eligibility, and booking links |
| Insurance | Accepted carriers, out-of-network messaging, and optional fields |
| Templates | Email and SMS templates for confirmations, reminders, and alerts |
| Settings | Widget branding, embed codes, confirmation screens, referrer tracking, payments |
How Booking Works
When a patient books through your widget, here's the flow:
- Patient opens your scheduling widget (embedded on your site or shared via direct link).
- Selects a reason for visit — options are filtered by whether they're a new or returning patient.
- Chooses a provider — only providers linked to that visit reason appear.
- Enters insurance information — validated against your accepted carrier list.
- Picks an available time slot — synced with your PMS in real time.
- Receives an automatic confirmation via email and SMS.
📘 The widget pulls availability from your PMS, so double-bookings and scheduling conflicts are handled automatically.
First-Time Setup
If you're configuring scheduling for the first time, follow this order:
- Providers — Add your team members first. Everything else references them.
- Reasons for Visit — Define your appointment types and link them to providers.
- Insurance — Set up your accepted carriers.
- Templates — Customize your confirmation and reminder messages.
- Settings — Brand your widget, generate embed codes, and go live.
Once you're up and running, use the Dashboard and Appointment Data to track performance.
How Scheduling Connects to Other Modules
Scheduling data flows automatically into other parts of All In One:
- Marketing ROI — Tracks which marketing channels drive booked appointments.
- Call Intelligence — Links inbound phone calls to scheduled visits.
- Forms — Sends patient intake forms before the appointment.
- Reviews — Triggers review requests after completed visits.