Reasons for Visit
Reasons for visit define the appointment types your practice offers through the booking widget. Each reason controls which providers appear, how long the slot is, and whether new or returning patients can book it.
Reasons Table
The main table shows every configured reason:
| Column | Description |
|---|---|
| Name | Patient-facing label (e.g., "New Patient Exam/Cleaning") |
| New/Returning | Whether this targets New (N) or Returning (R) patients |
| Providers | Number of linked providers |
| Operatories | Number of assigned treatment rooms |
| Duration | Default appointment length in minutes |
| Active | Toggle to show/hide on your widget |
| Actions | Copy booking link, Edit, or Delete |
✅ Tip: Use the Copy action to generate a direct booking link for a specific visit reason. Paste it into marketing emails or your website to send patients straight to the right appointment type.
Adding a New Reason
Click Add Reason for Visit to open the creation form.
Fields
- Reason Name* — A clear, patient-friendly label
- Providers* — Select providers who perform this service
- Operatories* — Choose treatment rooms where this service is delivered
- Appointment Type — Optional category for internal reporting
- Duration (Mins) — Expected appointment length
- Who Can Book* — Restrict to New Patient or Returning
- Patient Age — Optional min/max age range
- Blockout Type — Link to a blockout type from your PMS
- Procedure Codes — Associate relevant codes for downstream reporting
- Show Provider Options — Let patients choose their provider on the booking form
- Description — Additional context displayed to patients
⚠️ If you offer the same service with different durations for new vs. returning patients, create two separate reasons instead of one generic entry. This keeps slot sizes accurate.
Editing a Reason
Click Edit in the Actions column to modify any reason. The edit form is identical to the creation form. Use the Active toggle to instantly hide a reason from your widget without deleting it.
Pre-Filled Booking Links
Each reason for visit can generate a direct booking link that pre-selects that appointment type. Use these links in:
- Marketing emails and campaigns
- Social media posts
- Google Business Profile
- Specific landing pages
This reduces friction by skipping the visit reason selection step for the patient.
Best Practices
- Keep names patient-friendly. "Teeth Cleaning" is better than "Prophy Adult."
- Audit quarterly. Deactivate unused reasons instead of deleting them — this preserves historical data.
- Match durations with your PMS. Mismatched durations cause double-bookings and calendar gaps.