The HotDoc Dashboard allows you to add or edit a practitioner to your practice's online bookings page, including customising their profile, adjusting their online booking settings, and selecting the appointment types they perform.
Once created, each profile will have an Edit section that is divided into three parts:
- Practitioner Profile
- Online Bookings Settings
- Appointment Types
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In order to display the relevant appointments online for each of your practitioners, you will need to set up your appointment types. For more information on how to do this please click here. |
Select your practice management software from the tabs below
Best Practice, Medical Director (Pracsoft), Zedmed
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In this article |
How to add a new practitioner
| If you are looking to add a practitioner beyond your Per Practitioner subscription, please fill in some details using this form link. |
- Log in to your HotDoc Dashboard.
- Select Bookings from the left hand side, Practitioner Setup then New Practitioner from the top right hand side.
- Enter the practitioner's name in the field and select Create. Please note: This is what will show to patients on your booking page.
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From here, you can edit the following fields:
- Display Name
- Image - Click here for further details
- Professional Statement
- Gender
- Profession/Qualifications/Education
- Languages Spoken
- Areas of Interest
- Use the 'Link to (practice management software)' drop down menu to connect the profile to the corresponding practitioner in your practice management software. Please see How to link or unlink a Practitioner for further details.
If a practitioner is not linked, they will not appear on your booking page 
- Tick Visible for Online Bookings to make the practitioner available for online bookings and press Save.
From here you can:
- View and edit the online bookings settings for this practitioner
- Edit and customise the appointment type settings for this practitioner
How to edit an existing practitioner profile
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Log in to your HotDoc Dashboard and navigate to Bookings > Practitioner Setup
- To edit an existing profile, select Edit next to the practitioner of your choice. You can filter by branch or name and toggle between the All, Visible, Non Visible or Archived filter, then select Edit the edit practitioner of your choice.
- You can then edit any of the following fields:
- Display Name
- Image - Click here for further details
- Link to practice management software - Click here for further details
- Professional Statement
- Gender
- Profession/Qualifications/Education
- Languages Spoken
- Areas of Interest
From here, to edit the online bookings settings or to edit and customise the appointment types settings for this practitioner, please see the following sections below.
Online bookings settings
To enable or disable any of the following online booking settings, simply select or deselect the check box for any of the following options and press Save:
- Visible for online bookings.
- Tell any patients to call the clinic: Selecting this renders the practitioner 'call the clinic to book' only. This allows for you to advertise a practitioner that does not want to accept online bookings.
- Accept Online Bookings for new patients: Selecting this allows new patients to book with this practitioner. Deselecting this will prompt another checkbox that allows you to confirm if you would like new patients to call the clinic or not (see below):
- Tell new patients to call the clinic: Select this if you want new patients to call. Deselect this if the practitioner does not take on new patients at all. See How can I prevent new patients from calling the practice? to see what this looks like.
- Allow patients to book with the practitioner on the same day as other practitioners: Selecting this will allow patients to book appointments with other practitioners on the same day as this practitioner. For example, this would allow a patient to book for a standard consult with Dr X, and a physio appointment with Practitioner Y on the same day.
- Accept video appointments if the practitioner performs Telehealth Video consults.
- Set how close to an appointment time a patient can make a booking. To do this, enter the time in the box next to Patients can book an appointment online.
- Set how close to an appointment time a patient can cancel for this practitioner. To do this, enter the time in the box next to Patients can only cancel an appointment online if it is.
How to select or edit appointment types
This section will display all appointment types that have been created. To ensure a patient is able to request an appointment with a practitioner, you will need to enable appointment types on their individual profile. Please see how to add, edit or remove these appointment types to learn more.
- To enable or disable an appointment type, select or deselect the checkbox next to the appointment type and press Save.
- To edit the appointment duration, terms and conditions click Edit next to the appointment type.
- You can select a duration from the drop down menu
- Type your terms and conditions
- If the appointment type accepts payment via HotDoc, you can adjust a practitioner's individual payment amount by typing or clicking the arrows, as well as select any custom Telehealth Patient Eligibility settings then press Save. This is particularly handy if you accept different payment amounts per practitioner.
- Lastly, if you wish to limit or restrict the practitioner's appointments to specific dates or times, please see How to customise your practitioner's sessions
Genie, Optomate
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In this article |
How to add a new practitioner
| If you are looking to add a practitioner beyond your Per Practitioner subscription, please fill in some details using this form link. |
- Log in to your HotDoc Dashboard.
- Select Bookings from the left hand side, Practitioner Setup then New Practitioner from the top right hand side.
- Enter the practitioner's name in the field and select Create. Please note: This is what will show to patients on your booking page.
-
From here, you can edit the following fields:
- Display Name
- Link to practice management software - (See next step)
- Image - Click here for further details
- Professional Statement
- Gender
- Profession/Qualifications/Education
- Languages Spoken
- Areas of Interest
- Use the 'Link to (practice management software)' drop down menu to connect the profile to the corresponding practitioner in your practice management software. Please see How to link or unlink a Practitioner for further details.
If a practitioner is not linked, they will not appear on your booking page - In the Online Bookings Settings section, choose the practitioners settings and tick Visible for Online Bookings to make the practitioner available for online bookings.
- From here, you can edit the Online Bookings Settings and Appointment Types settings for the practitioner using the instructions in this article, listed in the sections below.
How to edit an existing practitioner profile
-
Log in to your HotDoc Dashboard and navigate to Bookings > Practitioner Setup
- To edit an existing profile, select Edit next to the practitioner of your choice. You can filter by branch or name and toggle between the All, Visible, Non Visible or Archived filter, then select Edit the edit practitioner of your choice.
- You can then edit any of the following fields:
- Display Name
- Image - Click here for further details
- Link to practice management software - Click here for further details
- Professional Statement
- Gender
- Profession/Qualifications/Education
- Languages Spoken
- Areas of Interest
From here, to edit the online bookings settings or to edit and customise the appointment types settings for this practitioner, please see the following sections below.
Online Bookings Settings
To enable or disable any of the following online booking settings, simply select or deselect the check box for any of the following options and press Save:
- Visible for online bookings.
- Tell any patients to call the practice: Selecting this renders the practitioner 'call to book' only. This allows for you to advertise a practitioner that does not want to accept online bookings.
- Accept Online Bookings for new patients: Selecting this allows new patients to book with this practitioner. Deselecting this will prompt another checkbox that allows you to confirm if you would like new patients to call the practice or not (see below):
- Tell new patients to call the practice: Select this if you want new patients to call. Deselect this if the practitioner does not take on new patients at all. See How can I prevent new patients from calling the practice? to see what this looks like.
- Allow patients to book with the practitioner on the same day as other practitioners: Selecting this will allow patients to book appointments with other practitioners on the same day as this practitioner. For example, this would allow a patient to book for a standard consult with Dr X, and a physio appointment with Practitioner Y on the same day.
- Set how close to an appointment time a patient can make a booking. To do this, enter the time in the box next to Patients can book an appointment online.
- Set how close to an appointment time a patient can cancel for this practitioner. To do this, enter the time in the box next to Patients can only cancel an appointment online if it is.
How to select or edit appointment types
This section will display all appointment types that have been created. To ensure a patient is able to request an appointment with a practitioner, you will need to enable appointment types on their individual profile. Please see how to add, edit or remove these appointment types to learn more.
- To enable or disable an appointment type, select or deselect the checkbox next to the appointment type and press Save.
- To edit the appointment duration, terms and conditions, appointment type custom sessions or tandem appointment settings click Edit next to the appointment type.
- Here you can:
- Edit the duration and terms and conditions for both new and existing patient bookings
- Add custom appointment type sessions to limit or restrict the practitioner's appointments to specific dates or times
- Add tandem appointments setting to book more than one practitioner before, during, or after the appointment time
- Lastly, press the green Save button.
Dental4Windows, HotDoc Calendar
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In this article |
How to add a new practitioner
| If you are looking to add a practitioner beyond your Per Practitioner subscription, please fill in some details using this form link. |
- Log in to your HotDoc Dashboard.
- Select Bookings from the left hand side, Practitioner Setup then New Practitioner from the top right hand side.
- Enter the practitioner's name in the field and select Create. Please note: This is what will show to patients on your booking page.
-
From here, you can edit the following fields:
- Display Name
- Image - Click here for further details
- Professional Statement
- Gender
- Profession/Qualifications/Education
- Languages Spoken
- Areas of Interest
- Tick Visible for Online Bookings to make the practitioner available for online bookings and press Save.
How to edit an existing practitioner profile
-
Log in to your HotDoc Dashboard and navigate to Bookings > Practitioner Setup
- To edit an existing profile, select Edit next to the practitioner of your choice. You can filter by branch or name and toggle between the All, Visible, Non Visible or Archived filter, then select Edit the edit practitioner of your choice.
- You can then edit any of the following fields:
- Display Name
- Image - Click here for further details
- Professional Statement
- Gender
- Profession/Qualifications/Education
- Languages Spoken
- Areas of Interest
From here, to edit the online bookings settings or to edit and customise the appointment types settings for this practitioner, please see the following sections below.
Online bookings settings
The Online bookings section is important for making the practitioner visible for online bookings, as well as setting their schedules and sessions via Availability.
To enable or disable any of the following online booking settings, simply select or deselect the check box for any of the following options and press Save:
- Visible for online bookings.
- Tell all patients to call the practice. Selecting this renders the practitioner 'call to book' only. This allows for you to advertise a practitioner that does not want to accept online bookings.
- Accept Online Bookings for new patients: Selecting this allows new patients to book with this practitioner. Deselecting this will prompt another checkbox that allows you to confirm if you would like new patients to call the practice or not (see below):
- Tell new patients to call the practice: Select this if you want new patients to call. Deselect this if the practitioner does not take on new patients at all. See How can I prevent new patients from calling the practice? to see what this looks like.
- Tell new patients to call the practice: Select this if you want new patients to call. Deselect this if the practitioner does not take on new patients at all. See How can I prevent new patients from calling the practice? to see what this looks like.
- Allow patients to book with the practitioner on the same day as other practitioners: Selecting this will allow patients to book appointments with other practitioners on the same day as this practitioner. For example, this would allow a patient to book online for a dental check-up with Practitioner X, and a cosmetic whitening appointment with Practitioner Y on the same day.
- Set how close to an appointment time a patient can make a booking. To do this, enter the time in the box next to Patients can book an appointment online no less than.
- Set how close to an appointment time a patient can cancel for this practitioner. To do this, enter the time in the box next to Patients can cancel an appointment online if it is no more.
How to add sessions (availability)
A practitioner's online availability is set by filling in their working schedules in this section. To enter or edit availability, follow the steps below:
- If you are setting availability for the first time, you must select Make Visible Online > Set Availability:
Alternatively if you are editing a practitioner that has already been setup for available sessions, select Edit:
- The Edit Availability window will appear.
- If you have existing sessions, you can select the pencil icon to Edit or the bin icon to Delete.
- To add a new session, select Add Session:
- From here you must configure:
- The day of the session
- The start and end time of the session
- The date this session is due to start (you can optionally choose an end date)
- Whether it's a once off session or repeats weekly or fortnightly
Note: To account for lunch breaks it can be best to create two individual sessions. Eg: If working from 9am-5pm with lunch at 12pm-1pm, create two individual sessions being 9am-12pm and 1pm-5pm.
- Once you're happy with the session, select Confirm and either Add Session again to add another, or Save to save your changes.
- To see an overview of all your practitioner's sessions, select the Calendar option in the Dashboard. See How to use the HotDoc Appointment Calendar for more information.
How to select or edit appointment types
This section will display all appointment types that have been created. To ensure a patient is able to request an appointment with a practitioner, you will need to enable appointment types on their individual profile. Please see how to add, edit or remove these appointment types to learn more.
- To enable or disable an appointment type, select or deselect the checkbox next to the appointment type and press Save:
- To edit the appointment duration or terms and conditions click Edit next to the appointment type. You can then select a duration from the drop down menu and type in your terms and conditions then press Save.
- If the appointment type accepts payment via HotDoc, you can adjust a practitioner's individual payment amount by typing or clicking the arrows, as well as select any custom Telehealth Patient Eligibility settings then press Save. This is particularly handy if you accept different payment amounts per practitioner.
- Lastly, if you wish to limit or restrict the practitioner's appointments to specific dates or times, please see How to customise your practitioner's sessions
Helix
|
In this article |
How to add a new practitioner
| If you are looking to add a practitioner beyond your Per Practitioner subscription, please fill in some details using this form link. |
- Log in to your HotDoc Dashboard.
- Select Bookings from the left hand side, Practitioner Setup then New Practitioner from the top right hand side.
- Enter the practitioner's name in the field and select Create. Please note: This is what will show to patients on your booking page.
-
From here, you can edit the following fields:
- Display Name
- Image - Click here for further details
- Professional Statement
- Gender
- Profession/Qualifications/Education
- Languages Spoken
- Areas of Interest
- Use the 'Link to Helix' drop down menu to connect the profile to the corresponding practitioner in your practice management software. Please see How to link or unlink a Practitioner for further details.
If a practitioner is not linked, they will not appear on your booking page 
- Tick Visible for Online Bookings to make the practitioner available for online bookings and press Save.
How to edit an existing practitioner profile
-
Log in to your HotDoc Dashboard and navigate to Bookings > Practitioner Setup
- To edit an existing profile, select Edit next to the practitioner of your choice. You can filter by branch or name and toggle between the All, Visible, Non Visible or Archived filter, then select Edit the edit practitioner of your choice.
- You can then edit any of the following fields:
- Display Name
- Image - Click here for further details
- Link to practice management software - Click here for further details
- Professional Statement
- Gender
- Profession/Qualifications/Education
- Languages Spoken
- Areas of Interest
From here, to edit the online bookings settings or to edit and customise the appointment types settings for this practitioner, please see the following sections below.
Online Bookings Settings
To enable or disable any of the following online booking settings, simply select or deselect the check box for any of the following options and press Save:
- Visible for online bookings.
- Tell any patients to call the practice: Selecting this renders the practitioner 'call to book' only. This allows for you to advertise a practitioner that does not want to accept online bookings.
- Accept Online Bookings for new patients: Selecting this allows new patients to book with this practitioner. Deselecting this will prompt another checkbox that allows you to confirm if you would like new patients to call the practice or not (see below):
- Tell new patients to call the practice: Select this if you want new patients to call. Deselect this if the practitioner does not take on new patients at all. See How can I prevent new patients from calling the practice? to see what this looks like.
- Allow patients to book with the practitioner on the same day as other practitioners: Selecting this will allow patients to book appointments with other practitioners on the same day as this practitioner. For example, this would allow a patient to book for a standard consult with Dr X, and a physio appointment with Practitioner Y on the same day.
- Set how close to an appointment time a patient can make a booking. To do this, enter the time in the box next to Patients can book an appointment online.
- Set how close to an appointment time a patient can cancel for this practitioner. To do this, enter the time in the box next to Patients can only cancel an appointment online if it is.
How to select or edit appointment types
This section will display all appointment types that have been created. To ensure a patient is able to request an appointment with a practitioner, you will need to enable appointment types on their individual profile. Please see how to add, edit or remove these appointment types to learn more.
- To enable or disable an appointment type, select or deselect the checkbox next to the appointment type and press Save.
- To edit the appointment duration, terms and conditions click Edit next to the appointment type.
- You can select a duration from the drop down menu
- Type your terms and conditions
- If the appointment type accepts payment via HotDoc, you can adjust a practitioner's individual payment amount by typing or clicking the arrows.
- Lastly, if you wish to limit or restrict the practitioner's appointments to specific dates or times, please see How to customise your practitioner's sessions
Cliniko
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In this article |
How to add a new practitioner
- In the HotDoc Dashboard, go to Bookings > Practitioner Setup then select + New Practitioner
- In Display Name type the name of the practitioner then select Create. This is how it will appear on your HotDoc Bookings page:
- Complete each of the fields in the Practitioner Profile section.
Please note: For a guided tour and description of each field, you can select the green "Take full guide again"
- In the Link to Cliniko field, ensure you have linked your HotDoc practitioner profile to your corresponding practitioner in Cliniko.
If a practitioner is not linked, they will not appear on your HotDoc bookings page. if you are having trouble linking a practitioner please see Why can't I link a Practitioner in the Dashboard? 
- In the Online Bookings Settings, adjust the settings as required and check the box next to Visible for Online Bookings so they appear on your bookings page:
- In the Appointment Types for [practitioner], check the box next to each appointment type you would like to offer online for the practitioner.
Note: To edit the appointment duration or terms and conditions specifically for this practitioner, select Edit and follow the prompts. 
- Lastly, set all changes by selecting the green Save button.
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For more helpful information on practitioner profiles, appointment types and common questions please see the articles below:
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How to edit an existing practitioner
- In the HotDoc Dashboard, go to Bookings > Practitioner Setup then select Edit next to the practitioners name
- The Practice Profile section will allow you to edit the information shown on the practitioners booking profile.
- The Online Bookings Settings will allow you to enable/disable this practitioner from being visible for online bookings and adjust their other specific settings.
- The Appointment Types for [practitioner] section allows you to select or de-select any appointment types for this practitioner. You can edit the appointment duration and add specific terms and conditions for this practitioner by selecting Edit and follow the prompts.
- Lastly, set all changes by selecting the green Save button.
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For more helpful information on practitioner profiles, appointment types and common questions please see the articles below:
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