Dental4Windows - HotDoc Calendar

How to add a new practitioner

1. Log in to your HotDoc Dashboard.
    
2. Select Bookings from the left-hand side, then Practitioner Setup, then New Practitioner from the top right-hand side.
   
   
    
3. Enter the practitioner's name and select Create. This is the name patients will see on your booking page.
   
   
    

4. 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

   
    

5. Tick Visible for Online Bookings to make the practitioner available for online bookings, then select Save.
   
   
    

How to edit an existing practitioner profile

1. Log in to your HotDoc Dashboard and go to Bookings > Practitioner Setup.
    
2. Select Edit next to the practitioner you want to update. To find them faster, filter by branch or name, or toggle between the All, Visible, Non Visible and Archived filters.
   
   
    

3. 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

   
    

To edit the online bookings settings, sessions or appointment type settings for this practitioner, see the sections below.

Online bookings settings

This section is where you make the practitioner visible for online bookings and set their schedule and sessions via Availability.



To enable or disable any of the following settings, select or deselect the checkbox next to it and select Save:

• Visible for online bookings.
   
• Tell all patients to call the practice: makes the practitioner 'call to book' only. Use this to advertise a practitioner who doesn't accept online bookings.
   
• Accept Online Bookings for new patients: allows new patients to book with this practitioner. Deselecting this shows another checkbox that lets you choose whether new patients should call the practice:
  • 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: allows patients to book with this practitioner and other practitioners on the same day. For example, a patient could book a dental check-up with Practitioner X and a cosmetic whitening appointment with Practitioner Y on the same day.
   
• To set how close to an appointment time a patient can book, enter the time in the box next to Patients can book an appointment online no less than.
   
• To set how close to an appointment time a patient can cancel, 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 entering their working schedule in this section. To enter or edit availability:

1. If you're setting availability for the first time, select Make Visible Online > Set Availability.
   
   
   
   If you're editing a practitioner who already has sessions set up, select Edit.
   
   
    
2. The Edit Availability window will appear.
   • To edit or delete an existing session, select the pencil icon (Edit) or the bin icon (Delete).
   • To add a new session, select Add Session.
     
     
      

3. Configure the following:

   • The day of the session
   • The start and end time of the session
   • The date the session starts (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, create two separate sessions. For example, if the practitioner works 9am–5pm with lunch from 12pm–1pm, create one session for 9am–12pm and another for 1pm–5pm.

   
    

4. Once you're happy with the session, select Confirm. Then either select Add Session to add another, or Save to save your changes.
    
5. To see an overview of all your practitioner's sessions, select Calendar in the Dashboard. See How to use the HotDoc Appointment Calendar for more information.

How to select or edit appointment types

This section displays all appointment types that have been created. For patients to book with a practitioner, you need to enable appointment types on that practitioner's profile. See how to add, edit or remove appointment types to learn more.

1. To enable or disable an appointment type, select or deselect the checkbox next to it and select Save.
   
   
    
2. To edit the appointment duration or terms and conditions, select Edit next to the appointment type. Select a duration from the drop-down menu, type your terms and conditions, then select Save.
   
   
    
3. If the appointment type accepts payment via HotDoc, you can adjust the practitioner's individual payment amount by typing or clicking the arrows, and select any custom Telehealth Patient Eligibility settings, then select Save. This is useful if you charge different amounts per practitioner.
   
   
    
4. To limit or restrict the practitioner's appointments to specific dates or times, see How to customise your practitioner's sessions.