Question

How do I communicate with my patients to inform them we are moving from Bulk Billing to Mixed Billing?

Solution

HotDoc has many options for adding extra communication, so that you can share any changes to the clinic with your patients and avoid any confusion or disappointment. 

These options are:

• Update Billing Information on your Practice Profile

• Create an Alert Message on your Bookings Page

• Add an alert message and/or terms and conditions to appear when appointment types are selected - Practice wide 
• Add terms and conditions to appear when appointment types are selected - per practitioner  
• Add a custom message to your appointment reminder link
• Consider activating HotDoc Payments 
• Consider activating HotDoc Inform Promotions
• Website optimisation
  

Update Billing Information on your Practice Profile

Your Billing Information will be displayed at the bottom of your Bookings page:



You can update this information in the HotDoc Dashboard via Setup > Practice Profile.

For more information, see: How to edit your Practice Profile information

Create an Alert Message on your Bookings Page

You can create a customised alert message to appear on your Bookings Page, as shown below:

1. Log into your HotDoc Dashboard.
   
   
2. Navigate to Setup > Practice Profile:
   
   
   
   
3. Scroll down to the Alert Message section and enter your message regarding the changes to your billing policy
   
   
   
   

4. Click the green Save button:
   
   
   
   

5. The message will now appear at the top of your online bookings page and widget. 
   

Add an alert message and/or terms and conditions to appear when appointment types are selected - Practice wide 

You can also add alert messages and/or terms and conditions to specific appointment types, so when a patient selects their appointment type they'll be met with an alert regarding your billing changes for the whole practice.

1. Log in to your HotDoc Dashboard. 
   
   
2. Select Bookings > Appointment Types and then select Edit on any appointment type you wish to add a message to:
   
   
3. Select the checkbox next to Add a message to appear as soon as this appointment type is selected, type the message below and select Save:
   
   
   
   
4. If you would also like to add in any terms and conditions for the appointment, scroll down to the Templates for Practitioner Setup and type your message.
   
   
   
5. Press the green Save button to save your messages. They will be effective immediately.
   
   

Add terms and conditions to appear when appointment types are selected - per practitioner  

You might like to add an alert message and/or terms and conditions to appear when an appointment type is selected, per practitioner. This is particularly useful if some of your practitioners offer a different type of billing to the rest of the practitioners at the clinic.

1. Log in to your HotDoc Dashboard. 
   
   

2. Go to Bookings > Practitioner Setup and click Edit next to the practitioner you would like to add the message for:
   
   
   
3. Scroll to the Appointments Types for practitioner section and select Edit next to the appointment types you'd like to add a message to:
   
   
   
4. In the Terms and Conditions box, enter your desired message and press Save.

Add a custom message to your appointment reminder link

1. Log in to your HotDoc Dashboard. 
   
   
2. Navigate to Reminders > Settings
   
   
3. Update the Add custom message field with your billing information and Save.
   
   
   
   

Consider activating HotDoc Payments

HotDoc Payments allows you to pre-authorise appointment fees prior to the patients appointment. This provides the patient with a clear indication of how much the appointment will cost with your changes to billing, while also allowing your team to process the payment easily in the HotDoc Dashboard. 

For further information: Getting started with payments

Consider activating HotDoc Inform Promotions 

HotDoc Inform Promotions is a practice-centric marketing tool that allows you to promote your practice’s services at a time when health is foremost in your patients' minds.

You can choose for patients to see your promotional messages after making an online booking, when confirming an appointment from their appointment reminder, after checking-in or after submitting an online form.  

It helps provide better awareness of the services at your practice. 

For further information: How to activate or deactivate a HotDoc Inform Promotion

Website optimisation

Ensure your website has a page outlining your Billing Policy and your clinics appointment fees. You can link your web page in any of the above messages! 

For further information and instructions: How do I make a URL link clickable for patients?