When using HotDoc to facilitate online bookings for Helix, we will instantly insert the appointment request into the appointment book as soon as the patient has confirmed their appointment selection.
How the patient identifies themselves during their booking request journey will influence how this may look in your Helix appointment book.
This guide will take you through how to best manage different appointment requests made using HotDoc.
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Patient books as a new patient
| If a patient selects that they have not been to your practice prior to making their booking request, HotDoc will classify them as a 'new patient'. |
Once the patient has confirmed their appointment request, we will send through the request and try to find a patient in your database which matches the full name, DOB and gender on their HotDoc account.
- If we find an existing patient record that matches the account details, we will enter that record into your appointment book
- If we cannot find a matching record, HotDoc assumes that they are 'new' and will enter the appointment into your book as a 'provisional' patient record. You will then need to manually verify this patient record.
Patient books as an existing patient
| If a patient selects that they have been to your practice prior to making their booking request, HotDoc will classify them as an 'existing patient'. |
Once the patient has confirmed their appointment request, we will send through the request and try to find a patient in your database which matches the full name, DOB and gender on their HotDoc account.
- If we find an existing patient record that matches the patients HotDoc account details, we will enter that record into your appointment book
- If we cannot find a matching record, HotDoc assumes that they are 'new' and will enter the appointment into your book as a 'provisional' patient record. You will then need to manually verify this patient record.
Patient books but there are multiple patient records
Once the patient has confirmed their appointment request, we will send through the request and try to find a patient in your database which matches the full name, DOB and gender on their HotDoc account.
- If we find multiple matches, HotDoc will pick the patient with the most recent appointment history
- If no matches have a recent appointment history, we will choose the one most recently created