Online booking: Basic workflow for clients
Clients can use Vello online booking to make an appointment with five easy steps.
Vello has two methods that a client can use to make an appointment in the Vello client portal:
- They can make an appointment request
- They can schedule an appointment directly in your PIMS calendar (direct booking)
Note: Before clients can make appointments in the client portal, a practice manager must:
- Select Online Booking in the Preferred Booking Method section of the Appointment Booking screen
- Configure a visit type to use direct booking or appointment requests
Workflow for appointment requests method
This table gives each step for the appointment request method and information about it:
| Step | Information |
|---|---|
| 1 | A client receives a medical service reminder from Vello. The reminder has a link that the client selects to open a page that they use to make an appointment request. Note: Links or buttons shown in medical service reminders expire 15 days from the date that Vello sent the reminder to a client. A link or button signs in a client during the first hour after the client first opens it. After the first hour, if a client is not signed in, they must enter their phone number or email address. Then, they must enter the code that Vello sends to get access to the applicable screen. Note: As an alternative, the client uses the Vello client portal to make an appointment request directly.
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| 2 | In the Book Appointment screen in the Vello client portal
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| 3 | The Requests tab of the Requests & Notifications screen shows an entry for the appointment request . You do a check of the request and make changes as necessary. For example, you can select a different staff member or set an appointment type. |
| 4 | You confirm the appointment request. As a result, Vello syncs the confirmed appointment to your PIMS calendar. |
| 5 | Vello sends an appointment confirmation message to the client. Then, Vello continues to send appointment reminders to the client. Each appointment reminder has a link or button that the client selects to show information about the appointment. Examples of the information include:
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Workflow for direct booking method
This table gives each step for the direct booking method and information about it:
| Step | Information |
|---|---|
| 1 | A client receives a medical service reminder from Vello. The reminder has a link that the client selects to open a page that they use to schedule an appointment directly in your PIMS calendar. Note: Links or buttons shown in medical service reminders expire 15 days from the date that Vello sent the reminder to a client. A link or button signs in a client during the first hour after the client first opens it. After the first hour, if a client is not signed in, they must enter their phone number or email address. Then, they must enter the code that Vello sends to get access to the applicable screen. Note: As an alternative, the client uses the Vello client portal to schedule an appointment directly.
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| 2 | In the Book Appointment screen in the Vello client portal:
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| 3 | The Notifications tab of the Requests & Notifications screen shows you a message to tell you that the client scheduled an appointment. |
| 4 | Vello syncs the confirmed appointment to your PIMS calendar. |
| 5 | Vello sends an appointment confirmation message to the client. Then, Vello continues to send appointment reminders to the client. Each appointment reminder has a link or button that the client selects to show information about the appointment. Examples of the information include:
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