Configuring your HotDoc Dashboard

1. Set up your clinic users

A clinic user will be created for you as part of the on-boarding process. If you are wanting to grant other users in the practice access to the HotDoc system, then you will need to invite them from the Dashboard.

In the Dashboard, click on the Setup drop-down on the left and select User Accounts.

Click on  in the top-right to invite someone. In the box that appears, enter in the email address for the new user and choose what they can have access to: Dashboard and Sidebar, or Sidebar only.

The Sidebar is for processing patient appointments, and the Dashboard is for setting up your preferences. If you only want a user to have access to patient appointments, then the Sidebar Only option may be more appropriate.

After you have chosen your settings, select the  button. You will need to press this again once you have verified the details.

An invite will then be sent to that user's email address where they can enter their details, create a unique password then click the  button.

For more information on how to create new Clinic Users, please see HotDoc's Knowledgebase article.

2. Set up your practice profile

Your practice profile is what patients will see when they book in for appointments with you. In the dashboard, click on the Setup drop-down on the left and select Practice Profile.

Fill out your practice details in this window then press  to save this information.

Important fields to fill out include:

• Practice Name;
• Phone number;
• Website (if applicable);
• Opening Hours;
• Practice Location; and
• Billing Information,

For more information on how to edit your practice profile please see HotDoc's Knowledgebase article.

3. Set up your appointment types

While you have your appointments configured in Genie, you will need to also set up different appointment types in your HotDoc Dashboard. Click on Appointment Types within the Bookings section of your dashboard. 

To add a new appointment type, click on the  in the top-right of the Dashboard. Within this window, you can add details specific to your particular appointment type.

Follow through the below steps to set up your appointment types, including:

1. Asking for patient referrals;
2. Setting up appointment durations;
3. Linking your appointment types; and
4. Limit available online times to your Genie appointment schedules.

3A. Ask for patient referrals

If you are wanting to ensure that your patients have a valid referral, check the Referrals checkbox within the Edit Appointment Type window.

Once this has been ticked, select the Yes or No radio button depending on your preference and add in details into the field below.

Once you have set this preference up, a patient will see the below window when attempting to book an appointment at the clinic through HotDoc.

3B. Set up appointment durations

To ensure that appointments are booked correctly, it's important that the appointment duration in this window matches the appointment duration in your Genie Appointment Book.

In the example above, we have allowed both existing and new patients to book a specific appointment type. The default appointment length can be adjusted to suit your practice, however, if you have 10 minute appointment slots in Genie, then it is best to stick to that multiplier  (i.e. 10min, 20min, etc.) when adding appointment types in your HotDoc settings.

3C. Link your appointment types

You must ensure that you link the appointment type in your HotDoc dashboard to the appointment type in Genie as shown below.

In the below case, we have created a new appointment type and linked it to our Online Appointments type in Genie.

For more information on how to add, edit or remove appointment types in the Dashboard, please see HotDoc's Knowledgebase article.

3D. Limit available online times to your Genie appointment schedules

If you wish to limit the times that are shown online to specific Genie Appointment Schedules that are already set up in your Appointment Book, you will need to complete the Custom Schedules option.

In the example above, the appointment type is set to only show available times online that are within the clinic's Online Appointments appointment schedule.

You can select more than one Genie appointment type by clicking on the drop-down menu.

4. Set up your practitioners

You can also set up your practitioners and customise how they are viewable from the HotDoc website/app by clicking on Practitioner Setup. This option is available within the Setup and the Bookings drop-down in the Dashboard.

To add a new practitioner for online appointments, click on  in the top-right of the Dashboard.

Enter in the name you wish to display to patients then click Create.

You must ensure that your practitioner is linked to the correct doctor within your Genie software.

Within this window, you can add details specific to your practitioner that patients will see when attempting to book an online appointment at your practice. For more information on how to set up your practitioners please see HotDoc's Knowledgebase article.

5. View your bookings page

If you want to see what your practice looks like from a patient's perspective on the HotDoc website, you can click on the  button at the top of the Dashboard.

If you have a HotDoc account, you can try booking yourself as a patient through this bookings page, then watch it sync back into your Genie Appointment Book.