Webinar 2: Calendar & Online Booking

Luminello University

Learn how to manage your calendar and online booking with ease.

Transcript of the webinar

Melissa: Thank you everyone so much for joining the Calendar and Online Booking Webinar. Welcome! My name is Melissa, and I will be today’s facilitator. Feel free to type in any questions or concerns that come up in the Q&A chat section. Cynthia has joined us today as a panelist. So, she will be available to answer any concerns that come up. At the end of the webinar we will also be addressing some questions. All right, let’s get started. 

Our Goal:

So, our main goal for this webinar is to show you how to manage your calendar and online booking features quickly and efficiently. Here we have an overview of what we will be reviewing throughout this webinar. We’ll get started with:

  1. How to book, cancel, and reschedule appointments. 
  2. How to set up online booking. 
  3. How to link notes and billing transactions to calendar events.
  4. How to print your appointment schedule. 
How to book an Appointment?

So, let’s get started on how to book an appointment in Luminello. To book an appointment in Luminello, you can click on the “calendar tab” which is located in your left menu. This is built to function just like Google calendar. Meaning that all you have to do is click anywhere on the calendar and that’s how you begin to create an appointment. So, after you have clicked on a “date and time” you will be prompted to this screen “calendar events” to add all the necessary information for this appointment, such as the patient’s name, will this be a patient appointment or a non-appointment like a lunch break for example. Once you’re ready, click on the orange “create event” button and the appointment will be created in your calendar. 

If booked this way, the system will use your calendar default for reminders and others. If you want to edit an event, you will see much more options such as whether you would like to send a confirmation reminder email to the patient and family members and how long before the appointment would this reminder be set. You can also set it so that an auto reminder is sent to you sometime before the appointment. Here, you can display a comment along with the appointment in the patient’s portal. You can do so by writing a comment here and clicking on the “display in portal” box. Once you’re done setting up your appointment details you can click on “submit” to create your event in your calendar. 

How to Cancel an Appointment:

If you create an appointment and need to cancel it later in the future it’s very easy to do so in Luminello. All you have to do is click on the event that you would like to cancel and click on “cancel.” You will be prompted to a confirmation screen for you to confirm that you want to cancel this appointment. Click on “yes, cancel” and the appointment will be cancelled. And now if you would like to notify your patient of this cancellation, you would click on “cancel and notify” instead. On the confirmation screen, you would click on, “yes, cancel.” The appointment will be cancelled and a cancelation email will be sent to the patient. 

How to Reschedule an Appointment: 

Now, let’s review how to reschedule an appointment. So, from your “calendar tab” go to the appointment that you would like to reschedule and click on the orange “edit” button. You will be prompted to another screen. Here you can edit the appointment details such as the appointment type, date, time and length. You can even change the patient’s name here. If you booked this appointment for this patient but later realized you meant to book this appointment for a different patient, you can edit the event and change the patient’s name. Scrolling down you will see more options. You can check or uncheck the appointment confirmation in reminder emails that are sent to the patient and yourself. Here you can also edit the notes that you would like displayed in the portal if applicable. Once you’re done, to save your changes click on “submit” and your changes would be saved and you will be taken back to your calendar screen. 

How to Setup Online Booking: 

All right, our next topic is how to setup online booking in Luminello. Setting up online booking would allow your patients to book appointments on their own if you have enabled them the permission to do so on your end. Here you can also setup your appointment times, duration, and other settings that we will be reviewing together. To get to the online booking section in Luminello you can click on “online booking.” This is located in your “calendar tab.” To enable online booking you can go where it says “allow online booking” and turn that feature “on.” To disable it you can turn it “off.”  The allow reschedule and cancellation setting would enable your patients to reschedule or cancel an online appointment. You can enable to disable this setting according to your preferences. 

The “notify me when an online appointment is booked” setting is enable the system to send you a notification when a patient books an appointment on their end. This option, “notify me when an online appointment is cancelled or rescheduled is to enable the system to send you a notification when a patient cancels or reschedules an appointment. This setting can be enabled only if you allow reschedules and cancellations for online appointments. 

So, the “allow online reschedule and cancellation” needs to be turned “on” in order for you to enable this option “notify me when an online appointment is cancelled or rescheduled.” Scrolling down we have cut-off settings. This means that no appointments will be offered even if they are available until the amount of time in the future that you’ve set in the “settings page” has been met. For example, if your patient logs in on a Monday and the cut-off time is set to two days, they will not see any appointments available until Wednesday at the earliest, even if you do have appointments available. The “how far out” setting indicates how far in the future your schedule can be booked. One year means that patients will see any openings for the end year. If that’s too far out you can change it to 30 days or lower. It really depends on what type of practice you have and how much flexibility you have for your patients to have over your calendar. 

Scrolling down, you will find more online booking settings. These settings are appointment types. Here you can create as many appointment types as you would like and customize it by adding a title and a timeframe. Basically, these appointment types are what your patients would see when booking an online appointment on their end. All right, then we have “padding.” Padding is a timeframe added at the end of an appointment that is for note writing, bathroom breaks, and other activities. Patients do not see this on their end. However, padding does get added to the lengths for the total duration that Luminello uses to display available appointment types. 

For example, if a patient books an online consultation appointment they will see a length of 30 minutes. Keep in mind that the actual duration for this appointment would be 25 minutes and 5 minutes for padding. Here we have the cancellation policy. This is a message that will display to patients when booking, rescheduling, or cancelling an online appointment. Once you’re done setting up your online booking settings, click on the orange “save” button and that’s it. Your online booking settings will be saved. 

Online Booking Defaults: 

Online booking defaults. In this section we will review the different ways you can enable online booking for your patients. This can be done individually for each patient and practice wide for all your patients. So, to enable online booking practice wide, you can go to your “charts” menu and then click on “settings.” Here you can set the default settings for your charts practice wide. Scroll down to portal permission defaults for new charts and make sure that the online booking box is checked. 

If you wish to setup online booking for patients individually, you can go to the patient’s chart and then click on “profile” you scroll down to the portal permissions for this patient and click on “online booking” to enable it for this particular patient. Now, if you wish to enable online booking for a family member, you need to click on “family info” and then scroll down to portal permission and make sure that the online booking permission is set, and that’s it. Online booking will be enabled for this family member. 

One you have enabled online booking for a patient they can go to their “schedule tab” to book an online appointment. Click on the orange “book new appointment” button located to the right-hand side and the patient would be prompted to select the provider, location, and duration for their appointment. Then they would click on” show available times, the times that you have setup for online bookings in your calendar will display for the patient to choose their most convenient date and time, when done they would get a screen where they can confirm the appointment details and then click on “confirm and book” to schedule the appointment. 

The patient will get a confirmation message that the appointment has been scheduled and they can find the appointment by going to their “schedule tab.” If they want to authorize the clinicians name to show up in the appointment reminder that the patient will be receiving from Luminello. They can go to their “account tab” and from there click on the checkbox below “communication preferences” which says, “I consent to receive unencrypted notifications via email that reveal the providers identity. Once this box is checked your name will start showing up on the reminder emails, Luminello would send them for upcoming appointments. 

Reviewing the Calendar Settings: 

Let’s take a look at the calendar settings. In the calendar settings you can color code your appointments, name your calendars, set a default time for appointments, enable or disable appointment confirmation and reminder notification, among other settings. To get to your calendar settings screen, you can go to “calendar” and from there click on settings. In the nickname section, you can set a nickname for each of your calendars. The nickname would only show up on your end, meaning, that patients will not see this. The “display in calendar box” you would check this box if you would like to display this calendar in your own calendars. 

So, when you go to your “calendar tab” you would see the calendars that you have marked here as “display in calendar.” The display in portal section is for you check the calendars you would like displayed on the patient’s portal side. When they go to book an appointment these are the calendars that they would see. The name displayed in portals/online booking is where you would setup the names that you would like displayed for the calendars in your patient’s portal. So, when they go to book an appointment they would see these names displayed. And the “choose color” section you would be able to color code your appointments.

So, when an appointment is booked under a particular calendar it would be easy for you to recognize them by its chosen color. All right, so once you’re done editing your calendar settings click on the “save” button to save the settings. If you scroll down you will see more calendar settings. Here under “send appointment confirmation and auto reminders” you will be able to enable or disable these confirmations and reminders. In “appointment duration” you can select a default duration for future appointments. “Display calendar in time increments” you would select the amount if it’s either every five minutes or every 30 minutes. There’s more time increments. There’s one hour, one hour and fifteen minutes, this can be determined by you. And how many increments you would like your calendar to display the times. 

All right, “show daily calendar time range.” This is for you to set the time that you would like displayed in your calendar every day. So, if your business hours are from 8:00 AM to 6:00 PM, you would select it here so it would display only from 8:00 AM to 6:00 PM every day. If you would like to display an appointment comment in your patient’s portal you would check this box “display appointment comments in portal.” The comment would be read while the appointment is being scheduled. You check this box so that whenever you go to book an appointment you would have the comment box for you to display comments for this appointment. Then, we have the “lock days of week at top of screen” this is pretty much self explanatory. It would lock the days of the week at the top of your calendar screen. So that you will always know the day that you’re working on while scheduling events in your calendar. Once you’re done setting up your calendar settings click on “save” and that’s it. 

How to Link Notes and Billing Transactions to Calendar Appointments: 

Our next topic is how to link notes and billing transactions to calendar events. This can be done with new and existing notes and billing transactions. You can link a new note to an appointment by going to the patient’s chart and entries and clicking on “compose note” under entries. Then you can click on the link to an appointment section and select the appointment that you would like to link the note to. If you click “clone notes” from the calendar or dashboard you will see that the note is pre-linked. And just in case you didn’t link an appointment while you were writing the note you can go back to the chart dashboard and link an existing note to a calendar appointment. To do this, you can go to the patient’s chart entry and click on the drop down next to the note that you would like to link and click on “link to appointment.” 

You will be prompted to select an appointment date and time to link this note to. Keep in mind that the appointment displayed here are appointments scheduled for this particular patient. Once you have selected the appointment click on the orange “link” button and this note will be linked to this appointment. You will notice a check mark is added to the appointment this means that the appointment is successfully linked to a note. All right, if you have linked a note by date when writing it, you’ll also link the billing. However, in the event that didn’t happen, to link an existing billing transaction to a calendar appointment, you can go to the patient’s chart and from there click on the “billing tab.” Here you would click on the drop down next to the billing transaction that you would like to link to appointment and select “edit” from the drop down. 

You would be prompted to edit this billing transaction. From here you can choose the appointment that you would like linked to this billing transaction. Once you have selected an appointment click on “update” and that’s it your billing transaction will be successfully linked to the appointment selected. You can confirm that your billing transaction has been successfully linked to this appointment by going to the “calendar events” you will notice a dollar sign next to the appointment. So, to link a new billing transaction to an existing appointment, you will do so while creating the billing transaction. Under the “link to appointment” drop down select an existing appointment and then click on add a transaction and that’s it. Your billing transaction will then be added and linked to the appointment selected. 

How to Print your Appointment Schedule: 

Let’s review now how to print your appointment schedule. In your calendar section click on “list view” a print button will appear this is available only from list view. So, once you click on calendar go to the “list view” tab and you will be able to see a “print” button. Once you click print you will prompted to select either a printer or save this appointment schedule as a PDF, and that’s it. All right, we have arrived at the question section. We will be taking a look at the Q&A chat section to see if there are any questions. However, if you don’t have any questions as of right now it’s totally okay. I will be sending you this recording to your email. You can review it later on and if any questions come up you can send us an email. Our support email is: [email protected]. Again that email is: [email protected]. All right, I don’t see any questions in the Q&A chat section. Oh, I see one, hold on. “Can patients see our calendars if we select view in portal?” Oh, Cynthia is typing in an answer. Okay, great, Cynthia will be answering that. Thank you so much Cynthia. If you have any other questions feel free to type them in now. If not, you can always send us an email later on. Let’s wait just one second for Cynthia to reply. Great answer Cynthia, thank you so much. All right, I don’t see any more questions. Feel free to send us an email, again if any questions come up in the future. That being said, I want to thank everyone for joining. It was certainly a pleasure conducting the webinar and I hope that you guys liked it. Thank you for your time and enjoy the rest of your day. Bye.

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