Updating operating hours

Specifying your operating hours means clients won't be able to book appointments with you when you're not available. Your AppointmentGuru account will have default operating hours added when your account is created (8 am-5 pm) but you may want to change this. For example, you might not want to take appointments on a Monday morning and instead use the time to prepare for the week.

Your operating hours shouldn't change week-to-week. If there are ad hoc time slots that you don't want to be booked by clients, you can block off that time through the appointment creation process.

Steps to complete:

Log into your AppointmentGuru account, click on Settings and then Spaces.
In the block for the space in which you want to change operating hours:
1. Scroll down to locations and expand the relevant location by clicking on it
2. In the block where it says "operating hours" expand the relevant practitioner and click the edit button to change operating hours
3. Should you want to add different hours for different days, click on Add hours on that particular day.

OPERATING-HOURS

Invoicing

Manage all invoice information for an appointment and create an invoice

The invoice details page lets you manage ICD-10 codes, pricing, discounts, line item descriptions, product sales and payment tracking - as well as creating an invoice

Creating an appointment for a child or dependant

Learn how to create appointments for dependants. They will be attached to the account of the main customer, but can be invoiced seperately

Generate a client history report

You can generate a client history report for any client. This will generate a print friendly report detailing their appointments, diagnosis codes (ICD-10 and tariff codes) and any notes that you have stored on their profile

How to password protect your invoices

With AppointmentGuru you can password protect your invoices. This will encrypt the pdf files that are sent via email as well as adding an additional layer of security to the invoice view webpage

Creating an invoice for a client who was treated by multiple practitioners

If you have a practice with multiple practitioners and a client sees more than one practitioner during your billing period, it is easy to create an ethical invoice that details all the client's appointments and which practitioners they were with

Adding ICD-10 codes to your appointments

You can easily add ICD-10 diagnosis codes to your appointments so that you can create invoices that the medical aids will accept

Add your invoicing settings

Invoice settings allow you to personalise your invoices

How does the SnapScan integration work?

Make it easier for your clients to pay you, use the SnapScan AppointmentGuru integration

Invoicing for appointments that have been paid in advance

This article will outline how you can keep track of a client's account in the case that they pay in advance for several appointments

Create an invoice from a single appointment

Quickly create an invoice from a single appointment. Useful if you want to quickly invoice a customer right after their appointment

Create an invoice from multiple appointments

Create an invoice from a number of appointments. Useful if you want to generate an invoice for a client after a period of time - e.g. if you want to invoice at month-end or on a weekly basis

Sending a statement

Create a statement showing a list of invoices

Automating ICD-10 and process coding

Save time with automatic ICD10 and process coding. Have AppointmentGuru add codes to new appointments based on the client, or the appointment type

Forms

Link your forms and map fields

For JotForm to send the form submissions to AppointmentGuru, you will need to link the form and optionally map certain fields from your form to corresponding fields on your client's profile

Create your form in JotForm

Some quick tips to help you get the most out of JotForm's capabilities. This article will make some suggestions to help you create your first forms

Install the JotForm Integration

Once you have created your form/s in JotForm, you will want to connect them with you AppointmentGuru account so that when a client submits a form, their form submission can be connected to their profile in AppointmentGuru (via magic 🦄)

JotForm Integration

An overview on how to set up your AppointmentGuru account to work with JotForm. You will learn how to create forms in JotForm, connect them to your client's AppointmentGuru profile and add the forms to your AppointmentGuru notificiations

How the JotForm integration works

A quick overview showing you how the JotForm integration works from your client filling out the forms online though AppointmentGuru connecting the form submission to their profile

Automation

Cloning (or duplicating) appointments

Clone an appointment to duplicate the appointment information to various new dates or clients

Forms

How the JotForm integration works

A quick overview showing you how the JotForm integration works from your client filling out the forms online though AppointmentGuru connecting the form submission to their profile

Invoicing

Creating an appointment for a child or dependant

Learn how to create appointments for dependants. They will be attached to the account of the main customer, but can be invoiced seperately

Appointments

How to reschedule an appointment

Appointments can be canceled or rescheduled easily

Make automatically repeating appointments

Quickly add repeating appointments and save time

Home visits or flexible appointment types

Use flexible appointment types for home visits or appointments where the location is not a fixed address

Online meeting appointment types

Use online meeting types to automatically manage your video calls with Zoom

Create your first appointment

Learn how to create an appointment in AppointmentGuru and understand some of the extra functionality built around appointments - such as notifications, appointment types and recurring appointments

How do I add an appointment?

It's quick and easy to add an appointment in your AppointmentGuru account

Automation

Cloning (or duplicating) appointments

Clone an appointment to duplicate the appointment information to various new dates or clients

Appointments

Block off time during your operating hours

You can block off time in your diary to make those slots unavailable for online bookings

Clients

Merging two clients - safely removing a duplicated client

Merge two clients together, porting all their appointments, invoices, notes and medical aid information

Online presence, social media and branding

What is the free website?

AppointmentGuru provides a free website to all AppointmentGuru clients

Appointments

Block off time during your operating hours

You can block off time in your diary to make those slots unavailable for online bookings

Integrations

Integrate AppointmentGuru with Physitrack

Physitrack is the world leader in remote patient engagement. Install the integration and access your Physitrack programs and data directly from AppointmentGuru

Appointments

Online meeting appointment types

Use online meeting types to automatically manage your video calls with Zoom

Integrations

Using Yoco with AppointmentGuru

Accept payment via Yoco!

Connect your Zoom account

Integrate your account with [Zoom Video Conferencing](https://zoom.us) to create and manage your Zoom calls right from AppointmentGuru

Forms

Create your form in JotForm

Some quick tips to help you get the most out of JotForm's capabilities. This article will make some suggestions to help you create your first forms

How the JotForm integration works

A quick overview showing you how the JotForm integration works from your client filling out the forms online though AppointmentGuru connecting the form submission to their profile

Integrations

Physitrack

Physitrack is the world leader in remote patient engagement. Install the integration and access your Physitrack programs and data directly from AppointmentGuru

Add online meeting information to your notifications

Automatically include your online meeting URLs in your AppointmentGuru notifications

Create a video call meeting with the Zoom integration

Seamlessly create Zoom meetings right from AppointmentGuru using our Zoom integration

Invoicing

Creating an invoice for a client who was treated by multiple practitioners

Configuring your account

How do I add the appointment types that I offer?

Add appointment types - show what you offer and specify the cost and length

Consolidate multiple locations into a single space

If you've created a number of different spaces, you might find that your account becomes a little difficult to manage. You might be able to simplify your setup by merging your spaces into a single space and then moving your locations to your new space.