Scheduling and online booking
Klinikbook keeps the calendars of your practitioners, rooms and devices on one screen, location by location, and the database itself prevents double bookings. Patients book on your online booking page or a widget on your website and get e-mail reminders with a confirm link.
A diary, a shared calendar and the phone
Many clinics still keep appointments in a paper diary, a shared Google calendar or a spreadsheet on the front desk screen. Two patients end up in the same slot, someone is booked with a doctor who is on leave, and nobody notices the laser is already in use until the last minute. Patients who want an appointment have to ring during opening hours.
Booking is not the end of it either. Someone sends reminder messages by hand, nobody notes who failed to turn up, and the appointment has no link to the patient's case.
In Klinikbook the calendar sits next to your patient cases. Appointments respect the location's opening hours and the availability of the practitioner, room and device; patients can book themselves, they are reminded by e-mail, and the appointment moves the case to its next stage.
What the calendar does
- Locations and opening hoursEach location has its own address, time zone and opening hours, including breaks such as lunch. Bank holidays and closures go in ahead of time.
- Practitioners, rooms and devicesAdd practitioners, rooms and devices as resources, each with its own working hours, leave and locations. Practitioners also carry their registered title, speciality and languages.
- Appointment typesSet a duration, free time before and after, the location and the resources each type needs. Groups such as “one of these doctors” give the slot to whoever is free first.
- No double bookingA practitioner, room or device can never hold two overlapping appointments, and it is the database that enforces this, not just the screen. If two people try to take the same slot at once, only one gets it.
- E-mail remindersUp to three reminders per appointment, at times you choose between 2 hours and 7 days before, in the patient's language. The link in each e-mail lets the patient confirm, or cancel up to the cut-off you set.
- A personal calendar feedEach practitioner can add their appointments to Google, Apple or Outlook calendar through a one-way iCalendar feed. The feed never shows the patient's name, only the type, place, time and status.
Opening your booking page
- 01
Set up the location and resources
For clinics, hospitals and private practices, a new workspace already has a location, you as a practitioner and a 30-minute consultation type. Add your other practitioners, rooms and devices.
- 02
Define appointment types
Choose durations, buffers and the resources needed, then decide which types the booking page offers and whether they are confirmed instantly or wait for your approval.
- 03
Open the page
Under Settings → Booking page, set the minimum notice, how far ahead people can book, the reminder times and the online cancellation cut-off. Share the link or add the widget code to your site.
- 04
Bookings land in the calendar
When a patient books, the people who run the calendar are notified, and the booking can open a new case if you want. An appointment on a case moves it to booked, and the patient's arrival to arrived.
What Klinikbook does not do
- There is no two-way sync with Google or Outlook. The calendar feed runs one way, from Klinikbook to your calendar; events you create there do not come back.
- It does not send SMS or WhatsApp reminders; reminders go by e-mail.
- There is no waiting list and no call-centre integration.
- The booking page shows no prices, reviews or ratings, and it is kept out of search engines.
Frequently asked questions
Can patients cancel their own appointments?
Yes, if you allow it. Turn on online cancellation and set how many hours before the appointment it closes; the patient cancels through the link in their e-mail and the calendar team is notified.
Does it work with Google Calendar?
Each practitioner can subscribe to their appointments in Google, Apple or Outlook calendar through a private address. The feed is one-way, so events created in Google Calendar do not appear in Klinikbook.
Can we run several locations in one calendar?
Yes. Each location has its own hours and time zone, and you filter the calendar by location. How many locations you can add depends on your plan.
Does the booking page show prices?
No. It shows only your clinic's name, your locations, the appointment types with their durations and your practitioners with their title and speciality.
Can reminders go by SMS?
No. Reminders go by e-mail in the patient's language, and patients without an e-mail address on record are not reminded.
Can I keep track of no-shows?
Marking an appointment as a no-show adds to the count on the patient's record and frees the slot again. Reports also show the number of no-shows.
Related reading
- ProductPatient portalKlinikbook's patient portal is where your patient finds everything about their treatment with you: they fill in the medical intake, compare and accept quotes, see the payment schedule and upload receipts, and confirm appointments. No app to install; they sign in with an e-mail code.
- ProductPatient and case pipelineIn Klinikbook every enquiry becomes a case with an owner and a stage, and each step from the first message to the quote, appointment, treatment and aftercare sits on one timeline. Assignment rules route new cases to the right coordinator, and slow replies raise a warning.
- GuidesHow to reduce patient no-showsYou reduce no-shows by making an appointment easy to confirm and just as easy to cancel: book it as soon as you can, send one or two reminders that ask for an answer, offer freed slots to someone else straight away, and keep a record of who missed and why.
- GlossaryOnline booking pageAn online booking page is a web page where patients see a clinic's free times and book an appointment themselves, or leave a booking request, without having to phone.
- GlossaryNo-showA no-show is a patient who misses an appointment without cancelling or letting the clinic know. The empty slot is lost income and time that could have gone to another patient.
Try Klinikbook with your own team
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