Online booking
Let patients book themselves, and manage what arrives.
Patients can book without calling, either from a public booking page, from a specific doctor's page, or from a booking form embedded in your own website. Everything that arrives lands in Online Bookings, where it can be reviewed against the agenda.
What you can do here
- Publish a public booking page for the clinic
- Publish a page per doctor
- Embed a booking form in your own website
- Review incoming bookings with status counts
- Filter bookings by date range and status
- Have patient records created automatically from bookings
The public booking page
The booking flow is deliberately short, because every extra step loses bookings. The patient chooses what they need, picks a location, chooses a doctor and a free slot, and confirms with their contact details.
- Free consultations are presented as such, which is what most first-time enquiries are looking for
- Locations are selectable when the clinic operates from more than one site
- Only genuinely free slots are shown, taken from doctor availability and the live agenda
- The patient sees an immediate confirmation on screen after booking
Details the patient must provide
A booking cannot be confirmed without enough information to send a bill, because a missed first appointment is otherwise unbillable.
- Anything already on the patient's record is not asked for again — a returning patient reached by a personal booking link sees only the gaps
- The form explains why the details are needed, rather than presenting unexplained mandatory fields
- Details a patient supplies are written to the blank fields on their record, and never overwrite a value the clinic has already corrected
| Detail | Why it is required |
|---|---|
| Name and email | Identifies the patient and carries the confirmation. |
| Mobile number | Appointment reminders go out by WhatsApp first, then email. |
| Date of birth | Identifies the patient on the invoice and in the medical record. |
| Street and number, postal code, town | A postal address, so a missed appointment can be invoiced. |
Note
Appointments taken by the AI phone agent are the exception: a postal address cannot reliably be collected by voice, so the booking goes ahead, the appointment is tagged as having details pending, and a task is opened for reception to collect them before the visit.
Per-doctor booking pages
Each bookable doctor has their own page, which is useful for a doctor's personal profile, a referral link or a targeted campaign.
- 1
Make sure the doctor is configured
Working hours must exist in Settings › Doctor Scheduling.
- 2
Share the doctor's booking link
Use it in email signatures, on the doctor's own profile page or in campaign material.
- 3
Bookings arrive in the same place
They appear in Online Bookings and in the agenda like any other booking.
Embedding booking in your website
A booking form and a contact form can be embedded as an iframe in your own site, with a snippet that resizes the frame to fit its content.
- 1
Open Lead Import › Embed Forms
The embed addresses for the contact form and the booking form are listed there.
- 2
Copy the snippet
It includes the small script that adjusts the iframe height as the form grows.
- 3
Paste it into your page
Anywhere in the body where the form should appear.
Note
Embedded pages are restricted to approved website domains for security. Ask your administrator to add a new domain before embedding on it.
Managing what arrives
The Online Bookings screen counts bookings by status and lets you narrow the list down.
- Totals for each status are shown at the top of the page
- Filter by date range, including today and all time
- Filter by a single status to work through a queue
- Each row shows the patient's name, email and phone plus the requested time and location
| Status | Meaning |
|---|---|
| Scheduled | Booked by the patient and awaiting the appointment. |
| Confirmed | Confirmed by the clinic. |
| Completed | The appointment took place. |
| Cancelled | Cancelled by the patient or the clinic. |
What happens after a patient books
- A patient record is created if the person is new, or matched if they already exist
- Any blank field on a matched record is completed from what the patient just entered
- The appointment appears in the agenda for the chosen doctor
- A booking confirmation is sent to the patient
- A reminder is scheduled for the day before
Tip
Check Online Bookings at the start of the day. Self-booked patients sometimes choose a slot that is technically free but clinically wrong, and it is easier to move it early.
Note
Online Bookings flags upcoming appointments whose patient is still missing a phone number, date of birth or address, and the agenda marks them with a warning. Both are read-only prompts to chase the patient before the visit.
Related pages
Last updated September 2025. Screens may differ slightly depending on your plan and role.