Enable and Set Up Online Appointment Booking
If you subscribe to or switch to zHealth's Online Appointment Booking Portal, your Provider account includes the online appointment scheduling feature. Patients can easily schedule an appointment online that integrates directly with your scheduler. You can customize the settings and set the specific times and days for online appointment scheduling for each day of the week.
Note: zHealth Advanced Package includes everything in the Basic Package and also includes an appointment portal for online booking and patient intake and consent forms to be sent automatically via email. If you want to upgrade to zHealth Advanced, please contact your Customer Success Specialist or email us at support@zhealthehr.com or call 1-800-459-0302.
A. Watch Video Tutorial
B. Read Step-by-Step Instructions
1. How to Set-Up Online Appointment Booking
 Access your zHealth dashboard and hover the cursor over to your name on the top right corner. A drop-down menu will open. |
| 2. Click on the third option - Update Info - from the drop-down menu. |
| 3. In the Update Info window, browse through the options on the left side of the screen and click on the second option - Appointment Type. |
| 4. If you've already added appointment types for your facility, you can click the 'Edit' icon as shown here. A new pop-up window opens. If you haven't added the desired appointment type, click here to know how to set up new appointment types. |
| 5. On the 'Appointment Type' window, you can add/edit the following things: a. Appointment Fee b. Appointment Duration c. Appointment Code d. Patient Type e. Service Category* from the dropdown menu. f. Select the Appointment Display Color *Note 1: If the desired Service Category is not available in the dropdown menu, you can click the '+' icon and add your desired Service Category. Note 2: Once a "Category" is created, you cannot delete/remove it from the system. |
| 6a. Next, you can enter the Online Slot Duration. It is the duration between two appointment start times for online booking. The online slot duration overrides your calendar slot duration (if entered) so each online appointment can be spread out throughout the day to make it easier for you to manage all online appointments. For example, you may have 15 minute slot durations for your calendar. However, you may want your New Patient Appointments to only be booked on hourly basis. In this case, you would enter 60 minutes in the Online Slot Duration box. So your patients won't be able to see 8:00am, 8:15am, 8:30am, 8:45am slots in the Online Appointment Portal. In fact, they would only see and be able to book 8am, 9am, 10am, etc. time slots.  You can even set Minimum Appointment Window (in minutes)* and hours** for the Online Appointment Portal. To update these two details, click Update Info > Facility > Facility Details.b. Once you update online slot duration, click the " Update" button to save the changes. *Minimum Appointment Window (In Minutes): This allows a buffer for online appointments (in minutes) so patients cannot book online appointments within a certain time frame. 30 minutes won’t allow for anyone to book an appointment in the next 30 minutes regardless of open time slots before then. 720 minutes would not allow for more than 12 hours regardless of open time slots before then. **Hours: This is where you put in business hours for the Online Appointment Portal. |
| 7. To enable online scheduling for each provider, you will have to go to the 'Provider' tab under Update Info. |
| 8. Click 'Business Hours' under the Provider section. Select the Provider Name who wants to offer online appointments from the dropdown menu as shown here. |
| 9. You will see the 'Appointment Types Mapped to the Provider.' Find the appointment type for which the provider is offering online booking. Click on the 'Edit' icon. A new pop-up window opens. |
| 10a. Click the checkbox in front of the option - 'Is Online'. 9b. Click 'Update.' Note: If you want to remove any online appointment type, you must make sure they are "unclicked" from being online from each provider. |
| 11. Now you will see the Appointment Types that are available online for booking. To set custom business hours, click 'Add Online Appointment Hour'. |
| 12. To set custom online appointment booking hours for a day, click the checkbox in front of the name of the day. Select a start time and end time for that day. Continue to set online appointment booking hours for each day of the week, as applicable. If you want to provide additional sessions for online appointment booking, select the start and end times and click the '+' icon to add the additional session on a given day. Click 'Update' when all online appointment booking hours have been added. Note: The setting of specific hours for online appointments is optional. The default will be the hours of the regular business hours of the provider. |
Important Notice: We have redesigned the user interface of our Online Appointment Portal. If you're using the old interface, you can switch to the new interface to provide a better and more seamless booking experience to your patients. Reach out to support@zhealthehr.com or call 1-800-459-0302.
2. What Fields from zHealth Populate in Your Online Appointment Portal
 1. When you enter these details in zHealth software, the following fields will populate in your Online Appointment Portal: a. Facility Name b. Categories under each Appointment Type. You can rearrange or reorder them by dragging and dropping the appointments so the top categories are on the top. c. Appointment Description - This populates from Description under Appointment in the Facility Tab. d. Appointment Name e. Appointment Duration f. Facility Address - This populates from the Facility Address field under the Facility Tab. g. Hours - This populates from the Hours text box under the Facility Tab. h. Phone and Web - These populate from the respective fields under the Facility Tab. i. Other Appointment Types - These appointment types populate only when you have a "category" assigned to them and they are checked as 'Online' under the specific Provider. |
3. How to Add "Book Online" Appointment Link to Your Website and Social Profiles
zHealth Advanced Plan users get access to an appointment portal for online booking. For a quick and easy way to direct patients to your clinic’s online booking site, zHealth provides a customized online appointment booking link for your facility. This link can be copied and pasted into any HTML page, including your clinic’s website, Facebook page, or even your LinkedIn profile.
Watch Video Tutorial
Check out the Step-by-Step Instructions
1. Access your zHealth dashboard. Hover the cursor over your name on the top right corner. Click on the third option - Update Info. |
2. By default, you will be on the Facility > Facility Details tab. Scroll down to the section - Appointment Portal link. Copy the appointment portal link. |
3. To add the appointment link to your website, ask your website developer to paste the URL you copied earlier onto your website's Book An Appointment button. To add the appointment link to social media profiles, follow the same steps as mentioned above. |
4. Now you have your clinic’s “Online Appointment Booking Portal" ready. Every time a patient clicks the button, they will be redirected to your customized online booking portal. |
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