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Group Appointments: Client Experience

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  2. Group Appointments: Client Experience

    3. 4 min read
    Balance Plan Practice Plan Thrive Plan Legacy Plans

In this guide, we’ll walk you through how your clients can book Group Appointments online.

To learn more about how an administrative staff member can create, book, and modify a Group Appointment head on over to the Group Appointments page.

Let’s dive right in! ⤵️

When clients first create their profile, they will have the opportunity to add and link one related profile.

If they already have a client profile or are booking an appointment for more than two people, they will need to add the related profiles before booking their group appointment.

Clients can head to their My Account (Patient Portal), select Family Members from the menu on the left, and click Add Family Member.

They’ll enter the related profile’s information and repeat this process for any other profiles that need to be added.

Learn more about Managing related profiles (for Patients).

🗓️ Book a Group Appointment

From the Online Booking site, clients will select their desired session. The group icon on the session button makes it clear that they are booking a Group Appointment.

Clients will then click an available time slot and have the option to book multiple appointments by clicking Book More or continue with the booking by clicking Continue.

➕ Add clients to a Group Appointment

Next, clients can add participants to the appointment. You’ll find a breakdown of the items on this page, below.

Participants: The participants list will include the person booking the appointment and any clients who have a Relationship set up with them.

Primary Patient/Client: Clients can choose the Primary Client by clicking this dropdown. As a reminder, the Primary Client will be responsible for paying for this appointment and will show as the payee on financial documents, and the Secondary Clients will appear on the receipts and invoices as participants.

Here’s what that looks like on an invoice:

When clients are ready to confirm the booking, they’ll click Continue and land on the familiar Thank You for Booking confirmation page.

❌ Cancel a Group Appointment

Clients can cancel a Group Appointment from the Thank You for Booking page. If they do so within 3 minutes of booking, Jane will not send a Thanks for Booking email notification.

The Primary Client will have the ability to cancel the appointment For myself only or for The entire group.

The Secondary Clients will only be able to cancel the appointment for themselves.

After 3 minutes have passed, a drop-down will appear where the Primary Client will have the ability to Reschedule for the entire group, Cancel for myself only, or Cancel for the entire group.

Whereas, Secondary Clients will only be able to Cancel the appointment for themselves.

If you’ve allowed it in your Settings, clients can also cancel or reschedule Group Appointments from their My Account.