What is Batch Self-Book?
Batch Self-Book saves organisation time by reducing the manual steps involved in booking patients into appointments.
With Batch Self-Book, organisations can invite multiple patients to book their own appointments for a given slot type/ appointment type. Invited patients book directly into the organisation's appointment book without the need to call the surgery 🙌
How does Batch Self-Book for appointments work?
Note: The images shown below may look slightly different to what you see (depending on whether you have Accurx Plus or not) but the main actions you will need to take will be the same
1. You can find Batch Self-Book either by:
Clicking on your initials on the little green toolbar and then click on the option which says “Batch Messaging”
Clicking on your initials on the little green toolbar and then “Manage Organisation”. Once the Manage Organisation page opens in your web browser, select "Batch messages" on the left-hand side panel followed by "Send a batch message".
2. Upload a file of patient details
You will see some information about what the CSV file needs to include. When you have created the CSV file, select Upload File.
You can find more information more information about exporting a CSV file from your EPR here.
You will then see how many patients have been added as recipients.
3. Write your message
You can choose to use a pre-written template or write your own invite message. You can also attach a SNOMED code if you’d like. The SNOMED code will be added to each patient’s record once the text messages have gone to the patients.
You can add a SNOMED code using the tag icon in the bottom left hand corner.
4. Add Self-Book link to batch message
To add a self-book link to the batch message, click the calendar icon in the bottom left hand corner.
You have multiple options when sending a Self-Book message:
Required Options:
Appointment Type: Face-to-face or Telephone. The appointment type must match the slot type.
Slot Type: Select the specific slot type you want patients to book into.
Optional options:
Specific clinician: Select the clinician or multiple clinicians you want patients to book with.
Appointment Availability: Choose the time-frame of appointments you want patients to be able to select from. For example, to only show appointments in the next 2 weeks.
Decline: Allow patients to decline + code their response their medical record.
💡 Tips when customising the Decline message 💡
💡 Tips when customising the Decline message 💡
We recommend you include the name of the appointment to make it clear to the patient exactly what they are declining
It is also important to let the patient know what will happen if they decline so they can make an informed decision
An example for flu - If you don't want a flu vaccine, we'll stop sending you invites to book one this year.
5. Send the batch message
Once you are happy with your message, click Send.
What will patients see?
After the patient clicks on their link, they will see two options: "Book an appointment" or "I don't want this" (If you have added the ability to decline the appointment).
If the patient chooses to click on the "I don't want this" button, they'll be asked to confirm their identity (by entering their date of birth) before they can confirm they want to decline the appointment invite.
If the patient chooses "Book an appointment", they'll be asked to confirm their identity (by entering their date of birth) before they can select their appointment time.
Once the patient has selected the time and date of the appointment they can confirm the booking and they will receive a confirmation SMS 😊
Once the patient books in, the patients are automatically booked into the chosen slot type in EMIS or SystmOne. 🙌
FAQs
Can I create a template for Batch Message with a Self-book link?
Can I create a template for Batch Message with a Self-book link?
It's not possible to add a self-book link to a template.
You can create a template that is available for Batch Messaging and then select this template after you select Self-book on the Batch Message menu. 👍
Got a Question?
If you still have any questions or concerns, feel free to chat with us using the green message bubble in the bottom right-hand corner of this page. 👉