What is Batch Self-Book?
Batch Self-Book saves practice time by reducing the manual steps involved in booking patients into appointments.
With Batch Self-Book, practices can invite multiple patients to book their own appointments for a given slot type/ appointment type. Invited patients book directly into the practice’s appointment book without the need to call the surgery 🙌
For a three-minute Flash Demo on Batch Self-Book, click here.
How does Batch Self-Book for appointments work?
Note: The images shown below may look slightly different to what you see (depending on if 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 clicking 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, scroll down until you find an option that includes “Batch Messaging” and click on this
2. To invite a group of patients to book their own appointment via Batch Self-Book, click on “Send a batch message”
3. Click on “Self-Book”
4. Choose a slot type that you’d like your group of patients to book into
(Note💡: Only slot types with appointment availability within the next 3 weeks will be shown here! If you only have appointments in the next 24 hours we will not pick these up. Currently same day appointments are not supported. We check the appointment book every 30 minutes for new slot types that have been added into the appointment book. However, if you haven't being actively using Self-Book for a while, we check the appointment every 24 hours. Someone at the practice needs to be connected to the toolbar for us to make this check)
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.
Once you are happy with your message, click “Continue”.
3. You will then upload your CSV file of patients.
If you have used batch messaging before, the CSV file set-up is the same.
The CSV needs to contain the following columns:
EMIS: NHS Number and EMIS number
SystmOne: NHS Number, Telecom Number (Mobile Number) and Date of Birth
(Note: For SystmOne, if you would like each patient's text to contain their own name at the start e.g. "Dear Joe" then you will also need patient name as a column too)
Once you have prepared your CSV, click "Upload CSV" and you'll be able to select the file from your computer to upload.
4. Once you've uploaded your CSV file, you will see a page of which patients were accepted and those that weren't.
"can be sent" means these patients have valid NHS numbers and mobile numbers so we can send them a message.
"cannot be sent" means these patients do not have valid NHS numbers or mobile numbers so we cannot send them a message.
You can download the list of not accepted patients by clicking on "Download list" - these patients will need to be contacted in another way. (Note: you can also download a list of "Not accepted" patients at the end of the Batch messaging flow too!)
If you're happy with the list of patients you are going to send a batch message to, click "Continue".
5. You will then be shown a summary page which will show the key information before you click send 📫 . Your work here is done!
What will patients see?
Invited patients receive a text message with a unique booking link. Once they click on their link, they can choose a time slot and date that they are available for their appointment (up to 3 weeks in the future but more than 24 hours from the date of sending) 📆
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. 🙌