Appointment types are now called services. We've updated the name to better reflect how you provide care.
With custom services and client self-scheduling, your individual clients can schedule their own sessions within the limits you set.
Self-scheduling is not currently available for clients with couple or family profiles.
How do services and self-scheduling work?
First, you set up services with different settings, including CPT code, title, length, booking restrictions, and availability schedule. For example, you could have a service for intake sessions, and one for recurring sessions.
Then, you send your clients a scheduling link, and they can schedule based on your set availability. They can also schedule through the Client Portal.
When a client schedules, cancels, or reschedules an appointment, you will receive an email notification.
Services work with availability schedules; see Setting up Availability for client self-scheduling.
Adding a service
For each service, you can customize the details and set booking limitations. These settings apply to a single service, not all of your services.
To add a service:
Go to Settings in the left menu.
Select Services.
Click New service.
Give the service a name, and use the dropdown menu to select the CPT code for the service. If you don't want to use a CPT code, select Custom service.
Click Create service.
In the Details tab:
You can edit the service's CPT code, or choose Custom service.
Enter the service's title and description.
Remember, your clients will see the title and description when they use self-scheduling. Once you make edits, click Save. (The Save button will not be visible unless you make changes).
Set the duration and buffer.
The duration is the length of the session, and the buffer is the amount of time you'll have between sessions. Once you make edits, click Save. (The Save button will not be visible unless you make changes).
In the Client-self scheduling tab:
If you want clients to be able to self-schedule this service, switch on Clients can self-schedule.
Under Availability, choose the availability schedule for this service. Leave Use a default schedule switched on, or select a different availability schedule from the dropdown menu. This determines the hours during which clients can self-schedule this service, the providers with whom they can schedule, as well as location. See Setting up Availability for client self-scheduling for more information.
Under Scheduling window, you can set a date range during which this service can be scheduled. If you don't want to set a date range, switch on Until canceled.
Under Advance notice, set how much advance notice you need, and how far in advance clients can book sessions.
In the Pricing tab, set the self-pay rate. You can also add provider-specific rates, and client-specific rates.
Once your service is saved, and self-scheduling is on, your clients can self-schedule via the Client Portal or a a link you share.
To see what your clients will see when self-scheduling, go to the Client self-scheduling tab on any service and click Preview next to Clients can self-schedule.
Client self-scheduling
Important: For clients to self-schedule, you need to have a client profile for them with an email address in Upheal.
To turn on self-scheduling for a service:
Go to your Settings > Services.
Click on any service, and click the Client self-scheduling tab.
Switch Clients can self-schedule on. (To edit information about the service, such as duration, or buffer time between sessions, click the Details tab.)
Now, your clients can book appointments with you through the Client Portal, or if you share your scheduling link.
To share your scheduling link:
Go to your Settings > Services.
Click on any service.
Click Copy link next to Clients can self-schedule, and share that link with your client.
When your client follows that link, they'll need to enter the email address you have on file for them in Upheal. Then, they can book an appointment.