Using the waitlist on Embodia

You’re fully booked and patients are lining up to book an appointment with you! Congratulations!

You can use the waitlist feature on Embodia to manage your waitlist and notify your patients of a last-minute cancellation based on their availability.

The waitlist feature is available for all Tier 3 users on Embodia.

Overview

Here is a brief overview video of how to use the waitlist feature on Embodia:

Adding a patient to your waitlist

A patient can be added to the waitlist from both the Embodia dashboard and the calendar.

If you are the clinic manager you can add patients to the clinic waitlist. This allows you to add a patient to any practitioner's waitlist. Each individual practitioner can also manage and add to their own waitlist.

Practitioners

If you are a practitioner, navigate to Consults > My schedule > My waitlist:

Click on ‘Add to waitlist’:

Then fill in the form with:

• The patient’s name (note: the patient must have already been added to Embodia);
• The service;
• The dates that they are available;
• The days of the week they are available;
• The time of day they are available;
• Any additional notes or information.

And click ‘Submit’

Clinic Managers

If you are the Clinic Manager, navigate to Consults > Clinic waitlist:

Then click ‘Add to waitlist’:

Fill in the form with:

• The patient’s name (note: the patient must have already been added to Embodia);
• The practitioner this patient would like to see;
• The service;
• The dates that they are available;
• The days of the week they are available;
• The time of day they are available;
• Any additional notes or information.

Then click ‘Submit’

Congrats! You’ve added your first patient to your waitlist!

From the Calendar, click on a time slot with a booked appointment and then click on + Add to waitlist:

Fill out the patient waitlist criteria and click Submit. Your patient is now added to the waitlist!

Searching your waitlist

From the dashboard

Navigate to Consults > My schedule > My waitlist. Then click on Search waitlist.

To search for patients who are on your waitlist, enter the date, start time, and duration of appointment:

From the calendar

Navigate to your calendar and click on a blank time slot. Then click on ‘Search waitlist’, enter the date, start time, and duration of the appointment, and then click on Search

When a spot becomes available in your schedule and you would like to book a patient from your waitlist, you can either notify the patient of the availability or book the appointment on their behalf.

Notifying patients from your waitlist about an appointment that matches their availability criteria

Find the patient on your waitlist that you would like to book. Then check the box next to their name and click Send email notification.

Note: you can use this feature to send multiple patient emails at the same time by checking the box next to all the names in the waitlist that you would like to receive the email. The waitlist email sent to the patient(s) will include a link to book an appointment. 

Please note: To be able to send an email notification to the patient, 2 criteria need to be met:

1. The selected service needs to be available in online booking.
2. The patient needs to have an email address on file.

To book a patient from your waitlist into your schedule

Find the patient on your waitlist that you would like to book. Then click Book an appointment next to their name:

You will then be prompted to complete the consult information as you normally would.

How to manage the clinic waitlist as the clinic manager

When a spot becomes available in your clinic schedule, you can book a patient appointment on the patient's behalf for any of your clinic's practitioners. 

To book a patient from the clinic waitlist into a practitioner's schedule

Navigate to Consults > Clinic waitlist.

To book a patient from the Clinic Waitlist, click on Book appointment:

Then fill out the New consult information for your patient and click Submit to book. 

To search the Clinic waitlist

Navigate to Consults > Clinic waitlist > Search waitlist:

To search for patients who are on the Clinic waitlist, enter the date, start time, and duration of appointment: