Configure your center, services and resources

Where to begin

Log in to the tuOtempO admin zone.

Go to > Setup > Center

A. Center

1. Center Profile

a) Center Information

Fill out the available fields and Save.

i. Regions

Online Booking with tuOtempO WEB - The drop-down region selector is used for portal websites covering multiple regions.

ii. The address fields

The address fields (Province, City, Zip Code, Address) are used for communications to clients, for searches by geographical proximity and for map generation.

iii. Administration Email

For accounting information and technical alerts.

iv. Support Email

Online Booking with tuOtempO WEB - an online help form is available to patients. Their support requests will be sent to this address.

v. Emergency fax number

Fill out this field with your fax number. If you lose your internet connection, send a text message to the mobile number +393452919263 using the code shown (FAX….) and you will receive your day's appointments by return of fax.

RememberAutomated communication with tuOtempO MEMO - Copy and store both the emergency number (+393452919263) and your personal SMS text code (FAX….) in a safe offline place. You will need them to receive your agenda by fax in case of internet connection failure
vi. Company name

The Company name is the name that will be used in the user privacy agreement.

b) Preferences

Fill out the available fields and Save.

i. Industry

This selector defines the vocabulary that is used in the administration area.

ii. Opening Hours

The opening hours will be the default hours for all new resources. You can apply individual variations later in the resource profile.

Notes: The unit length of appointments should be defined before defining your center opening hours. By default it is 15 minutes (for example, for appointments of 15, 30 and 45 minutes). To change this value go to Setup > Agenda > Unit length of appointments.
iii. Country Code

If a patient does not define the country code of their telephone number, this is the default value that will be applied. Use the + symbol before the number, for example +44 for the United Kingdom.

c) Style

Choose your style

Choose from the available styles for the Administration Zone and Save your preferences.

2. Additional locations

Go to > Setup > Center > Manage locations > Add

By default the information given in the Center Profile will be used for the first location. Additional locations can be either distinct addresses or different departments at the same address.

a) Location name

The Location name is used internally within the tuOtempO Administration Area.

b) Displayed name

Online Booking with tuOtempO WEB - The Displayed name appears in the online booking module.

c) Notes

Notes can be used to attach location-specific messages to patients, for example: Report to reception on 3rd floor.

d) Import Locations

Large numbers of locations can be imported using the Import Locations function.

B. Services

1. Manage Services

Go to > Setup > Center > Services > Add

Adding services

Fill out the available fields and Save.

a) Groups of Services

To create a group, create a new service, use the drop-down menu Select a group and choose New Group. Groups of services are used in multiple ways :

  • Resource Planning - If resources wish to accept only certain types of appointments at certain times of the week (example: New Patient appointments on Thursday afternoon), groups can be used to achieve this result.
  • Online Booking with tuOtempO WEB - When searching for appointment availability, patients or secretarial staff can begin by searching by group
Tip: A general principle of usability is that 7 is the maximum number of items in a list that people can easily assimilate. If you have less than 7 different types of service, splitting them into different groups may not be worthwhile.
b) Service Duration

The service duration is a multiple of the unit length of appointments.

Tip:  To change the unit length go to Setup > Agenda > Unit length of appointments.
c) Price

Online Booking with tuOtempO WEB - Displaying price to patients is optional. For example, you can fill it in here (for internal purposes) and deactivate it in the web booking module.

d) Web

Tick the option Web if you want the service to be available for online booking.

e) Memo

Tick the option Memo if you want the service to be linked to automated communications via email, SMS or synthetic voice message.

f) Announcements

Online Booking with tuOtempO WEB - Announcements are displayed in the online booking module prior to making a reservation.

g) Service requirements

Service requirements appear online prior to booking, in the printable version of the appointment record and can optionally be sent in patient communications (for example reminders sent prior to an appointment via email, text message or synthetic messages).

h) Synonyms

Online Booking with tuOtempO WEB - synonyms are used in the Search Service option of the online booking module.

i) Callbacks

Callbacks are used to send “follow-up” messages after an appointment.

2. Manage Groups

Go to > Setup > Center > Groups > Edit

Manage groups of services

The Manage Groups page is used to modify groups of services that already exist.

NoteTo create a new service group go the Manage Services page and follow the instructions above.
a) Group title

Enter the name of your choice and Save in order to change the name of a Group of Services.

b) Order

Use the arrows to change the order in which services within a group appear.

c) Web booking

Online Booking with tuOtempO WEB - Tick or untick to activate Web booking for all the services in this group.

d) Show Resources

Online Booking with tuOtempO WEB - Tick or untick to show the names of the resources offering these services.

Example: Your establishment has both scanners and consultants available for booking. Your patients are allowed to choose their consultant from a list if they wish to book a consultation, but they will not be allowed to choose which scanner they will use if they wish to book a scan.  To achieve this result, place all your services related to your scanning resource in a group together and untick the option Show Resources.
e) Import Resources & Services

Use the Import Resources & Services option for bulk importing large quantities of data.

3. Manage Insurances

Go to > Setup > Center > Services > Manage Insurances > Add

Manage Insurances

Insurances are used to allow searches to be defined by the insurance policy held by the patient.

Example: Patient Olivia Smith has a Bronze Level Policy with insurance company Health Life. When she searches for an appointment corresponding to her policy, she will only be shown resources who accept Health Life Bronze patients and she will only be shown services which fall within the scope of her policy. For each service, the price will correspond to the Bronze service level agreement.

Creating insurance policies is done in two steps.

a) Add the policy
i. Name

Ascribe the name of your choice in the box provided

ii. Web

Tick the box to make the policy available online.

iii. Default

Tick the box to make this the default policy.

b) Associate Services and Resources
i. Associate Services

Select the services associated with the policy and add custom prices where necessary.

ii. Associate Resources

Select the resources associated with the policy.

c) Import

Use the import feature to import large numbers of policies

C. Resources

Go to > Setup > Resources > Manage Resources > Add

1. Resource info

Resource Info

a) Resource Info

Fill our the available fields and Save

i. Access Level

Defines the amount of information made available to the resource.

ii. Notes

Notes can be used to send resource specific information to patients.

b) Other preferences
i. Calendar Feed

Calendar feed enables the export of appointment information to the resource's own electronic agenda and is ideal for smartphone syncing.

2. Services

a) Services

Resource specific services

Check groups of services to select all services in the group, or individual services within the group.

By default, the duration and price will be those defined at establishment level.

Use the drop-down and text boxes to provide a resource-based override of the establishment level default settings.

Save your changes.

3. Schedule

Resource working time

a) Resource work time

By default the resource work time will be that defined at the establishment level. Edit the default values to provide an individual override.

i. From > Until

The From dd/mm/yyyy until dd/mm/yyyy enables you to define the span of the schedule. This is used for example for temporary resources or exceptional availability. Leave the values as dd/mm/yyyy to enable the schedule to run indefinitely.

ii. Edit the working day

Use the drop-down menu to edit the length of the working day. The split shift option enables a pause (for example a mid-shift lunch break).

iii. Modify the services offered within this schedule

By default all the services that the resource provides at the time the resource was created will be available at all times. You can uncheck certain services if you wish to make them unavailable, see Using Multiple Resource Working times below.

Warning: If you add a new service to a resource after the resource has been created, you will also need to add it to the schedule for that service to become available. Click on “Modify the services offered within this schedule” you will see the new service is unchecked - check the box to make it available.
b) Customize Online appointment rules
i. Min. distance between availabilities

Use this setting if you wish to create gaps between appointments

Example: Your appointments last 45 minutes but you only wish to accept online appointments at the start of each hour. Set the minimum distance between availabilities to 60 minutes.
ii. Min. distance of residual time

To avoid orphan spaces in your agenda, set the minimum distance of residual time

Example: You appointments are 40 minutes long and you would like them to be back to back. If one person books at 10.0am and a second person books at 11.00am you will be left with an orphan space of 20 minutes. To avoid this, set the minimum distance of residual time to 40 minutes
c) Multiple resource work times

You can add multiple work times for single resources. This is used to define different service availabilities at different times of the day or to add in exceptional availability.

i. Defining different services for different times of day

If a resource wishes to offer one group of services at one time of the day and a second group of services at a second time of the day, Add a supplementary Resource Work Time and attribute different services to each Resource Work Time.

Example: A doctor accepts returning patients at any time of the week but only accepts new patients on a Friday afternoon. To achieve this result create a group of services New Patients containing a service New Patient and a second group of services Other Services containing all other services. Create a first Resource Work Time for the full week from Monday morning to Friday afternoon and in the option Modify the services offered within this schedule  select the Other Services group. Create a second Resource Work Time for Friday afternoon only and in the option Modify the services offered within this schedule, check just the New Patients group.
ii. Exceptional availability

If resource wishes to work on a day that they do not normally work on, Add a supplementary Resource Work Time and use the From dd/mm/yyyy until dd/mm/yyyy settings to limit the additional working time to a given period

Example: A doctor does not normally work on Wednesdays, but wishes to on one specific Wednesday. Add a supplementary Resource Work Time and fill in the doctor's hours for Wednesday and use the From dd/mm/yyyy until dd/mm/yyyy settings to limit the availability to the exceptional week.

4. Locations

Select the location at which the resource works.

a) Working in multiple locations

If a Doctor works in multiple locations, in most cases you should create a separate resource for each location in which she works.

Warning: Do not select “multiple locations” for a Doctor who works in two distinct locations at different times of the week. Instead create two distinct resources, for example Dr Jones - Clinic and Dr Jones - Hospital, and assign distinct Resource Work Times according to her presence in the different locations.

Need help?

Create a Tuotempo Support ticket

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