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Practice Management on Embodia - Part 2: Scheduling

Setting up your clinic
Video tutorial: A Guided Tour of Embodia
Welcome to Scheduling on Embodia
Video tutorial: Onboarding checklist
Setting up your services
Video tutorial: Setting up your consult settings
Customizing emails sent for consults
Clinic resources
Setting up your statuses
Video tutorial: Patient properties
Using patient properties
Examples of patient properties
Practitioner permission to view colleagues' schedule
General settings
Webhooks to communicate with other applications

The actions described in this lesson require a Manager permission on your clinic.

Services are the different types of appointments (such as treatments and assessments) that your clinic offers. If you also offer classes, you will set up a service for them before setting up the class registration page.

To set up your services, click on My clinic > Scheduling settings > Our Services

Setting up your services on Embodia


Services are grouped by category (for example Pelvic Health Physiotherapy, Yoga Classes, Registered Massage Therapy, etc.).

Start by adding a category by clicking on Add category and then filling out the form with the name of the category, and an optional description (the description will be shown to the patient when booking online if you enable online booking).

Setting up your services on Embodia
Once a category is created, you can start adding services to it by clicking on Add a service:

Setting up your services on Embodia
Then populate the form with the following information. Each of the items in the form is described in greater detail in the table below.

Setting up your services on Embodia

 

You can further customize your services by checking the following guides:


Here is a table that outlines all of the features available when setting up your services on Embodia:

Item

Description
Name The name of the service (e.g. Initial assessment).
Internal name/code A code for internal use (not visible to patients).
Consult type Select if this is a virtual appointment, an in-person appointment, or a phone call.
Description A short description of the service and when it is appropriate to book this type of service. This will be visible to your patients when booking online.
Duration Treatment duration in minutes.
Reset time This is a break time. You can block time off after this service.
Price Service price. I.e., how much does this service cost?
Currency Select the currency this service is charged in. 
Tax rate The default tax rate to apply to consults under this service. Learn how to set up the tax rates in this help article.
Consent form Select which consent form to attach to this service. For more information about consent forms and how to use them with consults, refer to this help article.
Skip consent form if previously accepted Determine if the client should agree to the consent form for each consult, or skip the consent form agreement if it was previously agreed to.
Consult email Which email settings to attach to consults booked under this service. For more information about consent forms and how to use them with consults, refer to the this help article.
Consult setting Which settings to use for consults booked under this service. For more information about consent forms and how to use them with consults, refer to the this help article.
Colour A visual colour for this service. It will be used in your calendar view to differentiate different services visually. It is not visible to patients.
Available in online booking A checkbox that indicates if this service should be included in online bookings by your clients. You can learn more about online booking on Embodia in this help article.
Active A checkbox that indicates if this service is active and can be selected when scheduling a consult. If you are no longer offering the service, uncheck the box so it can no longer be used. 
Online booking settings: Who can book online Choose who can book online. You can choose to allow no one to book online or only existing patients or new and existing patients.
Online booking settings: Payment on booking

Choose to allow patients to book without providing their payment information, require patients to have payment information on file to be able to book, or require patients to partially or fully pay upfront for their appointment

If you require patients to have payment information on file to be able to book an appointment, and they do not yet have a credit card on file with you, they will be prompted to add their card information when trying to book. They will see the following message when providing their payment information: "Please enter your payment information to proceed with booking this appointment. You will not be charged on booking."
Online booking settings: Allow payment with a clinic package This checkbox will only show up if you selected to require upfront payment the "Require payment on registration" and your clinic has set up clinic packages. Check this checkbox if you want to allow patients to use clinic packages to fully pay for the service.
Online booking settings: Clinic packages If you have checked the "Allow payment with a clinic package", by default, any package can be used to pay for the service. In this field, you can restrict which packages can be used to register for the service.
Online booking settings: Upsell clinic packages This checkbox will only show up if you have checked the "Allow payment with a clinic package" checkbox. Check this checkbox if you want to market your packages that are available for purchase from the class page

 

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