Calendar and Scheduling: Calendar Event Templates

Note: Templates are used to create different types of events that your team schedules or patients can self-schedule

• On the Calendar templates tab click the Plus Sign to create a new Template
• Create a name for the template and select the duration
• Select whether to include a Video Call Link, Allow for Self-Scheduling, and Appointment Reminders (All further explained below)

Calendar Template Options (for 1:1 or group events!)

• Title: 
  • Name of the event
• Description:
  • Description of the event
• Duration in Minutes:
  • How long the event is
• Include a Video Link
  • By selecting this option [when using this template], a video link for the appointment will be added to the invite
• Include a Video Link
  • If left unselected there will be no video call associated with the event.
• Disable Confirmation Email:
  
  • No confirmation email is sent after the event is scheduled
• Disable Confirmation SMS:
  • No confirmation SMS is sent after the event is scheduled
• Hide Care Team from Portal:
  • Doesn't show the name of your team member who is attending the call to the patient in the Patient Portal.
• Maximum Attendee Count:
  • By default, it is set to one, as most timeslots should only be able to be booked by one patient. If it is greater than one, the number that is set will allow many patients to book for that type of event. I.e. if the maximum is 10, 10 patients could book that timeslot for an event.
  • A greater than one maximum is typically used for booking and scheduling group events and webinars
• Pre-Event/Post-Event Buffer: 
  
  • This setting allows you to block off additional time for the event that is used for stuff other than the visit
  • I.e. 15-minutes of prep time before the event or 15-minutes to take notes after the event
  • This allows the patient to book the appropriate appointment time while also enabling your team to block off additional time if needed 
• Preventing cancellations and reschedules 
  • this setting allows you to prevent a patient from cancelling or rescheduling an event within a given timeframe - eg. no cancellations within 24hrs of the appointment. This is also discussed below, under section "Cancellations and Reschedules"

Creating Recurring Events

Cancellations and Reschedules

• Turn off ability to cancel or reschedule entirely (ie. patient is never able to cancel or reschedule and event)
  • This can be done by going to Portal -> App Pages -> My Events and toggling on cancellations/reschedules. 

• Limit timing of cancellations and reschedules (eg. cannot cancel 24hrs before an appointment)
  • this setting allows you to prevent a patient from cancelling or rescheduling an event within a given timeframe - eg. no cancellations within 24hrs of the appointment. This is also discussed below, under section "Cancellations and Reschedules"

Hiding events from the portal

This feature removes the ability to show a certain event type on the patient's portal at all - they will not have the ability to cancel, reschedule, or even join the call from the portal, as they will not see the event in the portal. 

A great usecase for this would be internal events associated with the patient - eg. if you wanted to track when they are getting their labwork done and you wanted to put that against their profile. 

Products in Event Templates

Calendar Template Reminders

• Patient Notification:
  • By default, it sends a patient a generic appointment reminder over Email (if they have one set)
  • Clicking the pencil will allow you to decide which channel the message should be through and lets you add a custom message template
• Team Notification:
  
  • By default, it sends attendees from your team a generic appointment reminder over Email (if they have one set)
  • Clicking the pencil will allow you to decide which channel the message should be through and lets you add a custom message template
• Webhook:
  
  • Lets you send a webhook for this type of event
• Add to Journey:
  • Adds a patient to the specified journey when they book that type of event
• Remove from Journey
  • Removes a patient from the specified journey when they book that type of event
• Create Ticket
  • Lets you create a templated ticket that gets assigned to your team when the event it booked

Products in Event Templates

• Allows you to add products created in Tellescope to booking pages which enables you to collect payments when certain types of events are book

Care Plans in Event Templates

• When an appointment is booked with a Care Plan set, the appointment is automatically added to the patient's care plan
• This allows you to push forms, files, content, and tasks for a patient to view and complete

Integrations in Event Templates

This will only appear if you have a Zoom integration set up.

• If no integration is selected, Tellescope's built-in video calling will be used
• If Zoom is selected, Zoom video calls will be used for that event template

Advanced Event Templates

• When selected, the event template will only be selectable from the API and not the Tellescope UI