Appointments & Bookings Overview

Appointments and bookings in Wellifiy are designed to be flexible, scalable, and tightly integrated with your clinical workflows. Before patients can begin booking appointments through the Patient App or Patient Web Portal, there is a one-time setup process required to configure how bookings should work for your organisation.

This article provides a high-level overview of the key components involved in setting up appointments and bookings, and how they fit together. Each area is covered in more detail in its own Knowledge Hub article.

⚙️ One-Time Setup: Key Configuration Areas

Setting up appointments in Wellifiy involves configuring services, team members, availability, calendars, and patient groups so everything works together as expected.

🧾 1. Creating Services (Individual Appointments)

Services define what patients can book.
Examples include psychology sessions, intake assessments, psychiatry reviews, or follow-up appointments.

When creating a service, you configure things such as:

⏱ Appointment duration
🔓 Whether the service is bookable by patients
👥 Which patient groups can access the service

Services act as the foundation for all bookings.

🎥 2. Adding Video Calls to a Service

Services can optionally include video calls, allowing appointments to be delivered remotely.

When video calls are enabled:

🔗 A secure meeting link is automatically generated
📱 Patients can join directly from the app or web portal
🩺 Team Members can launch the call from their calendar or appointment view

📝 3. Attaching Forms or Assessments to a Service

Services can have forms or assessments automatically linked to them.

This allows you to:

📋 Collect intake information before the appointment
📊 Send outcome measures or questionnaires at the right time
🧠 Ensure clinicians have the required information available for the session

Attached forms and assessments are automatically associated with the booking.

👩‍⚕️ 4. Setting Up Team Members to Take Bookings

Team Members (providers) must be configured to:

📆 Take bookings
📲 Appear as bookable providers in the patient-facing apps

This includes ensuring the Team Member:

✅ Is active in the platform
🔔 Has booking enabled
👁 Is visible to the appropriate patient groups

🔗 5. Connecting Team Members to the Services They Deliver

Each Team Member must be linked to the specific services they provide.

This ensures:

🙋 Patients only see relevant providers when booking
🚫 Providers are not booked into services they do not deliver
⏰ Availability is applied correctly for each service type

⏰ 6. Setting Up Team Member Availability

Availability defines when a Team Member can be booked.

You can configure:

📅 Regular weekly availability
🕘 Working days and hours
☕ Breaks and non-working periods

Availability directly controls what time slots patients see when booking.

🔄 7. Syncing Calendars (Outlook & Google)

Team Members can connect their Wellifiy calendar with:

📧 Outlook
🗓 Google Calendar

Calendar syncing helps to:

❌ Prevent double bookings
🧱 Display external calendar events as unavailable time
🔁 Keep personal and clinical schedules aligned

👥 8. Setting Up Patient Groups for Bookings

Patient Groups play a critical role in controlling who can book what.

You can configure:

👩‍⚕️ Which Team Members are bookable for each Patient Group
🧾 Which Services are available to each Patient Group

This allows different cohorts (e.g. intake patients, ongoing care, programs) to see:

🎯 Only the relevant providers
🔐 Only the appropriate services
⚙️ Group-specific booking rules and configurations

🧩 How It All Fits Together

In simple terms:

🧾 Services define what can be booked
👩‍⚕️ Team Members define who delivers the service
⏰ Availability & calendars define when bookings can occur
👥 Patient Groups define which patients can access which services and providers

Once this setup is complete, patients can book appointments confidently, and clinicians receive bookings that align with their availability and scope of practice.