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Configure Patient Groups & Booking Access

Patient Groups play a critical role in controlling which providers and services patients can book in Wellifiy. By configuring bookings at the Patient Group level, you can create highly tailored booking experiences for different cohorts of patients, all within the same platform.

This approach gives clinics fine-grained control over:

  • 👩‍⚕️ Which Team Members (providers) patients can book

  • 🧾 Which Services / Appointment Types patients can access

  • 🔐 What different patient groups are able to see and engage with

🎯 Why Use Patient Groups for Bookings?

Using Patient Groups for booking configuration allows you to:

  • Control access to specific clinicians or services

  • Offer different appointment types to different cohorts

  • Prevent patients from booking inappropriate services or providers

⚙️ Configuring Bookings at the Patient Group Level

Booking access is configured directly within each Patient Group.

📍 Navigation Path

  1. Go to Patient Management

  2. Select Patient Groups

  3. Click into the Patient Group you want to configure

Within the Patient Group, you’ll find dedicated tabs for managing bookings.

👩‍⚕️ Bookable Providers (Team Members)

The Bookable Providers tab controls which Team Members patients in this group can book appointments with.

How to configure:

  1. Open the desired Patient Group

  2. Click the Bookable Providers tab

  3. Add the Team Members you want patients in this group to be able to book

Only providers added here will appear as bookable options for patients in this group.

🧾 Bookable Services (Appointment Types)

The Bookable Services tab controls which Services / Appointment Types patients in this group can book.

How to configure:

  1. Open the desired Patient Group

  2. Click the Bookable Services tab

  3. Add the Services you want available to patients in this group

Patients will only see and be able to book the services added here.

🧩 How This Works in Practice

At booking time, Wellifiy checks:

  • 👥 Which Patient Group the patient belongs to

  • 👩‍⚕️ Which providers are enabled for that group

  • 🧾 Which services are enabled for that group

The patient will then only see:

  • The providers available to their group

  • The services available to their group

  • The time slots based on provider availability

This creates a clean, safe, and intentional booking experience.

⚠️ Common Things to Check

If something doesn’t appear as expected when testing bookings, the most common causes are:

❓ A provider isn’t showing up

  • ✅ Check the Team Member is added to the correct Patient Group under Bookable Providers

  • ✅ Confirm the Team Member is active and enabled for bookings

❓ A service isn’t visible

  • ✅ Check the Service is added to the correct Patient Group under Bookable Services

In most cases, missing providers or services are related to Patient Group configuration, not a system issue.

🔐 Granular Control, Without Complexity

Patient Groups give you powerful, granular control while keeping the patient experience simple and intuitive.