Welcome to the world of Aesthetic Nurse Software!
In this article we will guide you through how to set up your online booking system within ANS to streamline your patient experience when booking an appointment.
To get started, watch our short video about how to set up your online booking page or alternatively, follow our simple steps below.
Treatments Settings
To start setting up your online booking page, the first thing you will need to add is your treatments. You will need to add any treatments you wish to show on your online booking page into the software.
Step 1 :
Head to settings from the main menu.
Step 2 :
In settings, head to treatments under the heading products.
Step 3 :
Click 'New Treatment' button.
Step 4 :
Enter the details of your treatment, including treatment type, treatment name, price, length and forms if you wish for them to be sent to patients before an appointment. Once happy, hit 'Save Details'
If you wish to add a new treatment type, you are able to free type in the box and hit ENTER to create a new category.
Step 5 :
Your treatment will now show within the software and is ready to be booked into the diary.
To add multiple treatments, you will need to repeat this process again for each treatment being added.
Clinic Settings
After treatments, you will just need to head to your clinic settings of the software to set up your clinic.
Step 1 :
Head to settings from the main menu.
Step 2 :
In settings, head to clinic, under the heading personal.
Step 3 :
Click 'New Clinic' button.
Step 4 :
Enter your clinic details including clinic name and address. Once happy select 'Save Details'.
The commison section can be used to document if the clinic is taking a set amount from your working days. If this is not applicable, you can enter a '0' into this box.
Step 5 :
Your clinic will now appear in the software ready for appointments to be booked.
If you work at multiple clinics, you will need to add all locations into the software, just repeat the process again for your next clinic.
Practitioner Settings
Once your treatments and clinic have been added, you will be able to add your practitioner to the software.
Step 1 :
Head to settings from the main menu.
Step 2 :
In settings, head to practitoner, under the heading people.
Step 3 :
Click 'New Practitoner' button.
Step 4 :
Enter your details into the practitoner area, including your name, medical pin, clinic and treatments. Once happy, hit 'Save Details'.
The treatments in this section are those you want to show on your online booking page. If you ever add any new treatments to the software, to make them show on your online booking page they will just need to be linked to your practitoner.
Step 5 :
Your practitioner will now appear in the software ready to be booked for appointments.
If you need to add multiple practitioner onto your software, just repeat this process for all those that need adding.
Practitioner Availablity Setting
Once these 3 areas have been added and are all linked to your practitoner with the software, you will now be able to set up your working hours.
Depending on how you work in aesthetics will depend on how your availablity will be entered.
Step 1 :
Head to settings from the main menu.
Step 2 :
In settings, head to practitioner availability, under the heading online booking.
The next few steps will now change depending on if you work regular hours in aesthetics or more ADHOC hours.
Regular Hours Availability
If you work REGULAR HOURS in aesthetics which are the same week in/week out. We would suggest using our 2 week rolling rota to enter your avaliablity.
Step 3 :
Start by marking the days you do not want to work as 'Not Available'.
Step 4 :
Then the days you want to be working, enter the start and end times
Step 5 :
Repeat this for both week 1 and week 2 and then hit 'Update Availablity'.
Irregular Hours
If you work IRREGULAR HOURS which can change on a weekly basis, may be due to working around a NHS job. We would suggest adding your availabilty slightly different.
Step 6 :
Start by on the 2 week rota, marking all the days as 'Not Available'.
Step 7 :
Then hit 'Update Availablity'.
Step 8 :
After, head to the exceptions tab at the top of page.
Step 9 :
From here, you will need to select the 'New' button and choose 'I am available'.
Step 10 :
Next, select 'I am available' and enter the date you want to work along with 'Part of Day' so you are able to imput your working hours.
You are able to add as many exceptions as you like at one time, just remember to always click the ADD button to add a new exception.
Step 11 :
Once happy with your list, hit 'Update Exception'
If you need futher help setting up your practitioner availability, head to our specific guides on this section.
Terms of Booking
After your practitioner availability, you can then head to your terms of booking.
This will contain any terms and conditions you want your patients to agree to before they book their appointment online.
Step 1 :
Head to settings from the main menu.
Step 2 :
In settings, head to terms of booking, under the heading online booking.
Step 3 :
Enter your terms and conditions into the main box.
Step 4 :
Tick for terms and conditions to be required.
Step 5 :
Once happy, hit 'Save Details'.
Advanced Booking Settings
Once your terms of booking has been completed, you'll then be able to set your booking preferences.
This section allows you to have control over your patients online bookings.
Step 1 :
Head to settings from the main menu.
Step 2 :
In settings, head to advanced booking settings, under the heading online booking
Step 3 :
The first section states how close to an appointment start date a patient can book. The second gives you the opportunity to add gaps between appointments. The third is where you enter how far in advance your patients can book an appointment.
Step 4 :
After, your next step is to choose which order you would like your practitioner and treatments to show.
Step 5 :
Then the final step is optional depending if you wish to add a message to the top of the online booking page.
This message usually contains information about offers you are running, parking and also treatments.
Step 6 :
Once happy, hit save details.
Online Booking Link
Once you have set up all of these sections within your ANS settings, you will activate a sharable URL which can then be placed onto your webiste or social media pages to allow patients to book online.
If you click the 'copy link' button this will allow you to easily copy the whole URL to add to your pages.
The steps above will help you to successfully activate your online booking page within ANS, allowing patients to book their own appointments and ultimatley reduce the hours you spend replying to patient messages.
For further help, visit our additional guides.
Additionally, to help you fully utilise and understand your Aesthetic Nurse Software, we do offer 1-1 support zoom calls which can be booked here : Book a zoom call