Making a Booking: Incoming via phone primarily, followed by SMS, online and DM via Instagram, and walk in.  Booking amendment requests come in via email, SMS and phone calls or walk in. 

Client calls the clinic to make a booking

From the POS > Find person >

Open

Select services and see available times

1. Have they had this therapy before

   1. No - advise basic information about the treatment

   2. Note system will send on the survey questionnaire form for client to complete prior to appointment if required

Open

Promotional Offers

Promotions are all auto apply - so prices are updated in the POS

Birthday Promotion

Click “Find Promotions”

The customers birthday is used and the promotion is found the number of weeks before / after the promotion as per the setup

It is common however that customers want to purchase discounted items - so there is a promotions tab that will list all possible promotions with an explanation if they apply

No Therapist required

1. lists available room sessions

Multiple possible therapists

1. Select Therapist > then available dates > then available time

   1. • Verbally ask them if they have been to the clinic before or if they have had the particular therapy before to then advise basic information about the treatment

      • Alert if person has not had this therapy before (will require initial / get survey)

Note : Some therapies can only be done once per therapist per day

1. Will only offer calendar days for therapist that does not already have a booking

   1. Validation checks (end of booking wizard, take payment button) respects this also

How to find a booking for a slot after 5pm example

add a colour highlight to the month view based on before and after

Bookings for any other people

1. Will add a different contact to the session

2. Can pay full amount in advance

   1. If not paid in advance that person will then be the debtor

3. The contact persons will be available to be added to later bookings in a drop down list

   1. Tickbox (email / phone of person making the booking) if the contact details is to remain the booking debtor - for example a parent booking for a child will expect to be contacted not the child.

4. Survey is sent based on selections once the booking is confirmed

Bookings for minors on calendar

Note that Minors will be indicated on the calendar with a hover for the age prefix with “Age “

• Minors will still be paid for by the booking person

Advise cancellation Policy

1. On last page of POS ? from Rich Text Field on host company (HC > System Features > Cancellation policy Concertina

2. Checkbox required for staff to tick they have advised the cancellation policy for every customer

3. Summary to be group by date > order by time

    

   Email template sent after checkout process to have cancellation policy

POS funds collected

If the Therapy is for a future date - the amount collected is a deposit of 50% (unless waived)

If the Therapy was today - the amount collected will be the balance owing

Bulk Buys and Bundles

• When purchased the full payment is required up front

• When used as credit for a session no payment is required

Physical Products - full payment is required

Deposits for session and HiCaps

HiCaps is not checked - however some health funds may pay full amount so the clinic can agree to drop the deposit requirement with the expectation that the balance will be later paid

Waive Deposits and back up to waive deposits after Finalise

Special Actions - Reopen this order

Back to Products page and Waive Deposit

Two bookings for two people

Book the first one

Select I want to book another and Click on I am booking and paying for someone else

Completed Sessions Check Private Health Fund Rebate Amounts

Once the Rebate is approved the amount outstanding will be updated to the remaining amount.

Credit Card Payments

Via Tyro swipe (card present)

“Process Card Payment” passes the amount to the Tyro Terminal and awaits (1) a card swipe and (2) confirmation from Tyro of the payment being taken

via EWay (card not present - or want to remember card for future transactions)

Enter credit card details and take payment

The card details are NOT Stored - they are used to capture payment via EWay integration

Remember Credit Card Details for future payments via EWay

Drop down of remembered cards, ability to remove a card, title and save a new card