Enrolling patients onto the waitlist
In order to enroll a patient to the waitlist, the patient must be a Penciled patient.
Add patient to Penciled
A patient can be added to Penciled manually by clicking the patients tab and clicking add. Patients can also be automatically added to Penciled. For more information on how to add patients to Penciled, see add patient.
Enroll a Penciled patient onto the waitlist
Once on the patients tab, simply click update waitlist status near the patient. A form will pop up on the right.
Input the required fields
There are 4 required fields to add a patient to the waitlist.
Providers
The provider for which the patient will get waitlist messages about openings.
Appointment type
The type of appointment that will be booked into WebPT if the patient accepts an opening
Appointment duration
The required duration of the appointment that the patient needs. If the patient accepts, Penciled will schedule an appointment of this duration into WebPT. Penciled will make sure there is enough time available to fit the necessary duration of the appointment that the patient needs before messaging that patient if a cancellation occurs.
Availability
The time ranges for which the patient is available.
Options to specify patient availability
The patient availability picker has been used by hundereds of front office staff and allows you to control the speed versus specificity of patient availability on your waitlist.
Add repeating availability
Some patients may specify a specific, recurring time range like "3-5pm on Tuesdays and Thursdays." Rather than inputting that manually, you can click add repeating availability and specify the start time, end time, days of the week that the availability applies, and the number of weeks or months to recur that availability. This helps ensure that the patient only gets messages for relevant times.
Days/times calendar picker
The availability picker lets you quickly select available time ranges. You can click and drag horizontally or vertically on the picker, and you can also click any of the letters for days of the week at the top which will select, for example, "every Monday this month." Lastly, you can click times where you can click and drag in 15 minute increments.
Patient is always available
The button Patient is always available allows you to rapidly add the patient to the waitlist by opting them into communications about every cancellation that could be a fit for them. We recommend utilizing this button if moving fast and if patients have been notified about the introduction of an automated waitlist system beforehand.