This article explains how to set up and use the Coviu Appointment Bookings add-on. This feature is great for allowing your clients to book specific services and providers offered by your practice via a portal.
Last Updated: Jan 2021
Coviu offers an online appointment booking portal for accounts on the Professional and Clinic plans. It allows your clients/patients to book video telehealth consultations for specific services or clinicians in your practice.
Note: This feature can only be configured by an account Administrator.
Follow these instructions to set it up:
- Download the Customer Connect and Appointment Bookings add-on from our Add-ons MarketPlace.
- Back in Coviu, click on CONFIGURE in your Dashboard menu
- Click the Customer Connect tab
- Configure the bookings feature
- Scroll down to the Bookings module, turn it on and then click Configure
- You now have an option to activate the Coviu booking feature. Select Coviu Appointments
- There are now 6 easy steps to get your online bookings feature set up.
Step 1 - Account settings
There's only one setting you have to pick - it's to select the minimum duration of a session that you want to offer clients to book online e.g. 15 minutes. This creates time slots for your days which patients can choose.
Step 2 - Adding appointment types
Add all the types of appointments that you want to offer to patients by clicking on the
+ Add appointment type button e.g. Standard Consultation, Mental Health Appointment, Travel Vaccines etc etc
You can now provide details for this appointment type including a name, description, the duration and the cost:
You can add as many appointment types as you wish. Simply follow the above step to add more appointment types.
Step 3 - Adding practitioners
Add all the clinicians/practitioners from your clinic for whom you want to offer online bookings. Clinicians/practitioners must be existing users on your system.
Click on the + Add practitioner button:
Now select your clinician/practitioner (user) and click Save.
This will automatically ask you to confirm that this user is a practitioner and a calendar needs to be set up for them, click Save:
The next part is very important as it requires you to provide more details about the clinician/practitioner and lists the services they provide.
Click on the name of the practitioner in the list of practitioners. Then fill in the following details:
Once you have these details filled in, activate the Allow online bookings for the practitioner. Then fill in the times during which the practitioner is available for video sessions:
Finally, you will need to select from the Services provided section, which of the appointment types that you defined earlier, this practitioner is offering.
You can select all or some of the appointment types. Use Command + mouse click on a Mac or Ctrl + right mouse click on a PC to select multiple options. Then click Save.
To add another practitioner repeat step 3.
Well done. You have now set up the types of service you want to provide, the duration, the cost and the user providing the service.
Now let's set up the details that a client/patient has to provide when making a booking. This is the patient intake form.
Step 4 - Booking Options
First there are a couple of setup steps - the Lead time says how much notification time a practitioner gets for a booking, i.e. 15 minutes lead time means that a patient/client can't book a consultation before 15 minutes from now.
The Service labelling gives you a chance to give the appointment type a different name - it could be a "Service" or a "Consultation" or a "Treatment".
Then you can set up a notice for when there are just no available appointments for a day/time that a patient selected. For example, you can provide a phone number they can call.
Finally, you can add/remove extra fields for the patient intake form that you want them to provide. Such as what company they work for and where that company is located.
This might end up looking something like this:
Step 5 - Confirmation Email
In this section, you can customise the email received by your clients/patients after they book the service.
Coviu has a draft email that you can fill out with extra text through this form. Here's what the email draft will look like - note where the different additional text pieces can be added:
Step 6 - Sharing
Finally, you have finished all the setup! Congratulations!
Now, all you need to do is put a booking button on your Website. It might be worth engaging your Web designer to create a Telehealth page advising your clients of your new telehealth offering. What they can expect. How will it differ to an in-person consult. Where to go for support etc. The button can be added there as well as on your homepage.
You can do this either through the Sharing option here, or through Customer Connect. Customer Connect includes the link to online bookings.
This is where you format the booking button for your website. Simply adjust the text in the highlighted box and the button and text colour.
Then, to embed the button into your website, simply copy and paste the code from the How to use the button section. Again, this might be a task you give to your web designer.
Don't forget to press SAVE.
You can test the booking functionality at