Managing Services in Noterro

As an administrator of Noterro, you have the ability to manage the services offered by your clinic. Whether you need to add, edit, disable, or delete a service—we've got you covered. Let's explore each of these actions and how to perform them.

Adding Services

Adding a new service to your clinic is a simple process. Here's what you need to do:

1. Log in as the Admin.
2. Click on the Gear icon (top-right header).
3. Select the Base Setup.
4. Scroll to the Services section.
5. Click on the Add button on the right side of the Services section.
6. Enter a Category for the service.
7. Enter the Details of the service, such as the name. Select if the service is for individual Appointments or Group Bookings.
8. In the Billing section, you can set your taxes and give your service an alternative name.
9. In the Duration section, you can oversee the price and duration of the service, including the recovery time if applicable. Additionally, you can designate the Practitioners responsible for performing it. If you're on the Plus or Max plan, you can also specify which location this duration is available at, allowing for location-specific services and prices.
10. In the Calendar & Appointment section, you can allocate a colour to your service.
11. In the Custom Notification Variables, you can add a follow-up or special instruction for the service.
12. Under the Form Automation section, you can attach a form. This will automatically send Patients a form upon booking this service or upon receiving the appointment reminder email.
13. Under the Online Booking & Web Portal section, you can add an image for the service, select the Booking Method and include a description of the service. You can allow clients to book this service online and configure its online booking rules, like the Label Restrictions & the Payment Policy Override.
14. Click Save to add the service to your clinic.

Default Tax: When the service is added to an invoice, this service will have the default tax automatically selected for that invoice item.

Recovery time is the added time to the duration of your services. This is often used as a time to change over the treatment room. The service duration and recovery time are used to book appointments within Noterro and for online booking.

Prices support a third decimal point. This allows you control over rounding. For example, if your service is $99.99 after taxes, but you want it to be $100, then simply adding $0.005 to the original price will round it up.

Follow-Up Appointment Instructions: In the Plus and Max Plan, you have an option to send follow up emails to your Patients and include special instructions you would like for them to follow.

Special Instructions: A specific description about the service can be attached to the Patient Notification.

Booking Method. Each service can be configured to have a different method of booking within the web portal. They are:

• Online Booking - This option allows Patients to see availability and book appointments.
• Email to Book - This option prompts the user to email the clinic.
• Text to Book - This option prompts the user to begin an SMS message to the clinic.
• Call to Book - This option prompts the user to call the clinic.

Payment Policy Override. Each service can be configured to have a different Payment Policy Override, but you can't set it for individual Patients. You can set up an Online Booking Payment Policy if you require upfront payment for appointments booked through the Web Portal & App. However, you are required to connect to Square or Bambora payment processor in Noterro.

There are four Payment Policy Override options:

• No credit card is required to book an appointment.
• Full payment is required to book an appointment.
• A deposit is required to book an appointment.
• A credit card is required to book an appointment.

Portal Booking Restriction Labels. If you're on the Plus or Max plan, you can restrict online booking of a service by using portal booking restriction labels. This means you can either require Patients to have a specific label to book this service online or deny Patients from booking it online if they have a specific label.

Adding Services in an Existing Category

If you want to add a service to an existing service category, here's what you need to do:

1. Log in as the Admin.
2. Click on the Gear icon (top-right header).
3. Select Base Setup.
4. Scroll to the Service section.
5. Click the Add (Category) Service button on the respective service category.
6. Enter the Service Details such as name, description, colour of a service, or default taxes.
7. Select if the service is for individual Appointments or Group Bookings.
8. In the Duration & Price section, you can oversee the duration of this service, including recovery time if applicable. Additionally, you can set the service price and designate the Practitioners responsible for performing it.
9. Under the Web Portal & App section of the service, you can add an image for the service & click the checkbox to show service details in the Client Portal.
10. Under the Online Booking section of the service, you can allow Patients to book this service online and configure its online booking rules, such as the Booking Method and the Payment Policy Override.
11. Under the Form Automation section, you can attach a form. This will automatically send Patients a form upon booking this service or at the time of the emailed appointment reminder.
12. Click Save.

Editing Services

If you need to update the name of your services, duration, price, or recovery time, follow these steps:

1. Log in as the Admin.
2. Click the Gear icon (top-right header).
3. Select Base Setup.
4. Scroll to the Service section.
5. Locate the specific service you want to edit and click on the three dots on the same line as the Service and then select Edit.
6. Update the necessary details.
7. Click Save.

Important Note: You can switch services into different categories by selecting the Category dropdown.

Disabling Services

Disabling a service is useful when you want to remove it from your offerings temporarily. Here's how you can disable a service:

1. Log in as the Admin.
2. Click the Gear icon (top-right header).
3. Select Base Setup.
4. Scroll to the Service section.
5. Locate the specific service you want to disable and click on the Three Dots dropdown menu.
6. Click on the Disable button.

Enabling Services

If you’ve previously disabled a service, here's how you can enable a service:

1. Log in as the Admin.
2. Click the Gear icon (top-right header).
3. Select Base Setup.
4. Scroll to the Service section.
5. In the drop-down menu, select Disabled.
6. Locate the specific service you want to enable and click on the Three Dots dropdown menu.
7. Click on the Enable button.

Deleting Services

Deleting a service should be done cautiously, as it permanently removes it from your clinic's offerings. If you're certain you want to delete a service, follow these steps:

1. Log in as the Admin.
2. Click the Gear icon (top-right header).
3. Select Base Setup.
4. Scroll to the Service section.
5. Locate the specific service you want to disable and click on the Three Dots dropdown menu.
6. Click on the Delete button.
7. In the prompt that appears, click on 'Yes Delete'.

Important Note: Deleting a service permanently removes it from your clinic's offerings, and any associated data is lost. Make sure to back up any important information before proceeding with the deletion.

Reordering Online Booking Services/Service Categories

You may want your service or service categories displayed in a specific sequence for online booking.

1. Log in as the Admin.
2. Click the Gear icon (top-right header).
3. Select Base Setup.
4. Scroll to the Service section.
5. Click and hold on the Six Dots to the left of the Service or Service Category and drag it to a new position.

Emailing a Form when an Appointment is Booked

You may want to send out a form when an appointment is booked or with the appointment email reminder. If you want an intake form to be sent automatically, you must add a service indicating the first appointment, for example, Initial Appointment. If you add Form Automation to all services, a form will be sent out whenever a service is booked.

1. Log in as the Admin.
2. Click the Gear icon (top-right header).
3. Select Base Setup.
4. Scroll to the Service section.
5. Locate the specific service to which you want to add Form Automation.
6. Click on the three dots on the same line as the Service and then select Edit.
7. Scroll to the bottom of the Slide-out.
8. Select the Form from the dropdown.
9. Select the Timing (immediately or with an Email Reminder).
10. Optionally, you can select Don't send if the Patient already has this form completed or outstanding. This will avoid sending unnecessary duplicate forms.
11. Click Save.

Important Note: Adding multiple or add-on services to the same appointment is impossible. By effectively managing your services in Noterro, you can ensure that your clinic's offerings are up-to-date and accurately reflect your services. If you have any questions or need further assistance, please contact our support team at support@noterro.com.