Advantages

1. Patients or Caregivers can easily book and reschedule appointments from your Practice Website with the help of our Virtual Appointment Bot.
2. Our intelligent Bot identifies the existing Patient with a couple of Q&As and makes booking follow-up Appointments smoother.
3. You can enable card payments with our Bluefin integration.
4. Virtual Appointment Bot will use the Appointment schedule details and pre-screening questionnaires configured in your Charm EHR account. There are no additional configurations specific to the Bot.
5. The 'Suggest me a Doctor' option can ask users symptoms-related questions to help them find a Doctor specific to their symptoms within the Practice.
6. Quick integration by copying our script into your Practice Website source will activate the Bot.

Customize and Generate Embed Script

The Appointment Chat Bot feature can be subscribed for your Practice accounts from the Settings Page. The Practice Admin can subscribe and customize the theme and other settings to suit your Practice website using the following steps:

1. Go to Settings > Calendar > Appointment Bot tab.
   
2. Click on the 'Subscribe for Appointment Chat Bot' button. (The feature comes with a subscription fee of $10 per month)
   
3. Enter the Practice Website's link where you want to embed the bot in the 'Client Website URL' field. Then, click on the 'Save & Configure Bot' button.
   
4. Once done, the Practice Admin can customize the chatbot's color theme, prompt message, and header content to suit your website.
   
5. Then, enable the following options based on your Practice preference:
   
   • 'OTP Authentication' - If SMS is enabled for your Practice, you can enable the OTP authentication option, which allows patients to verify themselves with mobile OTP during the appointment booking workflow.
   • 'Provider Selection Workflow' - You can enable any of the options:
     
     1. If the 'Provider > Visit Types' option is enabled, the Bot will display a list of all available Providers. Patients can then choose a specific Provider to view and book the associated visit types.
     2. If the 'Visit Type > Providers' option is enabled, the Bot will display all the available visit types. Once the Patient chooses a visit type, they can view and book an associated Provider.
   • 'Reschedule Flow Settings' to decide how many days before an appointment a patient is allowed to reschedule. You can also customize the prompt message that should be displayed when rescheduling is not allowed.
6. Clicking on the 'Save & Update Script' button displays the updated Embed Code Script on the right-hand side.
7. You will have to include the updated script on your Practice Website's Home page with the help of your IT team.
8. Once embedded, our Charm Assist Appointment Bot will be visible in your Practice portal, as shown below, and it will be ready to book the Appointments.
   

Virtual Appointment Bot Features

The Virtual Appointment Bot supports the following workflows:

• Book a New Appointment
• Reschedule an Appointment
• Suggest me a Doctor

The 'Go to Start Menu' option allows you to reset your Virtual Appointment Bot chat at any point in your workflow.

Booking a New Appointment

Patients or Caregivers can book appointments themselves using the steps below:

1. Click on the 'Virtual Appointment Bot' icon on the Practice website and select the 'Book Appointment' option.
2. Choose a suitable 'Facility' from the available list.
   

3. (A) New Patient

   New Patients can choose the 'Myself' or 'Others' option. Then, they can proceed to register themselves by filling in their First/Last Name, Gender, Date of Birth, Phone Number, and Email ID.
   
   

   Note: In case SMS is enabled for your Practice, the Patients must enter their phone number and OTP received to verify themselves before registering.

   (B) Existing Patients

   If SMS is enabled for the Practice, existing Patients can verify themselves with their phone number and OTP. If SMS is not enabled, they can enter Patient Demographic details to proceed.
   

   Note: If the Patient's phone number or email ID is not available, the Bot will request them to update it.

4. Depending on your Practice Settings, you can choose Providers either by:
   (A) Choosing Providers - Click on the 'List All Providers' option to select an available Provider. You can also filter Providers by their specialty using the 'drop-down' option. Then, choose a preferred Visit Type configured for the Provider to proceed further.
   
   (B) Choosing Visit Type - Click on your preferred Visit Type from the available options to view and select an available Provider. Then, click on the 'Proceed with this Provider' option.
   
   
5. Pick a suitable date. Then, select a preferred time slot from the list.
   
   
6. In case the Practice has added pre-screening questionnaires in their Charm EHR account, the bot will ask New Patients to fill it.
   
7. If the Practice has enabled card payment using our Bluefin Integration, the 'Confirm & Proceed with Payment' option in the Appointment Summary opens the payment view.
   
   

Upon successful payment, the appointment gets confirmed with the selected Provider on the scheduled Date and Time.

Reschedule an Appointment

Patients or Caregivers can use the Bot to reschedule their appointments easily using the following steps:

1. Click on the 'Virtual Appointment Bot' icon on the Practice website and select the 'Reschedule Appointment' option.
2. Enter your phone number and the OTP sent through SMS, which allows the Appointment Bot to fetch linked patient data.
   

Note: If the Practice has not enabled SMS, or if the Bot is unable to fetch patient data, it will request you to enter the Patient Demographic details to proceed. If the Bot is still unable to fetch any data, you will be requested to book a new appointment.

3. Pick an appointment from the list.
   
4. Select a suitable date and time to reschedule. Click on the 'Confirm Reschedule' button to save your changes.
   

Suggest me a Doctor

Our 'Suggest me a Doctor' feature in the Virtual Appointment Bot asks a sequence of symptom-related questions. Practices should provide their set of Q&As for the 'Suggest me a Doctor' workflow based on their needs. Our integration team will configure them specifically for your Virtual Appointment Bot. At the end of Q&As, the Appointment Bot will be able to suggest a specialized Doctor in your Practice. The sample flow below gives a better understanding.

Client Specific Customization

Charm Assist Virtual Appointment Bot allows you to customize your payment and Language settings. It also has a default set of Q&As to book an appointment. These questions are sufficient for basic workflows like adding a new Patient, finding out an existing Patient, listing available Providers with their slots, making payments, and booking Appointments. If you would like to make changes to the questions, please share the standard questions with us.

You can contact us at support@Charmhealth.com to initiate the Virtual Appointment Bot integration process.