This article will explain how to setup SimpleClinic for multiple locations, with one location being your face-to-face clinic consultations, and another being for your online sessions.
Step 1 - Setting up multiple locations
By default, your SimpleClinic configuration is for one location, but you can have a number of clinic locations!
Go to the Business Setup -> Your Clinic -> Locations setting.
To add a new location, click on the "+ Add Location" button. Please bear in mind, you will need to add in your primary location first then any additional locations after that.
Complete the address details, with a meaningful or self-explanatory name for the clinic in the Location Name field. Bear in mind that patients using the online booking system will see the location name! Click on OK to save the new location.
The Additional Locations list must contain more than one location! One for your physical clinic location, and another for your online consultations.
Step 2 - Configuring clinic hours for the multiple locations
Each practitioner needs to specify which location they will be working from on each day of the week, and defining their hours of work for each day. To set these, go to the Employees menu.
The employees list will be shown. Click on the view button for the practitioner, then scroll down to the Employee Schedule area.
Toggle each day's Status to Open or Closed as needed, and type in the starting and ending times in the above format. Each day MUST specify a particular location when multiple locations have been configured above! Otherwise this may prevent patients from being able to book a consultation with you!
If on some days you work at BOTH locations (in clinic and online), you should also select the new "-- ALL --" selection in the Location dropdown list.
Click on the Save button to save the changes.
Step 3 - Configuring your services for the multiple locations
To make SimpleClinic easier to use for multiple locations or for different notification messages for face-to-face vs online sessions, it is best to create additional services for your consultations, with a set for your face to face consultations, and another set for your online consultations. By doing this, you can customise notifications and messages differently for these different consultation types, and make online booking easier.
Go to the Services option from the SimpleClinic menu, to list your services. You probably have the following services such as:
- Initial Consultation
- Follow-up Consultation
Click on the View Service button to edit the service details such as the location. Each service can only be linked to one location.
You can change the service category to Online Initial Naturopathic Consultation or Online Follow Up Naturopathic Consultation so that under Business Setup -> Your Clinic -> Message Settings, you can have separate booking and reminder messages for your online services.
Step 4 - Customising notifications and messages for face-to-face vs online services
The next step is to customise your notification messages to be different between the face-to-face and online consultations. For example:
- for face to face consultations - you can give your address details and directions, parking details and other relevant information in these messages
- for online consultations - you can instead give your Zoom or other online contact details as needed.
Go to the Business Setup -> Your Clinic -> Message Settings options.
For each of the message types, select the Service Category from the dropdown list, and customise your message or email, depending on whether it's for a face-to-face consultation or online session.
To save having to type in the whole message for each notification, you can mark, copy and paste one of your message templates from one message notification box to another, and just edit the differences.
You can use "merge tags" to merge patient details and appointment data from the SimpleClinic database into the messages. For more information on the merge tags, please refer to the support article here.
Ensure to click SAVE.