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Create an Appointment Prompt

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Welkin Customer Success
Updated

In this article, we'll walk through:

  • How to create an Appointment Prompt
  • What are the different types of Appointments?

After reading this documentation, you will:

  • Understand how to create Appointment Prompts.
  • Appointment Prompts to capture the different kinds of interactions with your patients.
  • How to use scripting to help the members of your organization cover key talking points

To create a new Appointment Prompt in Workshop, follow the steps below.

  1. Ensure you’ve checked out your configuration so you can make changes to your Program.
  2. In the Workshop Menu on the left, select Appointment Prompts from the Elements section. You will then be taken to the Appointment Prompt screen which lists all the Appointment Prompts created for this Configuration.
  3. Click Create Appointment Prompt to create a new Appointment Prompt.
  4. You will then be taken to the Edit Appointment Prompt page, where you will need to enter information in the fields, necessary for creating this new Prompt. As you input this information, your changes will appear in the Preview screen on the right side of the page, in either the Before Appointment Preview or During Appointment Preview, depending on the information you’re inputting. The fields you need to complete are:

 

Prompt Name:  The Prompt Name should be unique, and briefly describe the purpose of the nature of the Appointment. The Prompt name will be shown to coaches as an Appointment option when they schedule new Appointment.

Prompt Type: Prompt types describe how the Appointment will be executed.The available options are “Call” and “Visit.” Select “Call” if the Appointment will be conducted over the phone. This automatically adds the Call Action to the Prompt. Select “Visit” if the appointment will be conducted in person. Choosing “Visit” for your Prompt Type will not result in any Action being automatically added to the Prompt.

 

Before Appointment

Body Text: The Prompt Body Text should provide guidance to the user on  how they should prepare for the Appointment. Choose a concise, easy-to-read message so the Coach can quickly determine what they need to do.

Actions: Actions give coaches options for responding to the Prompt. Some Prompt Types may default in Actions automatically being added to your Prompt.

Action Type is the list of options you can include in your Prompt. They are:  

  • Message
  • Schedule
  • Email
  • Care Flow
  • Assessment
  • Edit Patient
  • Change Phase
  • Note

Action Display is how that Action is conveyed on the Action button. Write a brief description that tells your coaches what happens when they click that button. For example, if you want them to understand that the Action Type is to “Take a note,” choose “Take Note” for the Action Display.

Select the Action you want to appear on the Before Appointment Prompt from the Action Type drop-down menu. Enter the Action Display name you want to correspond with this Action. Click Add Action, and repeat for multiple Actions, if needed.

Tip: We recommend limiting Action buttons on the Before Appointment Prompt to those necessary for the Appointment. Your coaches will always have the option to select Actions from the Action Bar in the Patient’s Profile, if needed.

During Appointment

Body Text: The Prompt Body Text should provide guidance to the coach on what they should discuss during the Appointment. 

Tip: If you wish to include scripting in your phone call, use italics styling.

Actions: Next, complete the Actions section to dictate the Action or Actions to be performed during the Appointment. Limit the Prompt Actions to those necessary to this specific kind of Appointment. Select the Action Type from the drop-down menu. Enter the corresponding Display Name in the Display Action field, which will appear on the Action button in the Prompt. Click Add Action, and repeat for multiple Actions if needed.

Some Appointment Prompts may have a default Action, depending on the Prompt Type. Standard Action options for During Appointment include:

  • Message
  • Schedule
  • Email
  • Care Plan
  • Assessment
  • Edit Patient
  • Change Phase
  • Note

Tip: Remember, Actions are always available in the Action Bar of the Patient Profile. Choose the Actions required of the particular Appointment when adding them to your Prompt, to avoid creating confusion for your coaches.