Events and Group Scheduling

How to schedule group events in Open ACU.

Create an Event in Open ACU

Open ACU allows you to schedule group events with multiple participants. Read on for step-by-step instructions. 

1. Create a new event

Select your date on the schedule. At the top of the day's page, click Day Tools --> New Group Event:

Group event 1.png

2. Event Setup

You'll now follow the Event Setup steps to enter all the details about your event:

Setup

On the Setup page, you'll enter: 

New event setup.png

Click the right arrow at the bottom of the page to advance to the next step: Host

Host

On the Host page, you'll enter: 

New event host.png

Click the right arrow at the bottom of the page to advance to the next step: Hours

Hours

On the Hours page, enter the start and end times for your event:

New event hours.png

Click on the right arrow at the bottom of the page to advance to the next step: Info

Info

On the Event Info page, you'll enter more details about your event:

New event details.png

Click on the right arrow at the bottom of the page to advance to the next step: Price

Price

On the Price page, you'll enter your pricing for the event.

For a free event: Enter your price title and 0.00 for your price amount. Click the Add Price button to save:

New event free.png

For a paid event: 

New event pricing.png

Click on the right arrow at the bottom of the page to advance to the next step: Forms

Forms

On the Forms page, you have the option of sending forms to attendees, to be completed in advance of the event.

New event forms.png

Click Save Event to finish the event setup process

Next step: Event Notifications

 

Event Notifications

You can create notifications for your event by clicking on the Notifications tab on the Event Editor. Click Add A Notification to start:

event notifications.png

Step 1: Choose Notification Date

Select your notification date from the drop-down menu, then click the Add Notification button below the menu:

New event notification.png

Step 2: Add Email and/or Text Message Details

Add your email subject and body text, and/or text message details:

New event notification 2.png

Click the Key to Verbiage Codes button to see your options for text message notifications:

event verbiage codes.png

Click Save when you're finished to save your notifications.

Managing Notifications

You can add multiple notifications per event. Your saved notifications will appear on the Notifications tab:

list of notifications.png

Editing or Deleting Notifications

To edit or delete a notification, click on the notification you wish to edit from your list. The notification details will appear on the right hand side of the page, and from there you can edit and save your notifications, or use the delete button at the bottom to delete a notification:

delete notification.png

 

 

 

 

Adding EHR Notes to an Event

If your event includes EHR notes, the process is very similar to recording EHR notes for appointments. You'll record your notes on the EHR by Event page, which is on the left-hand side menu:

ehr by event.png

Note: only Users with Practitioner level access can add EHR notes to an Event.

Step 1: 

On the EHR Event page, click your Event title to highlight it and open the list of attendees on the right hand side of the page: 

select ehr event.png

Step 2:

Once your list of attendees appears on the right hand side of the page, click the pencil icon to record your EHR notes for the event:

EHR by event 2.png

Note: You will only be able to enter EHR notes after the attendee has been checked in. 

Step 3:

You can then enter your notes and points into the corresponding fields, just like you would for EHR notes for a regular appointment. 

Once you've entered your notes, you'll click Save to save your notes, then Lock to approve and lock the record. 

Creating a Multi-day Event

Our Events function allow you to create an event that spans multiple dates. Here's how to do that.

Event Setup

On the Event Setup page, click the box next to "Is this a multiday event?" You can then enter the start and end dates for your event:

new multiday event.png

Note: You'll select individual dates for your event on the Hours tab.

Click the right arrow at the bottom of the page to advance to the next step: Host

Host

On the Host page, you'll enter information about the event host(s), the same as you would for a single-day event: 

Click the right arrow at the bottom of the page to advance to the next step: Hours

Hours

On the Hours page, you'll enter the hours for each of your separate dates. Click the box below "Session Dates" and a drop-down calendar will appear. Click dates on the calendar to select each date of your multi-day event, then click Add Dates:

multiday event hours.png

You will then enter the hours for that date. By default, the hours at set to start time 9:00AM and end time 11:00AM. Simply highlight the hours to edit them:

multiday event hours 2.png

To delete a date from your multi-day event, click the X box next to the event date (note: you cannot delete the start or end date of a multi-day event):

multiday delete.png

Click the right arrow at the bottom of the page to advance to the next step: Event Info

Event Info

Enter your description and details for the event, like you would for a single-day event.

multiday texts.png

Click the right arrow at the bottom of the page to advance to the next step: Price

Price

On the Price page, you'll enter your pricing for the event, the same as you would for a single-day event. You can add expiration dates to a price for an early-bird pricing option.

Click the right arrow at the bottom of the page to advance to the next step: Forms

Forms

On the Forms page, you have the option of sending forms to attendees, to be completed in advance of the event.

Click Save Event to finish the event setup process

Next step: Event Notifications

Register Attendees for an Event

To register attendees for an event, navigate to the event date on the calendar, then click the Attendees tab:

register attendees.png

If the attendee is an existing patient:

If the attendee is already an existing patient in your database, start typing their name into the Patient Search box:

patient search.png

Then highlight their name, and click Register Patient - just like you would do for scheduling an appointment:

register patient.png

One the patient is registered, you'll see their name on the Attendees list:

attendees list.png

If the attendee is NOT an existing patient:

If the attendee is not already an existing patient in your database, you'll first need to create a New Patient account for them. Click the New Patient button to create a new patient account:

create a new patient.png

You'll then be prompted to walk through the steps of adding them as a new patient. Once they're added to your database, you can then complete the registration steps like you would for an existing patient. 

See This Article for information on how participants can register themselves for an event via the Event URL on the patient portal.

All Events page

Your All Events page shows a list of all past and future events. On the left-hand side menu, click Appointments --> All Events:

all events.png

When you click on an Event listing, you'll be taken to the Event date on the calendar:

event date.png 

From there, you can edit your event, register attendees, edit notifications, and view reports.

Event Waiting List

If your event registration is full, you can add people to the waiting list.

Add someone to the waiting list

To add someone to the event waiting list, open the Attendees tab on your Group Event Editor and scroll down to the Waiting List section. Type a patient's name into the search field, highlight their name, then click Add to Waiting List:

event waiting list.png

You will now see their name on the event waiting list, under the list of registered attendees:

event waiting list 3.png

Register someone on the waiting list for the event

If a spot opens up and you want to register someone on the waiting list for the event, open up the Attendees tab. Click on the plus sign (+) next to the person's name. This will move them off the waiting list and register them for the event:

add wl to event.png

Remove someone from the waiting list

To remove someone from the waiting list, open the Attendees tab, then click on the trash can icon next to their name. This will remove them from the waiting list:

remove wl event.png

Waiting list via Patient Portal

People can also add themselves to the waiting list via the event URL.

If registration is full, the event URL will display a message that registration is full, with a button for people to add themselves to the waiting list:

event full.png

Once they click that button, they'll be prompted to sign in and complete the steps to add their name to the waiting list:

add self to waiting list.png

The event URL will then show a message that they've successfully added their name to the waiting list. They can click the "Remove Me from Waiting List" button to take their name off the waiting list:

on the list.png

 

 

Event Report

The Event Report tab shows you a list of event attendees, registration and check-in dates, payment amounts and payment methods.

Registering for an Event: Patient Portal

Participants can register themselves for an event via the Event URL on the patient portal. 

Step 1: Reserve your spot

On the Event URL home page, click Reserve Your Spot in the bottom right hand corner:

reserve your spot 2.png

Step 2: Log in

The participant will be prompted to log in to the clinic's patient portal, or to create an account if they don't already have one:

event log in.png

Step 3: Confirm info

Once the participant logs in, they'll be asked to confirm their information:

confirm info.png

After the participant confirms their information, the next step will vary based on payment options.

Free Events:

Here's what happens

Paid Events with Open ACU's Stripe Integration:

If the clinic uses Open ACU's Stripe integration, event payments will be processed at the time of registration. The participant will enter their payment details on the payments tab.

If they have a credit card on file:

They'll see options either to use a card on file, or to enter a new card:

event card on file.png

If they don't have a credit card on file:

They'll be prompted to enter their credit card information:

event enter cc.png

Paid Events without Open ACU's Stripe Integration:

If the clinic does not use Open ACU's Stripe integration, the participant will see a message that payment will be collected at the time of the event:

payment no stripe.png

Final registration step....

Collecting Payment for an Event

Issuing a Refund for an Event