When you receive an email invitation to join Medechat, use the link and details provided to login to Medechat and choose a password.
You may wish to save this page to your bookmarks for future use or simply place a link on your own website for you, your vets and pet owners to access the Medechat platform.
There are several sections in Medechat that help you manage your vets, clients and your appointments. Let’s get started.
When you login to Medechat you will be presented with your practices calendar of appointments.
Before you set up your practice and add your vets and pet owners, this screen will be blank.
Once populated it will look like this so now let’s get you set up.
Here you can add all your practice business details.
You will need to set up a Stripe account for your practice in order to receive credit card payments.
You can set this up using this tab and if you already have a Stripe account then you can Connect your Medechat account to your Stripe Account.
You have complete control over your Stripe account and can issue refunds, use it to bill pet owners for other products and services outside of Stripe and create financial reports.
Stripe will deduct their merchant fees and commissions paid to Medechat from the pet owner payments, leaving the balance in your account. Go to www.stripe.com/au to set up your account.
Before your clients can book appointments you will need to setup your appointment types.
You will need to add your tax (GST/VAT/other tax) rate and the types of appointments that you will offer.
Select Add new appointment type.
There is a drop down list to choose from available appointment types.
These are pre-determined for reporting purposes.
Please try to use the pre-set appointment types to make reporting more accurate.
Choose the Appointment Type you wish to add.
Add your preferred length of time for the appointment type and also the cost (excluding GST/VAT/other tax) you wish to allocate.
Don’t forget to factor into the consultation charges the Medechat commission for each video consultation. Save changes to add all your new appointment types to the platform.
Repeat the process for all the Appointment types that your practice will be offering it’s clients via Medechat.
If the video consultation runs longer than the set length of time allocated for the appointment type, a second consultation charge will be automatically billed to the pet owner. However, Vets can choose to over-ride the automatic charging.
The default screen is the list of your Vets.
If you have a large number of vets, you can use the Search function to find a vet.
You can also easily toggle between your vets being Active and Inactive from this screen.
This is useful if they take extended periods of leave and won’t be available for appointments.
Select Add new vet.
A pop-up will appear where you enter the vets name and email address.
Then select Send Invite.
This will send an invite to your vet with login details so they can join your practice in Medechat and create their profile.
Once your vet accepts the email invitation they will appear in the list.
You can then Edit profile to add any details that the vet may not have.
These are personal details about your vets and once entered, you shouldn’t need to access these again.
Your vets will have 7 days to accept your initial invitation before it expires.
You can resend an invitation to a vet via the Reset Password tab at the bottom of the particular vet’s profile.
The vet will have 24 hours to reset their password after the invitation is sent.
The default screen is the list of your pet owners and pets.
You can Edit their profile and Add new pets from this page. You can also toggle between a client being Linked and Unlinked from your Medechat platform.
You can use the Search function to find a particular client using their name or their pets name.
Select Add new pet owner.
A pop-up will appear where you enter the pet owners name and email address. Then select Send Invite.
An email invite will be sent to the pet owner with login details so they can join your practice in Medechat and add their profile and pets.
Once your client accepts the email invitation they will appear in the list.
You can then Edit profile to add pet owner details. You can also Add new pets if the pet owner has not already.
To view the pets that belong to the pet owner, select Pets from the top menu bar.
Your pet owners will have 7 days to accept your initial invitation before it expires. You can resend an invitation to via the Reset Password tab at the bottom of the owner’s profile.
The vet will have 24 hours to reset their password after the invitation is sent. You can repeat the process every time an invitation expires.
All pets are attached to their owners and can be viewed on the Pets page. You can see both Current and Past pets belonging to the owner.
If you take a telephone booking you can also Book an appointment for that pet through this page.
To edit an existing pet, select Edit.
Each pet has it’s own profile which can be entered or edited by the owner or the practice.
You can also toggle between a pets status as being Current or Past. You would change their status if a pet has passed or has a new owner.
If you are adding a pet on behalf of the owner, select Add new pet.
Enter the details about the pet into the pet profile to assist the vet when it comes to a consultation.
When Saved, this pet will be added to the owners pets.
When you login to Medechat you will be presented with your practices calendar of booked appointments. All vets with available appointment times will be shown.
The grey areas are the times that are not available for consultations. You can view appointments by a day, week or month view.
You can hover over the appointment to see the basic details.
Select Set available time.
This is for setting times when your vet is available to take bookings and can be reoccurring.
Fill in the pop up and then select Set available time.
This will then show on the calendar as available in that timeslot.
Your vet will also have the ability to set themselves as unavailable.
If making an appointment in person, over the phone or via email select the time you could like to make the appointment under the vet selected.
Add the details of the appointment, selecting the Appointment Type, Date, Time, Pet Owner and Pet. Select Book appointment.
If a pet owner selects an appointment type that is incorrect (for example a short revisit instead of standard consultation) you can edit the appointment by clicking on the appointment in the appointment calendar and changing the appointment type.
You can also edit all other details of the appointment this way (vet, time, day, reason, etc).
The consulting vet that the appointment has been booked with can also change the appointment type charged to the pet owner at the end of the video consultation at their discretion.
If the Appointment Type chosen has a length that makes the booking clash with another booking, you will see this Alert.
You can then make the necessary changes to the Time or Appointment Type and select Edit Appointment.
Both the vet and the pet owner will receive an appointment booking confirmation via e-mail and a text message within 15 minutes of the scheduled appointment.