Bookings & Booking Details

You can see all of your appointments data on booking menu. From top menu, click Appointments > Bookings.
The default view is sorted based on the newest booked appointment. From the list you will get this information:

Filters

You can filter the bookings based on your criteria. Please do the following to filter out the bookings:

1. Select start appointment date
2. Select end appointment date
3. Select clinic
4. Select branch
5. Select booking status(es)
6. Input keyword If you want to get specific. You can input patient's name, email, phone number, or booking id)
7. If you want to get today's appointment, you can click “today appointment” button.

Booking Status

There are some booking statuses:

1. Need confirmation: when an appointment has not confirmed by a patient
2. Confirmed: when an appointment has been confirmed by patient or from admin’s side
3. Completed: when a patient has been treated
4. Canceled by user
5. Canceled by pcc
6. Canceled by doctor
7. Canceled by system: if an appointment canceled by automation system (usually when it has not been confirmed after automated sms sent)
8. Canceled by admin
9. No show : if the patient does not show up. This is a manual action. If you want to mark the appointment as a no show, go to booking detail, and in the “information” section, click no show.

Booking Details

On this section, you will get the detail information regarding a booking id. You will see some tabs:

A. Patient's history

List of all appointments that has been created by that patient

B. Medical record

Answered questions related with the booking id

C. Consent form

The consent form(s) that patient has signed. If you don't see any signature here, please tell the patient to sign it.

D. Treatments

On this section, an injector/ provider can add notes, flag, and fill out lot # or expiration date. Also you can add treatments here. You can change the duration, add area related with the treatment. To add more treatment to this booking, please do:

1. Select the treatment and the injector/ provider.
2. Then click “check availability” if you need to check the availability, or you can simply click “add area” button.
3. After that, don't forget to check “I verify that this form is complete and correct” and click “update” button.

E. PCC Checkout

PCC can add note on “PCC note” field and click update. On this section, if a patient wants to add items to buy, you need to do the following:

1. Click add item.
2. Select injector/ provider (it means, which injector/ provider is this item deducted from).
3. Select item.
4. Put the # of pcs.
5. Click “update item”

After you add the items, the total cost would be updated.

If you want to add discount, please select from discount code drop down.
You can add more than 1 discount code.
Don't forget to click “apply discount” to apply the discount code(s).

If the patient has some points, it can be used here. You will see how much points needed to be equals to $1.
If you add more than 1 discount code, the calculation would be sequential. For example:
You added 50% discount and $25 discount, and total cost is $100 (without points used). The “total cost after discount, point, and gift card” is:

($100 x 50%) - $25 = $25

You added 50% discount and $25 discount, and total cost is $100, points used is 50 (equals to $10 - for example only) . The “total cost after discount, point, and gift card” is:

(($100-$10) x 50%) - $25 = $20

“Total cost after discount, point, and gift card” is the amount of money that the patient needs to pay.

On Payment setup section, you will see the list of payment that the patient has made.

To process a payment, we can do one of this method:

1. Use Medspa Circle's Partners App

You can download the app from this link:

https://apps.apple.com/us/app/medspa-circle-partner/id6744644288  (iOS)

After you download the MC Partners App, you can login with the same credential you have for PMC.

To process the payment, please do the following:

1. search for booking id and tap “search bookings” button.
2. tap on booking id to open up the details
3. scroll down until you find “select payment method”.
4. tap one of payment method that patient wants to use
5. enter the amount
6. tap continue

Square Payment

1. After you selected Square payment method from the previous screen, you will see square payment screen
2. Tap initialize square, you will see this text “Square has been initialized using the credentials of xxx”. it means that square is successfully initialized
3. Tap setting
4. Tap pair a reader
5. Turn on your square reader (please use the contactless type), and hold the power button until it flashes orange
6. You will see your device under “devices” tab
7. If you see “updating firmware” please wait until it is done
8. Go back to square payment screen
9. Tap continue to payment
10. Tap the credit card to contactless square reader
11. After the successful payment, the payment will be listed on “booking payment setup” screen

2. Use PMC directly

This method is useful when you can not use payment app. This method will be using pmc as QR code generator and patient can pay through her own device.

The steps are:

1. Click payment by patient button, you will see “select payment method” on the right side.
2. If you click cash, cherry, other, venmo, or experience payment methods, you can input it manually.
3. If you choose square, stripe, or paypal, system will generate QR code that can be scanned by patient. This qr code is the link that patient can pay from.
4. If patient can not use qr code, you can copy the link beneath the QR code and send it to the patient
5. After the patient pays from that payment link, and payment has been processed by payment processor, you will see the “payment method” on the left side is updated
6. As long as “payment discrepancy” is not showing red, it means that the patient has paid equals to the amount that should be paid.

After the payment has been made, please check the payment discrepancy. If it shows $0, it means you can finish the booking. Please check everything first before you finish the booking.

If in some rare case, there's amount of money that patient didn't pay, please check “didn't pay” checkbox and save it.

3. Use PMC with square terminal

If you have square terminal, you need to pair it with PMC first before you can use it. To pair the terminal with PMC, please do the following:

1. From top menu, go to Settings > Clinics.
2. Select your clinic's square terminal menu
3. Click “Add a terminal” button
4. Fill all fields and click submit
5. You will see a newly created entry. Please use the pairing code to connect with your square terminal.

F. Photos

You can upload patient's photos here. you can also upload pdf document related to booking id here. Supported file formats are: jpg, png, heic, pdf. Maximum file size is 100MB.

G. Photo Comparison

You can compare photos to see the patient's progress here. Select the booking id from the drop down and click compare button

H. Gallery

You can compare photos to see the patient's progress here. Click the thumbnails and then click compare button to compare them

I. Chat

You can send text and email to this patient from here.

J. Refund (related with this booking id)

For some reason, if you need to refund the patient related with this exact booking id, please do it from here. This refund is related with this booking id, that's why you'll see only some treatments that related with this booking id.

To do the refund related with this booking id, please do the following:

1. select a refund type
2. select a refund payment method
3. select the amount
4. select a refund reason
5. add notes if you need to
6. click submit

You can refund patient nothing more than she paid for this booking id if you use this menu.

If you need to refund the patient but it is not related with this booking id, or you need to refund more than this booking id's transaction amount, please go to patient's profile, and select “Charge & Refund” tab.

K. Point History

This section will show you the history on how the patient received or used her points. You can adjust the patient's points (add the point) by clicking “Point adjustments” button.