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Online Pre Check-in

What does this feature consist of?

Linked to the Agenda module, the Online Pre Check-in allows you to add a form to the client profile, which can be included in the appointment reminder email sent to the email address associated with the booking.

If the client does not complete it before their visit, they may do so directly at the centre before enjoying the service, either through the link sent by email or by scanning the QR code included in their CRM profile.

 

What information can be included in the Online Pre Check-in?

The Online Pre Check-in supports different types of fields:

  • Single or multiple choice selections.
  • Text fields.
  • Acceptance checkboxes.
  • Digital signature.

Examples of commonly included information:

  • Acceptance of the centre’s general terms and conditions.
  • Information regarding the processing of the client’s personal data (GDPR).
  • Consent to receive newsletters.
  • Declaration of compliance with health requirements.
  • Contact details or other relevant information.
  • Digital signature.

⚠️ Due to the complexity required to comply with the high level of GDPR regulations (required for storing specific health-related data), we decided to proceed with the standard disclaimer that many of you were already using, thus ensuring compliance with regulations for both parties.

The questions may be specific enough to determine whether the client is fit for the service, but not to store any specific data related to their health.

✔️ Examples of permitted questions:

  • Do you have any health condition we should be aware of before the treatment? Yes/No
  • Do you have any prosthesis, allergy, or illness we should know about before the treatment? Yes/No

⛔ Examples of non-permitted questions:

  • Are you pregnant? Yes/No
  • Do you have any illness? Please specify

 

How do I activate the Online Pre Check-in?

Contact suporte@spalopia.com and request activation.

Our team will verify whether the feature is included in your plan or, otherwise, inform you of the associated cost.

To configure it, we will need:

  • A document with the questions and information to include in all active languages (following the requirements above).
  • The text to include in the appointment reminder email and the sending timeframe before the client’s arrival.
  • The validity period of the Online Pre Check-in (after which it must be completed again).

Once we receive the information, we will configure your Online Pre Check-in as quickly as possible and notify you so you can start enjoying its benefits.

 

How does the client complete the Online Pre Check-in?

The client can access the form in two ways: through the link received by email or directly at the centre before the service. In the latter case, they can do so by scanning the QR code available in their CRM profile or by using the link sent by email.

To complete it at the centre, simply follow these steps:

  1. In the client profile, click the pencil icon below the client’s name.
  2. A new page will open with the QR code displayed in the top right corner.

Once completed, the Online Pre Check-in will be automatically stored in the client profile.

 

Where can I view the clients’ responses?

When a client completes the Online Pre Check-in, the Pre Check-in Forms section is activated in their CRM profile, where all documents are stored.

💡 Other considerations

  • The numbering reflects the number of completed forms.
  • If the client has started but not completed the form, the status will appear as pending until completion.
  • If your centre belongs to a chain, you will be able to see whether the client completed the Online Pre Check-in at your centre or another one, without deleting previous responses.
  • The client may complete the forms at any centre where the feature is active, without removing previously submitted answers.
  • The summary below the client’s name will be updated with the Online Pre Check-in information.

When creating a new appointment, you will be able to check through icons whether the client has accepted the GDPR terms and whether they meet the required medical conditions.

⚠️ These validations can also be performed manually through the client’s quick profile in the Agenda, so the icons do not necessarily imply that the client completed the Online Pre Check-in.

 

✉️ If you have any questions during the process, please do not hesitate to contact us at suporte@spalopia.com