Asking patients to accept your booking terms

If you have booking terms, for example your cancellation or reservation fee policy, you can ask patients booking online to read them and tick a box before they can confirm. It is off until you turn it on.

Before you start: write your terms

Go to Settings, Clinic and scroll to Legal.
Write or paste your policy into Terms and conditions.
Press Save legal text.

The tick only appears when this box has something in it. With no terms written, patients are never asked to tick anything.

Turning it on

In Settings, Clinic, go to Online booking policy.
Under What patients can do themselves, tick Ask patients to tick that they have read your booking terms before they confirm.
Press Save booking policy.

What patients see

With it off (the default), the confirm step shows a short line, "By booking you agree to [your clinic]'s terms and conditions", with a View terms link that opens them.
With it on, your terms are shown in full just above the confirm button, under the heading "[your clinic]'s booking terms", with a box to tick: I have read and agree to [your clinic]'s booking terms.
If they try to book without ticking, they are asked to tick it first and nothing is booked.

When a patient ticks the box, we keep a record on their appointment of when they accepted and exactly which wording they saw, so a later edit to your terms does not change what they agreed to. For a visit with more than one treatment, it is recorded on each one.

Good to know

This applies to bookings patients make themselves on your online booking page. Appointments your team adds in the diary are not affected.
Keep your terms short and plain. Patients read them on a phone, and a policy they understand is one they are less likely to dispute.
If you take a booking reservation fee and let patients cancel their own appointments, say clearly in your terms when the fee is returned.