Objective
This SOP explains how to complete a patient booking on the AesthetiDocs external booking platform using the patient’s wallet or account balance as payment. It ensures staff can guide patients through the correct payment flow and confirm the booking is completed successfully.
Key Steps
1. Confirm the patient has sufficient account balance 0:37
Open the patient’s record in the clinical platform.
Check the patient’s account balance or wallet amount.
Confirm the balance is sufficient to cover the intended treatment cost.
Example shown in the transcript: the patient has a balance of £433.34.
2. Complete the booking details on the external booking platform 0:48
Navigate to the external booking platform.
Select the required:
Location
Treatment
Practitioner
Date and time
Proceed to the payment step once the appointment details are selected.
3. Choose the payment method for the appointment 1:09
At the payment step, present the patient with the available payment options.
The patient may see:
Pay deposit and the rest in clinic
Pay in full
Note: Pay in full is only available if this feature has been enabled in the account settings.
4. Verify that pay-in-full is enabled if needed 1:31
If the patient cannot see the pay-in-full option, confirm whether it has been enabled in the account.
If the feature is not enabled or you are unsure, contact support for assistance.
Once enabled, the patient can proceed with full payment online.
5. Apply the patient’s account balance or vouchers 1:54
When the patient chooses to pay in full, standard payment methods will appear.
If the patient is logged in, the system will show whether they have sufficient balance to cover the payment.
The patient can also enter any gift voucher or voucher code, if applicable.
Toggle on the option to use the account balance/wallet to apply funds toward the treatment.
6. Confirm whether the payment is fully covered 2:19
After applying the account balance, check the payment summary.
If the balance covers the full amount, the system will display a message such as:
Your payment is fully covered by vouchers, no additional payment needed.
If the balance does not fully cover the amount, the system will prompt for the remaining balance to be paid using another method (for example, card or voucher).
7. Finalize the booking 2:42
Once the payment is confirmed, click Check Out at the bottom of the page.
The appointment will be booked automatically.
Confirm that the booking shows as paid in full via the patient’s account balance.
8. Confirm the account balance updates in real time 3:01
Verify that the patient’s account balance has been reduced immediately after the booking.
The system updates the balance in real time.
If the balance does not update as expected, investigate or contact support.
Cautionary Notes
Pay in full will only appear if it has been enabled in the account settings.
Ensure the patient has enough balance before attempting to complete the booking.
If the patient’s balance does not fully cover the treatment, the remaining amount must be paid using another available method.
Always confirm the final booking status and payment confirmation before ending the process.
If you are unsure how to enable or use this functionality, contact AesthetiDocs support.
Tips for Efficiency
Check the patient’s balance before starting the booking to avoid payment issues later.
Have any voucher or gift code information ready before reaching the payment step.
Use the logged-in patient view to quickly confirm available wallet funds.
If the feature is used frequently, ensure staff are trained on where to find the pay-in-full and wallet toggle options.
Confirm the booking immediately after checkout to ensure the appointment was created successfully.