Patient Scheduling+

Patient Scheduling+

Patient Scheduling+ uses the Digital Forms framework to guide patients through the scheduling process.  As patients respond to the questions in your form, Luma Health determines which appointments meet patients’ needs so that patients see the appropriate open appointments for scheduling. 

The functionality described in this document is native functionality available within Luma. Any functionality or capabilities that your organization might want or need that isn’t outlined here may be subject to a Statement of Work. For more information, refer to the Statement of Work document. 

Core Functionality 

These features are on by default in your Luma account. Some of these features can optionally be configured based on your organization’s needs.

Patient Scheduling+ Forms

If your organization integrates Luma with your EHR, then Luma can create scheduled appointments in your EHR. Luma can also read the patient’s appointment history, PCP, and other fields in the chart to assist with proper scheduling workflow. With some EHR integrations, Luma can also create new patient records.

Please note that certain syncing methods, such as Secure File Transfer Protocol, may require a Statement of Work. For more information, refer to the Statement of Work document. 

 

Feature  Description
Configure Patient Scheduling+ forms Use the Form Builder to create patient forms, including pre-scheduling forms, using Luma’s templates or building from scratch. With Form Builder, you can create custom pre-scheduling forms that guide patients through booking appointments, intake forms to collect information prior to appointments, feedback forms to gather patient feedback, and Consolidated Clinical Document Architecture forms that can be sent back to your EHR.
Reporting Access to in-app reporting for Patient Scheduling+ Forms and Appointments. Custom reports may also be available and may require a Statement of Work. 

Web Scheduler

Feature Description
Sort open appointments by ZIP code in the Web Scheduler Configure ZIP code questions in your scheduling form so that all open appointments are sorted by distance to the patient’s ZIP code when the Web Scheduler opens
Configure how many hours are skipped before showing same-day availabilities in the Web Scheduler When allowing patients to schedule same-day appointments in the Web Scheduler, configure a lead time that indicates how much time must be skipped between the current time and the first available appointment for scheduling.
Configure how many days are visible in the Web Scheduler Choose how many days of open appointments a patient can see when choosing an appointment in the Web Scheduler.
Show filters in the Web Scheduler Configure your account so that when a patient requests an appointment through the Web Scheduler, they are able to use filters to view open appointments specifically for particular providers or facilities, as well as facilities close to their zipcode.

Optionally, preconfigure which resources appear from the provider and facility filters so that patients can see appointments only that match the criteria your organizations chooses to show.

Determine whether a provider appears on the Web Scheduler Determines whether a provider is accepting new appointments in Luma. Luma doesn’t show any open appointments for a provider when this field is set to No.
Modify the profile that appears for the provider on the Web Scheduler Customize how provider profiles appear in the Web Scheduler with names.

General Scheduling Configuration

Feature Description
Modify availability blocks for practice resources Control which practice resources appear based on the blocks of time when those resources are available.
Configure scheduler links to expire after a single use Configure scheduler links to expire after patients use them to book an appointment.
Configure a minimum interval for scheduling appointments of the same type Prevent patients from scheduling appointments of the same type too close together.

Additional Configurable Functionality

The following features are off by default in a Luma account and can be configured for organizations that would benefit from these features.

Durations and Availabilities

Feature  Description
Show all available time slots, regardless of whether they match the appointment duration Enable all available time slots to appear in the Web Scheduler, regardless of whether they match the scheduled appointment duration.
Allow appointment durations to override provider availabilities when scheduling appointments Allow an appointment type’s duration to override a provider’s availability when scheduling an appointment in the Web Scheduler.
Merge smaller time slots into larger open appointments based on appointment type Configure Luma so that multiple smaller time slots are presented to patients as larger available open appointments based on the appointment type and required duration that the patient needs for the appointment they’re trying to schedule. 
Merge short sequential appointments of the same type Configure your account so that short, sequential open appointments of the same appointment type can appear as single, longer available appointments in the Web Scheduler.
Override the number of days allowed to appear on the Web Scheduler for appointments with set intervals For appointments with a set interval that limits how soon a patient can schedule their next appointment, enable Luma to respect that interval when showing appointments, even if it requires overriding the limit your organization has set on how many days to show in the Web Schedule.

Time Zones and Distances

Feature  Description
Allow patients to schedule appointments located only within a certain distance Restrict patients to schedule appointments only within a set distance from their location.
Configure time zones in the Web Scheduler Choose whether open appointments appear in the Web Scheduler based on your organization’s root account or facility timezone, or a patient’s timezone.

Web Scheduler Widget

Feature  Description
Add a Web Scheduler widget to your organization’s website Configure a widget on your website that, when patients click it, opens the Web Scheduler. 
Require a patient’s email address when scheduling in the widget Require patients to provide an email address when scheduling appointments in the Web Scheduler widget.
Determine how many appointments appear when opening the widget Configure the maximum number of available appointments to show when a patient opens the Web Scheduler widget.

Additional Scheduling Features

Feature  Description
Add a Patient Scheduling+ form to your organization’s website Add a PS+ form’s URL to your website, making the form publicly accessible for anybody who visits your website.
Use practice resource parameters directly in a form URL for quick filtering Embed practice resource parameters directly in the URL of a Patient Scheduling+ form to create resource-specific filters.
Hide provider details from the Web Scheduler Hide a provider’s details when a patient is scheduling an appointment using the Web Scheduler
Require patients to provide an email address when scheduling an appointment in the Web Scheduler Require patients to provide an email address when scheduling appointments in the Web Scheduler.
Allow patients to use any contact method to verify their identity Configure your account so that patients can use any contact method currently listed in their Patient Profile for two-factor authentication.
Generate a QR Code for check-in Show a QR code on the appointment confirmation screen. 
Mark pending appointment offers as failed when scheduling is unsuccessful Organizations that use Waitlist can configure a custom action to automatically mark Pending appointment offers as Failed if they have not changed to a status of Booked or BookedPending after two hours.

Training and Documentation Materials

Feature Feature definition
Help Center The Help Center is Luma’s online library for self-service support content. Users can access the Help Center directly from within their Luma account. From within the Help Center, users can submit tickets to Luma Support for additional assistance.
Luma U Luma U is your home for Luma education. There are two learning tracks in Luma U – one for sub-account users and one for managers and administrators. Users can access Luma U directly from within their Luma account.