Introduction
Once Online Scheduling is configured, you can invite existing patients to book, view, reschedule, or cancel appointments conveniently. This feature works best for your most common appointment purposes and helps reduce phone calls while giving patients 24/7 access. TrackStat also offers the Scheduler Pro mobile app for enhanced patient convenience.
This article covers how staff can invite patients, manage access, and support them, plus the patient experience using both the web-based scheduler and the Scheduler Pro mobile app.
Prerequisites Online Scheduling must be configured (see “How to Configure Online Scheduling in TrackStat” and “Managing Provider Availability, Grouping & Advanced Scheduling Rules in TrackStat”). Visit Purposes and providers should be set up for existing patients.
Step 1: Locate the web based Existing Patient Scheduling Link
The link is available in two places:
Account Settings (click the triangle icon in the upper right corner)
Extras (3 dots icon) → Scheduling → Settings → Site and Settings tab
Copy and share this link with patients. It allows them to schedule new appointments, view existing ones, and manage (reschedule/cancel) based on your Site and Settings preferences.
Step 2: Invite Patients
Option A: Manual Invitation (Fast for individual patients)
Use the text or email canned reply “Scheduler Pro for patients invite (Master)” from the Inbox, Patient Search, or any patient view.
Option B: Automated Drip Campaign (Recommended for scale)
Set up or edit the “Scheduling Invite Email” Drip Campaign.
Apply filters to target appropriate patients (e.g., specific Visit Purposes, Case Types, Providers, or recent visit dates).
Activate the campaign. Invites can be sent via text as well.
Option C: One-Time Blast Campaign
Send a one-time message to a selected group of patients. Use the "Scheduler Pro for patients invite (Master)" email or text.
Tip: For best results, limit invitations to patients whose most common appointment types are enabled for online booking.
Step 3: Manage Invited Patients and Access
Change the patient’s case type in your EHR to one that is not enabled for online scheduling.
Mark the patient/case as Inactive or Discharged in your EHR.
Remove the patient’s email address (required for online scheduling).
Note: The “not qualified” tag only prevents automated invitations - it does not block online scheduling access.
Alternative ways to restrict access:
To view or manage patients who have been invited, follow these steps:
Go to Extras (3 dots icon) → Scheduling → Invited Patients.
Locate the patient in the list.
Check the Disabled box to revoke online scheduling access for patients who frequently cancel or need to call the office.
Note: Only patients who were sent an invite email or text via a drip campaign will be on the Invited Patients list.
Step 4: Scheduler Pro Mobile App & QR Code Access
The QR code in Site and Settings provides the best entry point for existing patients. It directs them to a page with two options:
Download Scheduler Pro Mobile App (Apple App Store or Google Play Store) - available only when accessed on a mobile device.
Web-based Scheduler - direct link to the existing patient scheduling page.
Example mobile link generated by the QR code: https://clinic.patienthealthcenters.org/mobile/PRACTICEID
App Store Links:
Recommendation Guidance:
Scheduler Pro Mobile App - Ideal for regular, long-term patients. They complete registration/verification once for ongoing convenience (view appointments, reschedule, etc.).
Web-based Scheduler (especially the “Schedule Appointment Only” option) - Best for shorter-term or occasional patients who want quick access without creating a login and password.
Patient Experience: How Existing Patients Use Online Scheduling
Existing Patients can access online scheduling in several ways.
Web-Based Flow:
Click the link → enter basic info (first/last name + phone or email) for quick scheduling. (“Schedule Appointment Only” toggle option)
Full registration (with password) is optional for managing appointments. ("Manage & Schedule Appointments" toggle option)
Click the link from your website, a canned reply, drip campaign or blast campaign.
Scan the QR code displayed in your office (download from Site and Settings).
Scheduler Pro App Flow:
Download from App Store or Google Play (via QR code or link).
Register / verify email (one-time process).
Log in to view, schedule, reschedule, or cancel appointments.
Registration / Login Process:
Enter first name, last name, and cell phone or email (no full registration needed just to schedule).
For full access (view appointments, reschedule, cancel), click “New to online scheduling? Click here to register”.
Create a password (minimum 10 characters with uppercase, lowercase, number, and symbol).
Verify email via the link sent (or use “Need verification?” if the link expires).
Family Members: Patients in the same household who share the same email address can use one login and switch profiles.
After Booking: Patients receive confirmation emails. They can add appointments to Google Calendar or iCalendar from the portal and view all future appointments (including those booked by the office).
Supporting Patients (Staff Tasks)
Reset Patient Password
Locate the patient in TrackStat.
Click their name → Edit (pencil icon).
Click Reset Password. A temporary password is emailed (check spam/promotions/clutter folder). Ensure the email matches the EHR record exactly.
Notifications: You and the patient receive notifications for bookings, changes, cancellations, or reschedules (configured in Site and Settings).
Common Issues & Troubleshooting
QR code leads to wrong options Ensure patients access it from a mobile device for the app download button to appear.
App registration issues Password must be at least 10 characters with uppercase, lowercase, number, and symbol. Check spam for verification emails.
Patient sees “Need verification” on login They can click the link to resend the verification email without re-registering.
Patient cannot schedule a specific type Confirm the appointment purpose is enabled for their case type and provider.
Link not working or scheduling unavailable Check EHR server connection (see Troubleshooting article) and verify the patient’s email and case type.
Patients scheduling wrong types or too frequently Use case type restrictions, disable access for specific patients, or adjust drip campaign filters.
Best Practices
Promote both options in invitations: “Use the Scheduler Pro app for the best experience or the web scheduler for quick access.”
Display the QR code prominently in the office.
Encourage long-term patients to download the app for convenience.
Start with your most frequently used appointment purposes for existing patients.
Combine automated drips with manual invites for better adoption.
Monitor the TrackStat Inbox for booking notifications and follow up as needed.
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