Introduction
New Patient Online Scheduling lets prospective patients book appointments 24/7, automatically creating a new patient record and appointment in your EHR. Combined with built-in lead capture, it helps you recover incomplete bookings and convert more prospects into scheduled patients.
This article covers configuration, the patient experience, lead capture, and best practices.
Related Configuration See “How to Configure Online Scheduling in TrackStat” for full setup details, including Visit Purposes for new patients, links, and Request Appointment mode.
Staff Configuration for New Patients
Key Settings (Site and Settings tab):
Choose Capture Information First or Show Appointments First (most practices and marketing companies prefer Show Appointments First).
Enable New patients can only request appointments if you want manual review before the appointment is added to the schedule.
Configure notifications, colors, thank-you page, and intake form instructions.
Add referral sources that new patients can select.
New Patient Scheduling Link Find it in:
Account Settings (triangle icon, upper right), or
Extras → Scheduling → Settings → Site and Settings
Add this link as a button on your website and to your Google business listing. It automatically creates the patient record and appointment in your EHR.
Note: There is no built-in QR code for the new patient link in TrackStat. You can create one using external QR code tools if desired.
Patient Experience: How New Patients Book Online
Patient visits your website and clicks the New Patient scheduling button (or uses the direct link).
They select an appointment type, provider (or first available), date, and time based on your configured availability.
They enter basic information: First name, last name, email, phone, date of birth, and optional referral source.
They check the required mobile opt-in boxes and review the appointment details.
Upon submission, they see the customized Thank You page (or are redirected to your website).
After Booking:
A new patient record and appointment are created in your EHR.
The patient is sent a confirmation email.
They gain access to the Existing Patient scheduling portal (under “Manage & Schedule Appointments”) to view or manage the appointment.
Intake form links appear on the confirmation page with your custom instructions (if applicable).
Demographic Questions: The core fields (name, email, phone, date of birth) cannot be removed or edited. Referral sources can be managed in Scheduling Settings.
Lead Capture for Incomplete Bookings
If a potential new patient enters their contact information but does not finish booking:
TrackStat automatically captures the leads information.
The system sends the lead an email with a link to continue booking.
A notification appears in your TrackStat Inbox (“New patient – FirstName LastName – has not finished booking the appointment”).
How Staff Handle Leads:
Open the Inbox notification. The lead appears as a “non-patient.”
Click the edit icon to view full details (name, phone, email).
Reach out directly via text, email or phone to answer questions, offer help, or encourage scheduling an appointment.
This feature gives you a second chance to convert interrupted or hesitant prospects with minimal effort.
Data Sent to Your EHR
When a new patient successfully books, the following information is populated:
First Name
Last Name
Cell Phone Number
Email Address
Date of Birth (DOB)
Referral Source (if selected)
Appointment Date and Time
Improving New Patient Show Rates
To reduce no-shows:
Enable Charge Patients for Visit (requires Fortis or CashPractice integration) on specific Visit Purposes to collect deposits.
Create a separate appointment type for patients who have not completed intake forms. Then change the appointment type once the forms have been completed for easy tracking.
Use automated reminders with intake form links.
Consider Request Appointment mode for manual confirmation of new patients.
Common New Patient Issues & Troubleshooting
Patient cannot book
Verify the default case type (e.g., TBD) is enabled for new patient Visit Purposes.
Check provider availability and that Visit Purposes are highlighted in yellow.
Wrong intake form shown Add clear instructions in Site and Settings → Instructions (Confirmation Page).
Appointment not appearing in EHR Confirm visit purpose durations (length) and time intervals match your EHR settings. Check to make sure your server computer is powered on and connected to the internet (especially server-based ChiroTouch). In ClinicMind, appointments with inconsistent durations or time intervals will be visible in the "Day Conflicts" section on the Schedule.
Lead capture not triggering Ensure the new patient link is being used and patients are reaching the information-entry step.
Best Practices
Place the New Patient link prominently on your website and marketing materials.
Customize the Thank You page with clear intake instructions and calendar add options.
Monitor the Inbox for both completed bookings and captured leads.
Test the full flow regularly as a new patient.
Combine with strong website calls-to-action and follow-up workflows for maximum conversions.
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