Introduction
Beyond basic setup, TrackStat offers powerful advanced features to reduce no-shows, improve website integration, support multi-location practices, track conversions, and provide convenient patient access. This article covers key advanced capabilities.
Use these tools to further customize the patient experience and maximize the efficiency of online scheduling.
1. Payments and Deposits (Charge Patients for Visit)
Require full payment or deposits to secure appointments and reduce no-shows.
Prerequisites: Fortis or CashPractice merchant processor integration must be connected.
To enable payments for a specific appointment type:
Go to Extras → Scheduling → Settings → Visit Purpose tab.
Edit the desired Visit Purpose (e.g., New Patient).
Check Charge patients for a visit box and enter the amount.
Save changes.
How it works:
Patients are prompted to pay or enter card details during booking. Patient is redirected to your merchant processor payment web page to collect payment.
If payment does not go through, the appointment is still added to the schedule and a notification of failed payment is sent to your TrackStat Inbox. This allows your team to reach out to the patient to collect payment or cancel the appointment as appropriate.
Successful payments post automatically to your EHR.
Patients see clear messaging and can retry or call the office.
Best Practice: Use this feature selectively for high-value or high no-show appointments.
2. Website Embedding
Embed the full scheduler directly on your website. This is often preferred by marketing companies and clinics so new leads do not leave your website to schedule.
To embed scheduling:
Go to Extras → Scheduling → Settings → Site and Settings.
Copy the <iframe> code.
Paste it into your website where you want the scheduler to appear.
Prefill Patient Information from a lead advertisement such as a Facebook ad (Optional): Add the configure script (before the </body> tag) with query parameters such as: ?first_name=John&last_name=Doe&[email protected]&phone=...
Supported parameters: first_name, last_name, email, phone, birth_date.
Note: The custom Thank You redirect page works with the direct link but not simultaneously with the embedded version.
3. Multi-Location Practices
For clinics running multiple locations from one EHR database:
Recommended Approach:
Create separate providers for each location (with slightly varied provider names).
Create location-specific Visit Purposes in your EHR (e.g., “Chiropractic Adj - Location A”).
Assign these to the appropriate providers in TrackStat’s Provider Availability settings.
This helps patients quickly find the correct location without excessive clicking.
After adding new Visit Purposes in your EHR, use them at least once and wait for sync (1–2 hours) before they appear in Settings in TrackStat.
4. QR Codes for Existing Patients
Provide easy mobile access for existing patients.
To download your QR code(s):
Go to Extras → Scheduling → Settings → Site and Settings.
Download the QR code for the Scheduler Pro mobile app for patients or for the Existing Patient scheduling site.
Print or display it in your office. Patients can scan it to open the Existing Patient scheduler or download the Scheduler Pro mobile app.
5. Tracking Scripts
Track conversions from your marketing efforts.
To add tracking scripts:
Go to Extras → Scheduling → Settings → Site and Settings.
Paste Google, Facebook, WhatConverts, or other scripts into the Tracking Scripts section.
For WhatConverts, authorize the URL clinic.patienthealthcenters.org
Scripts fire on both the scheduling and thank-you pages.
Additional Advanced Options
Provider Masking / First Available In Site and Settings, choose to hide provider names so patients book based on availability rather than preference. This helps balance schedules and fill associate providers first.
Thank You Page Customization
Edit the confirmation message, or
Set a redirect URL to your website.
Use the Instructions (Confirmation Page) field to add intake form links and guidance or other messaging.
Request Appointment Mode Enable for new and/or existing patients to require manual staff approval before appointments are added to the schedule.
Troubleshooting Advanced Features
Payments not available Confirm the merchant processor integration is active.
Embed code not working Test on your website and ensure the prefill script is placed correctly before </body>.
QR code or tracking not functioning Verify the scripts/links in Site and Settings and test with a real patient flow.
Multi-location availability issues Double-check that location-specific Visit Purposes are selected (highlighted in yellow) for the correct providers.
Best Practices
Test all advanced features thoroughly as both a new and existing patient.
Use payments selectively to maintain a good patient experience.
Combine embedding with strong website messaging.
Monitor tracking data and adjust marketing based on conversion insights.
For multi-location clinics, keep Visit Purposes and providers as specific as possible.
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