Your Zocdoc Inbox makes it easy to view patient details, confirm incoming bookings, and manage appointments.
Collecting patient insurance and attendance confirmation
By default, all Zocdoc patients will be asked to upload their insurance card images immediately after booking. They receive follow-up reminders to submit missing information and confirm their attendance before the appointment. This intake information will be available to view and download in your Inbox.
You can adjust these settings at anytime and also collect photo ID card images from patients.
Viewing appointments in Inbox
When you receive a booking on Zocdoc, Inbox is where you can see and manage all of your appointments as well as filter the appointments by provider and location. You can take a walkthrough of Inbox by clicking "Take a guided tour."
Keep an eye on the red badge next to Inbox -- that's how we'll notify you when there's an update to review.
The sidebar on the left side of Inbox helps you see at a glance which bookings require your attention. The Notifications column helps you see whether a booking is new, rescheduled, canceled, or has a new intake submission to view.
At a glance, you can see the following information in your Inbox:
At a glance, you can see the following information in your Inbox:
Date updated: This shows when the last action was taken—like when a patient scheduled, canceled, or modified a booking, or when the practice confirmed or modified a booking.
Patient name: The name of the patient plus if it’s a new or existing patient.
Provider name: The name of the provider that the patient booked an appointment with.
Appointment date: The time and date of the appointment.
Status: If you’ve confirmed the appointment or not. Confirm the booking immediately, or within 2 hours, to help increase patient show rates.
Notifications: This indicates whether the booking is new, rescheduled, canceled, or if the patient has submitted intake (i.e., insurance card, photo ID, or forms)
Confirming appointments
Confirming helps you keep track of which bookings are all set and which need more attention. Bookings will have a "New booking" notification in the Notifications column until they are confirmed.
Once you've reviewed the booking and the patient information, visit reasons, and insurance plans look good, confirm the booking. To do so, select the booking and then Confirm patient can be seen at the bottom of the appointment card. Learn more about confirming bookings.
Regardless of whether you click Confirm patient can be seen, the expectation is that the appointment has been booked and will be honored by your practice, with the provider listed.
All appointments will be automatically removed from Inbox one hour past the appointment time. This applies whether or not the appointment was confirmed. You can still view all appointments in your calendar.
Tip: Review bookings quickly, so that you have time to reach out to the patient if you notice issues or require information. Patients appreciate hearing from you so that they know what to expect. Read more about managing appointments.
Canceling appointments
We understand things don’t always work out. Before you cancel, contact the patient to see if another appointment date and time works better. (It’s also a good idea to request that they complete information ahead of time.)
If you need to cancel, you can do so from the appointment card, but first, communicate with the patient directly beforehand. Select Edit appointment at the bottom of the appointment card, and then click Cancel appointment. You will be prompted to fill out a quick cancellation survey before canceling. Learn more about how to cancel bookings.
If a patient cancels their appointment with you, the booking will have a "Cancellation" tag in the Notifications column. See all the ways you will get notified of new, rescheduled, or canceled bookings.
Modifying appointments
Make sure to discuss any changes with the patient before you modify the appointment. You can update the appointment date, time, location, provider, and visit reason all within Inbox by selecting Edit appointment at the bottom of the appointment card, and then clicking Modify appointment. You can then select what action you'd like to take. Learn more about how to modify bookings.
Any appointments that have been rescheduled by the patient will have a "Reschedule" tag in the Notifications column.
Adding notes to your appointment card
We're making it easier for your staff to keep track of follow-ups. Now, you can write a note in a patient's appointment card to keep track of actions you've taken and any follow-ups.
To add a note, click on an appointment in Inbox. Then, click the clipboard icon at the top right. From there, you can add a note. At this time, you cannot edit or delete notes. You'll be able to view the note up until the time of the appointment. Learn more about the information in your appointment card.
