This is how we can implement pre-booking fees in the practice

Scenario 1 – A new enquiry who wants to book an appointment over a telephone call

1. Initial phone call is done as per the protocol
2. The caller is interested in booking the appointment
3. The reception explains the appointment booking policy and the importance of paying prebooking fees
4. Any objection to the prebooking fees that is raised is resolved by explaining the importance of the time that is being booked for them.
5. Caller is again asked if they would like to book the appointment with prebooking fees paid
6. The payment can be collected through PayTm or online channel
7. The appointment is booked once you receive the prebooking fees in the account.
In case the patient is still not willing to pay the prebooking fees
Appointment can still be scheduled with the associate dentist and principal dentist or consultant will see the patient in the next visit when the time slot is booked with the pre booking fees.

Scenario 2 – Now when a consultation is done and its time to book an appointment for the treatment.
Ideal way to book the appointment is
Ask for the 100% payment for the treatment planned for the day of the appointment and book the appointment.
Make sure you have explained tge appointment cancellation policy to the patient.

If you can’t accept 100% advance payment then ask for a sum of say Rs. 500 as an advance money to book the slot.
This money remains in the patients account till the end of the treatment and refunded back . This amount is used as appointment booking fees or confirmation fees which us just to ensure the committed time for the patient and if the appointment schedule is followed then it is refunded.

For each cancelled or no show appointment sum of Rs. 500 is charged to the patient.

Hope this helps.