SigmaMD Onboarding Prep Guide

Please review and complete these steps before your onboarding call so we can focus our session on advanced configuration, questions, and your clinic’s unique needs.

This is not a comprehensive setup guide. It focuses only on key areas that are frequently skipped, misunderstood, or misconfigured by first-time users.

Part 1: Practice Settings

These settings apply to the clinic and affect all users. Only the designated practice admin should complete this section.

Business Profile Tab

  • Set your practice time zone. This is critical for accurate scheduling and patient communication.
  • Ensure the On-Call Number is set in your public profile. This number is used in automated after-hours chat replies.
    • If you don’t have a separate on-call number, use your practice's main business phone number.

Appointment Types

  • Go to the Appointment Settings tab > Appointment Types section.
  • Edit each appointment type to:
    • Set the default duration (e.g., 30 or 90 minutes).
    • Enable or disable patient self-scheduling.
    • Set Earliest Scheduling and Latest Scheduling limits.
      • For example: if the earliest scheduling is set to 1 week and today is May 1st, a patient trying to schedule in the app will only see availability starting May 8th.
  • Delete default types you won’t use.
  • Feel free to create new appointment types specific to your workflow.

Patient Scheduling Rules

  • Go to the Patient Scheduling tab.
  • Recommended configuration:
    • Appointment Confirmation: 48 hours before
    • Add a new Patient reminders: 6 or 12 hours before
    • Allow Patient Cancelation: Enabled and 24 hours
      • This prevents patients from canceling within 24 hours of their scheduled time.

Email Broadcast Messaging

  • Go to the Integrations tab.
  • Purchase a new domain to enable broadcast messaging via email.
    • Use something like yourpracticedomain-email.com or yourpracticedomain-broadcast.com
    • Stick with .com for simplicity and trust.

Part 2: Personal Settings (Each User Must Complete)

These steps must be completed by each clinician and staff member individually.

Profile & Signature Image

  • Go to Profile Settings > Profile Tab
  • Upload a square profile photo.
    • These appear in notes, chat, and patient-facing communications.
  • Upload a signature image (cropped to remove excessive white space from the four sides).
  • Set your personal time zone.

Push Notifications

  • Go to the Notifications tab.
  • Ensure push notifications are turned on.

Working Hours Configuration

  • Go to My Profile > Working Hours tab.
  • Configure each shift manually:
    • Set the days and times.
    • Select which appointment types and visit types are allowed for patient self-scheduling per shift.
  • Important:
    • If you add new appointment types in Practice Settings, you must manually enable them per shift in Working Hours.
    • Don’t forget to click the Save button below the shift list for your changes to take effect.

Calendar Integration (Google Calendar)

  • When connecting your external calendar, especially Google:
    • Check the permission box: "See, edit, share, and permanently delete all the calendars you can access using Google Calendar."
    • Without granting full calendar access, SigmaMD may not be able to sync or delete appointments properly.

Part 3: Screen Sharing Setup for Onboarding Call

To share your screen in Google Meet on a Mac, macOS requires you to grant your web browser permission to record your screen. Without this permission, screen sharing will be blocked.

Steps to Allow Screen Sharing on macOS

  1. Open System Settings
    Click the Apple menu () in the top-left corner of your screen and select System Settings.
  2. Navigate to Privacy & Security
    In the System Settings window, scroll down and click Privacy & Security from the left-hand menu.
  3. Select Screen Recording
    Under the Privacy section, click Screen & System Audio Recording. This controls which apps can record your screen.
  4. Grant Browser Permissions
    Find Google Chrome, and toggle the switch to the On position.
  5. Restart Your Browser
    Quit and reopen your browser for the permission change to take effect.

Notes:

  • You may be prompted to enter your Mac password or use Touch ID to authorize the change.
  • If your browser does not appear in the list, try opening a Google Meet session and attempting to share your screen; macOS will then prompt you to add it.

Once these steps are complete, you should be able to share your screen during your SigmaMD onboarding call.

For questions, contact your SigmaMD success manager.