How can we help?

Set up these four things, in this order, and your clinic is ready to take bookings.

1. Practice details

Open Settings. Add your clinic name, address, phone, email and logo. These appear on your booking page, invoices and patient messages.

2. Services

Open Admin, then Services. Add each service with a name, a length in minutes and a price. Group them into categories so patients can find them.

3. Booking link

Open Settings and find Your booking link. Copy it and put it in your Instagram bio, email signature and Google Business Profile.

4. First patient

Open Patients and choose + New Patient. Add a name and an email address. Then use Invite to portal on the chart so the patient can sign in.

That is all you need to start. Add payments, forms, reminders and the rest when you are ready.

Each person at your clinic should have their own sign-in. Do not share one account.

1. Open Admin, then Team.
2. Add each person with their name, email address and role.
3. Choose the role that fits: owner, provider or staff. The role decides what that person can see and change.

The number of sign-ins depends on your plan. Starter and Solo include one. Practice includes up to three. Studio includes up to twelve.

Your services drive your booking page, your schedule and your invoices.

1. Open Admin, then Services.
2. Add a service. Give it a name, a category, a length in minutes and a price.
3. Choose a pricing model. Most services are a fixed price. Some are priced per unit, such as per unit of neuromodulator.
4. Turn online booking on or off for that service.

Use the words your patients use. Short, clear names book better than clinical ones.

Every clinic has its own booking page.

1. Open Settings and find Your booking link.
2. Choose Copy. Choose Preview to see what patients see.
3. Paste the link wherever patients find you: your website, Instagram bio, email signature and Google Business Profile.

Patients pick a service, a day and a time, then enter their details. The appointment appears on your schedule right away.

You can let patients book without leaving your website. There are two ways.

A booking form on a page

1. Open Settings and find Embed code.
2. Choose Copy embed code.
3. Paste it into the page where you want the booking form. It sizes itself to fit.

A floating Book online button

1. In the same place, find Floating Book online button.
2. Choose Copy button code.
3. Paste it once into your website, usually in the footer or the site-wide code area. The button then shows on every page and opens booking in a pop-up.

If you use Squarespace, Wix or WordPress, paste the code into a code or HTML block. If you have a web designer, send them the code.

The booking page only offers times that are free.

• A time is hidden if another appointment already overlaps it.
• A time is hidden if your connected calendar shows you as busy. See Sync with Google, Outlook or Apple Calendar.
• A time is hidden if it starts less than one hour from now.
• Grove checks again at the moment the patient confirms, in case someone else just took the time.

Online booking currently offers weekday times from 9 in the morning to 5 in the afternoon. Appointments you add yourself on the Schedule page can be at any time.

Calendar sync has two parts. You can use one or both.

See Grove appointments in your calendar

1. Open Admin, then Integrations, and find Calendar sync.
2. Choose Copy link.
3. Add it to your calendar.
   • Google Calendar: Other calendars, then From URL.
   • Outlook: Add calendar, then Subscribe from web.
   • Apple Calendar: File, then New Calendar Subscription.

Events show the service and the patient's initials only. Your calendar app decides how often it refreshes, so new appointments can take a while to appear.

Keep this link private. If it is ever shared by mistake, choose Reset link.

Block booking when your calendar is busy

1. In your calendar app, find its private iCal address.
   • Google Calendar: Settings, choose your calendar, then Secret address in iCal format.
   • Outlook: Settings, Shared calendars, Publish a calendar, then copy the ICS link.
2. Paste it into the second box in Calendar sync and choose Save.

Grove reads times only. It never reads the names of your events.

Each appointment moves through the same steps.

1. Open Schedule or Today and choose the appointment.
2. Mark the patient as arrived when they check in.
3. Choose Start Visit. A timer starts.
4. Write your note. You can type it or use the AI scribe.
5. Add any treatment record, photos or forms.
6. Choose End Visit. The appointment is marked complete and an invoice is drafted for the service.
7. Open Billing to review and send the invoice, or take payment.

The AI scribe turns what you say into a structured note.

1. Open the visit note and find AI Scribe.
2. Choose the microphone and talk through the visit. You can also type or paste rough notes.
3. Choose Generate. Grove drafts the note in sections.
4. Read it, correct anything that is wrong, then save it.

You are always the author of the note. Nothing is saved to the chart until you approve it. The scribe does not give clinical advice.

If the microphone does not work, allow microphone access for getgrovemd.com in your browser and try again.

Grove keeps photos in the patient's chart with the consent attached.

1. Open the patient's chart and choose to add a photo.
2. The first time, Grove asks for Photo Consent. The patient, or their guardian, confirms and signs on screen.
3. Choose the procedure and whether the photo is before, after or follow-up. Then upload one or more photos.
4. Open the Photo Timeline to see every photo in date order.
5. Choose any two photos to compare them side by side. You can flip one to line them up.

For injectables, you can also mark injection points on a photo and save the markup to the chart.

Patients can complete forms on their phone before they arrive.

1. Open Admin, then Forms, or the Forms page.
2. Start from a template or build your own form. You can add questions, consent text and a signature.
3. Assign the form to a patient from their chart. They get it in their portal.
4. When the patient signs, the completed form is saved to their chart.

1. Open Patients and choose + New Patient.
2. Add the patient's name and email address. Add a mobile number if you want to text them.
3. Open the chart and choose Invite to portal. The patient gets an email with a link to sign in.

Patients who book online are added for you. You only need to invite them to the portal.

The Starter plan includes up to 25 patients. Other plans are unlimited.

The AI front desk replies to patient text messages for you.

1. Connect text messaging first. See Connect text messaging.
2. Open Front Desk and open its settings.
3. Choose how it works:
   • Approve first: Grove drafts each reply and you send it.
   • Auto: Grove replies on its own, including after hours.
4. Fill in FAQ and policies. Add your hours, address, parking, cancellation policy and prices. The front desk only answers from what you write here.

Anything urgent or clinical is always passed to you. The AI never answers those messages.

Grove Pay uses your own Stripe account. Payments go straight to your bank.

1. Open Admin, then Integrations, and find Stripe Payments.
2. Choose to connect. Stripe asks for your business and bank details. This takes about ten minutes.
3. When Stripe has approved the account, the card shows that you can take payments.

Fees are Stripe's standard rates plus 0.5% to Grove. There is no fee if you do not use Grove Pay.

There are two ways to make an invoice.

From a visit

When you choose End Visit, Grove drafts an invoice for the service. Open Billing, check it and send it.

From scratch

1. Open Billing and choose + New Invoice.
2. Choose the patient and add the items.
3. Send it to the patient.

The patient can pay by card from the link or from their portal. The invoice is marked as paid when the payment goes through.

Create one

1. Open Commerce and choose + New Offering.
2. Choose membership or package. Add a name and a price.
3. For a package, enter the number of sessions, such as 6.

Give it to a patient

• For a membership, choose Enroll patient.
• For a package, choose Add to patient.

Track package sessions

Under Active members and packages, each package shows how many sessions are left. After a visit, choose Use 1 session. Choose Undo if you made a mistake.

Patients see their membership and their remaining sessions in their portal.

Grove sends two messages for every appointment.

• A confirmation soon after the appointment is booked.
• A reminder about 24 hours before the visit.

Messages go by text if you have connected text messaging and the patient has a mobile number. Otherwise they go by email.

To turn them on or off, open Admin, then Integrations, and find Confirmations and reminders.

Messages are sent once an hour, so a confirmation can take up to an hour to arrive.

1. In Google Business Profile, choose Ask for reviews and copy your link.
2. In Grove, open Admin, then Integrations, and find Review requests.
3. Paste your link, choose when to send, tick the box to turn it on, and choose Save.

After a completed visit, Grove sends the patient one message with your link. Each patient is asked at most once every 90 days.

Grove sends texts through your clinic's own Twilio account. This keeps your number yours.

1. Create an account at twilio.com and buy a phone number.
2. In Grove, open Admin, then Integrations, and find Two-way SMS (Twilio).
3. Enter your Account SID, Auth Token and phone number. Turn it on and save.
4. In Twilio, open your phone number and set the address for incoming messages to https://www.getgrovemd.com/.netlify/functions/sms-inbound.

Once connected, reminders go by text and patient replies arrive in Front Desk.

1. Open Admin, then Billing.
2. Under Your Grove subscription, choose Manage subscription.
3. A secure Stripe page opens. From there you can update your card, download invoices, change plan or cancel.

Trial

Every plan starts with a 7-day free trial. A card is needed to start. You are not charged until the trial ends.

Cancelling

If you cancel, you keep full access until the end of the period you have paid for. After that the account is locked until you subscribe again. Payments already made are not refunded.

Your data is yours. Export is included on every plan.

1. Choose Export data in the sidebar, or the Export button on the Patients, Results, Billing or Insights page.
2. Choose what to export and download the file.

Only people with permission to export can see these buttons. The practice owner always can.

We will help you switch.

• Self-serve import is free. You export your data from your current system and bring it into Grove yourself.
• White-glove migration is a paid service. You hire us and our team brings your data over for you.

Either way, we check the result with you before you go live. Keep your old system running until you are happy with what you see in Grove.

To start, tell us which system you use today. See the migration page.

• In the dashboard, choose Contact Grove, pick what you need help with and send your message.
• Or use the contact page.

A person from the Grove team will answer. For a problem, tell us what you were doing, what you expected and what happened instead. A screenshot helps.

Your clinic uses Grove. Your portal is where you:

• see and book appointments
• fill in forms before your visit
• message your clinic
• see documents your clinic has shared
• pay invoices
• see your membership and how many package sessions you have left
• join a video visit

The portal is free. It works in the browser on your phone, tablet or computer. There is nothing to install.

1. Go to getgrovemd.com/portal.html.
2. Enter your email address and password. Or choose the magic link option and Grove emails you a link that signs you in.

If it does not work

• The link did not arrive. Check your spam folder and wait a couple of minutes. Then ask for a new one.
• Your email is not recognised. Your clinic may have a different email address on file. Try another one, or ask your clinic to check.
• You have never signed in. Ask your clinic to send you a portal invitation.

1. Open your clinic's booking page. Your clinic can give you the link.
2. Choose a service, a day and a time.
3. Enter your details and confirm.

You will get a confirmation, and a reminder about a day before your visit.

To change or cancel an appointment, contact your clinic directly.

1. Sign in to your portal.
2. Open the form your clinic has sent you.
3. Answer the questions and sign on screen.

Your clinic gets the completed form right away.

1. Sign in to your portal and open your invoices. Or use the payment link your clinic sent you.
2. Choose the invoice and pay by card.

Payments are handled by Stripe. Grove and your clinic never see your full card number.

Sign in to your portal. Near the top you will see:

• Your membership, with the plan and the renewal date.
• Your packages, with how many sessions you have left out of the total.

If something looks wrong, ask your clinic. They update the count after each visit.

1. A few minutes before your appointment, sign in to your portal.
2. Open the appointment and choose to join the video visit.
3. Allow your browser to use your camera and microphone when it asks.

Use a quiet, private place with a good internet connection. There is nothing to download.