Keywords: booking URL, MyTooth, online scheduling, new patient, existing patient, reschedule, Cloud 9, organization booking URL, UTM, confirmation, patient booking, document upload, redirect
Summary
This article reviews the MyTooth Booking URL and how patients use it to schedule appointments online. It walks through the new and existing patient booking flows, rescheduling, how appointments sync to Cloud 9, and additional features like document uploads and post-booking redirects.
Overview
The Booking URL is a unique link for each office location that takes patients directly to that location’s online scheduling page in MyTooth. Anyone with the link can use it to book an appointment and no login is required.
Each Booking URL is tied to a specific location. When patients open the link they will see the correct office information including the location name, logo, address, phone number, and available scheduling options.
To see the booking URL inside MyTooth click Settings > Locations, pick the location from the list on the left, and then on the right hand side click the Info tab. In this tab the second item is the Booking URL for that location with a copy button.
You can also set up Unique Booking URLs with UTM tags by clicking the UTM tab on the far right for that Booking URL. To find out more read THIS ARTICLE.
New Feature: You can now also create an Organization Booking URL that allows patients to choose their own location from your full list of locations. This is found in Settings > Organization.
Some practices find this works better for their patients while others prefer using the location-specific Booking URL. Both options are available.
Typical uses of the Booking URL include placing it on the Book Now button of your practice website, linking it to business profiles, social media bios, or paid ads and marketing campaigns, and adding UTM tags via the UTM Link Builder before sharing.
Note: MyTooth does not have a link shortener. Your IT team can help you build a shortened link for your website so the display link points to a redirect of the actual Booking URL.
Patient Experience While Booking
When a patient visits the Booking URL they will see the Patient Landing page which shows:
- The practice or location logo at the top.
- An option for New Patient or Existing Patient. If the office only offers appointment types for one or the other, only that button will show. If neither has any types configured, MyTooth will display a “no appointments available” message.
- A footer with the office name, address, and phone number.
New Patient Booking Steps
Step 1: Select New Patient from the Booking URL Patient Landing Page.
Step 2: New patients proceed directly to the Select Appointment Type screen without verification. They will select the appointment type to move to the next step.
Note: If your practice has provider-preference enabled in MyTooth in Scheduling > Find Slots Option, a “choose a provider or no preference” screen will appear here.
Step 3: After choosing an appointment type, patients are taken to the Select Date and Time screen. Patients can:
- View available slots based on your Find Slot Options configuration.
- Click the calendar icon beside “Select a date and time” to pick a specific date.
- Use the left and right arrows to navigate between weeks.
Step 4: After selecting a time slot, patients are taken to the information screen where they will need to enter required information. When booking for a child or dependent, guardian information for the Financially Responsible Adult will also be required.
Note: Everything that displays here is from the configuration set in Scheduling > Online Booking Form Options. For more details on this, please see THIS ARTICLE.
Step 5: After filling out the applicable information, the patient must give consent. At the bottom there is an optional SMS opt-in checkbox. The patient must have either an email or an opted-in SMS phone so MyTooth can deliver the confirmation. Once consent is given, the patient will click Book Your Appointment and see a Confirmation page with appointment details including date, time, location, and provider, as well as a Patient Information Summary.
Note: Confirmation emails are automatically sent to both the patient and the office email address. The settings for the confirmation emails are found in Scheduling > Confirmation Messaging. For more information please see THIS ARTICLE.
Note: If your practice has configured a post-booking redirect URL, patients will see a countdown notice on the confirmation page after booking that says something like “Taking you to [practice website] in 7 seconds” with a “Go now” button. This is by design and not an error. See the Post-Booking Redirect section below for more information.
Existing Patient Booking Steps
Step 1: Select Existing Patient from the Booking URL Patient Landing Page.
Step 2: Existing patients are taken to a verify-patient screen first. They enter their first name, last name, and date of birth. If the practice uses extended matching, they will also enter their email and phone. MyTooth searches Cloud 9 for a match.
Note: If your MyTooth is set up for Location matching scope in Settings > Organization > Patient Matching, the patient must be using the correct location’s Booking URL. If the match scope is set to Organization, the patient can use the Organization Booking URL without needing to use the exact location they originally entered.
- Match found: The patient continues as an existing patient. MyTooth links the booking to their existing Cloud 9 patient record.
- No match found: The patient is given the option to continue as a new patient instead. There is no dead end.
- Preferred language: If the patient has a preferred language on file in Cloud 9 such as Spanish, MyTooth will automatically switch the UI to that language if it is enabled under Organization Settings.
Step 3: The patient is taken to the Select Date and Time screen to select the date and time for their appointment.
Step 4: After selecting a time slot, the patient is taken to the information screen. For existing patients this screen will already be pre-filled with their information on file.
Step 5: After confirming their opt-in via text or email and clicking Book Your Appointment, existing patients will see a Confirmation page with appointment details including date, time, location, and provider, as well as a Patient Information Summary.
Note: If your practice has configured a post-booking redirect URL, patients will see a countdown notice on the confirmation page after booking. See the Post-Booking Redirect section below for more information.
Rescheduling Cloud 9 Appointments Booked in MyTooth
Patients reschedule from the link in the confirmation email or SMS that was sent after their original booking. That link is a one-time magic-link URL tied to that specific appointment. Patients do not need to log into anything to reschedule.
Your practice controls whether the reschedule link appears at all. It is a per-location toggle in MyTooth by Navigating to Scheduling > Booking Confirmation Template > Reschedule Link Block.
There is also a Reschedule Notice Period (Hours) setting with a default of 24 hours and a range of 0 to 168 hours that will block reschedules too close to the appointment time. This setting is located in MyTooth by navigating to Scheduling > Find Slot Options > Reschedule Notice Period (Hours) and denotes the minimum hours before appointment start that patients can reschedule.
Step 1: Verify Patient
The patient clicks the reschedule link in their email or SMS. MyTooth opens a verify-patient screen that confirms identity using first name, last name, and date of birth against the appointment on the link. This prevents someone who received a forwarded email from rescheduling someone else’s appointment.
Step 2: Select New Date and Time
The patient uses the same calendar and slot picker as the original booking, scoped to the same appointment type, location, and provider if applicable. Available slots respect the practice’s reschedule notice period.
Step 3: Confirm the Change
The patient sees a summary showing the current appointment details and the new appointment details side by side. They click Reschedule Your Appointment to confirm. Behind the scenes, MyTooth cancels the old appointment in Cloud 9 and creates the new one so the appointment will appear at the new time in the Cloud 9 schedule with the same patient and appointment type.
Step 4: Success Page
The patient sees a confirmation screen showing the new appointment details and a reschedule confirmation email or SMS is sent using the Reschedule template configured by your practice. The patient also receives the same calendar and add-to-iCal options as on the original confirmation.
Note: If the patient closes the magic link halfway through and comes back, the link still works until the appointment passes or it has been used. If verification fails or the appointment is past the reschedule notice cutoff, MyTooth shows an error and directs the patient to call the office directly.
Note: If your practice has configured a post-booking redirect URL, patients will also see the countdown redirect notice after rescheduling. See the Post-Booking Redirect section below for more information.
Post-Booking Redirect
If your practice has configured a post-booking redirect URL for a location, MyTooth will display a countdown notice on the confirmation page after a patient completes a booking or reschedule. The notice will say something like “Taking you to [practice website] in 7 seconds” and includes a Go now button for patients who do not want to wait.
This is by design and not an error. It is useful for directing patients back to your practice website after they finish booking.
To set this up, navigate to Settings > Locations > Settings tab in MyTooth. Toggle on Redirect after Booking and enter the URL you want patients to be sent to. The redirect applies both after booking and after rescheduling.
Cloud 9 Integration
When an appointment is successfully booked through MyTooth, it syncs directly with Cloud 9:
- New Patient: A new patient record is automatically created in Cloud 9.
- Existing Patient: The appointment is linked to the existing patient record.
Appointments booked via MyTooth are easily identifiable within Cloud 9. In the Appointment Notes field, any booking that came through MyTooth will always start with “Booked online via MyTooth.” If the patient filled in insurance details or any custom questions during booking, those are appended to the same appointment note after a pipe separator.
Appointments scheduled directly in Cloud 9 by office staff will not have that prefix. Their Notes field will either be empty or contain whatever the staff member typed in manually.
Document Uploads
If your booking form is configured to collect document uploads such as a patient photo, driver’s license, or insurance card images, those files are sent to Cloud 9 through Cloud 9’s own document upload mechanism and stored as documents on the patient record. Uploaded documents will appear in the patient’s Document Cabinet in Cloud 9.
Existing Patient Booking Steps
Step 1. Select 'Existing Patient' from the Booking URL Patient Landing Page.
Step 2. Clicking Existing Patient takes them to a verify-patient screen first. They enter their first name, last name, and date of birth (and, if the practice uses extended matching, also their email and phone). MyTooth searches Cloud 9 for a match. It is important to note if your Mytooth is set up for Location matching scope in Settings > Organization > Patient Matching section within MyTooth, the patient must be logging into the correct location's booking URL. If the match scope is set to Organization, the patient can use the Organization booking URL and/or does not need to use the exact location they entered their information into Mytooth in.
-If the result is Match found: They continue as the existing patient; MyTooth remembers their Cloud9 patient record so the booking attaches to it.
-If the result is No match found: They're given the option to continue as a new patient instead (no dead-end).
-If the patient has a preferred language on file in Cloud 9 (e.g. Spanish), MyTooth will auto-switch the UI to that language if that is enabled under Organization Settings.
Step 3. From here, they will follow the normal scheduling path, and be taken to the 'Select Date and Time' screen to select the date and time of their needed appointment.
Step 4. After selecting a time slot, patients are taken to the information screen. For Existing Patients, this Information screen will already be filled out.
Step 5. After making sure they are opted in via text or email and clicking 'Book Your Appointment', existing patients will see a Confirmation page with Appointment Details, (date, time, location, provider), and Patient Information Summary.
Rescheduling Cloud 9 Appointments Booked in MyTooth
Patients typically don't reschedule from the booking URL or by logging into anything. They reschedule from the link the confirmation email or SMS that was sent after booking. That link is a one-time magic-link URL tied to that specific appointment.
Your practice controls whether the reschedule link appears it all. In fact, it is a per-location toggle on the Confirmation Mesages Settings page in the MyTooth admin portal, under the 'Reschedule Link' block. There's also a Reschedule Notice Period (Hours) setting (default 24 hours, range 0-168 hours) that will block reschedules too close to the appointment time.
Reschedule Appointment Flow
Step 1. Verify Patient: The patient clicks the reschedule link in their email/SMS. MyTooth opens a verify-patient screen that confirms identity (first name, last name, DOB) against the appointment on the link. This stops someone who got forwarded the email from rescheduling a stranger's appointment.
Step 2. Select new date and time: Same calendar/slot picker as the original booking, scoped to the same appointment type, location, and (if applicable) provider. Slots respect the practice's reschedule notice period.
Step 3. Confirm the change: The patient sees a side-by-side or stacked summary. This summary includes: Current appointment, (date, time, type, provider, location) and New Appointment, (the slot they just picked.) Next, they click 'Reschedule Your Appointment' to confirm. Behind the scenes, Cloud9 reschedule is a cancel-and-create. MyTooth cancels the old appointment in Cloud9 and creates the new one, so the appointment will appear at the new time in the practice's Cloud9 schedule with the same patient and type.
Step 4. Success page: The patient sees a confirmation screen showing the new appointment details, and a reschedule confirmation email/SMS is sent (using the 'Reschedule' template your practice configured. (Defaults read 'Appointment Rescheduled — Your appointment at [location] has been rescheduled'). The patient also gets the same calendar QR/add-to-iCal options as on the original confirmation.
Note: If the patient closes the magic link halfway through and comes back, the link still works (until the appointment passes or it's used). If verification fails or the appointment is past the reschedule notice cutoff, MyTooth shows an error and points them to call the office directly.
Cloud 9 Integration
When an appointment is successfully booked, it syncs directly with Cloud 9:
-New Patient: A new patient record is automatically created in Cloud 9
-Existing Patient: Appointment is linked to the existing patient record
Appointments booked via MyTooth are easily identifiable within Cloud 9, making them easy to distinguish from those scheduled directly in Cloud 9. In the 'Appointment Notes' in Cloud 9 a booking that came through MyTooth always starts with: 'Booked online via MyTooth.' Additionally, if the patient filled in insurance details or any custom questions, those are appended onto the same appointment note after a pipe separator.
Appointments scheduled directly in side Cloud 9 by office staff will not have that prefix, their 'Notes' field will either be empty or contain whatever the staff member who scheduled it typed into the field manually.
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As always, if you have any further questions please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.