The Surgery Assist Portal enables you to manage your Bot and create your own. Once your surgery is live you will be provided with a login, there are different access levels depending on your permission e.g. Manger or User
If you have any queries regarding your bot, please raise a ticket to [email protected]
Manager Permissions | Creating a New Bot Edit Bot Flow Edit Bot Settings Edit Account Settings Export Chats Edit Resources View Audit View Analytics |
User Permissions | Edit Bot Settings Edit Account Settings View Bot View Chats View Audit View Analytics |
Creating a New Bot
Manager Permission Only
To create a new bot, navigate to the Bots tab and select 'Add Bot' alternatively, you can duplicate your live Bot by clicking on the three dots and selecting duplicate to keep the existing flows - See Editing your Bot Flow
Type in your Bot name (the name is internal only) and the surgery you would like it associated to
From here, you can create your Bot flow by selecting the plus button and choosing the appropriate Card or Templates
Cards are blank tiles enabling you to fill out your own information. Templates are pre set flows that you can select and tweak for any amendments to your surgery
Manager Permissions are able to create, edit or delete templates
Once you are happy with your changes, you can either save them in draft or publish, once published this will replace the bot webpage that is linked within your telephony flow
To update the website, the iFrame will need to be replaced and embedded with the new link which can be found on your Bot tile in the Bot tab
Editing your Bot Flow
Manager Permission Only
To edit a bot flow click on the three dots in the corner of the tile and select 'Edit Bot'
The first four tiles are a requirement from our Clinical Safety Officers, do not remove these
Do not edit the Main Menu as this will affect the routing of the Chatbot
The flow takes a few seconds to load, it is likely that your Bot Flow will be very large, the easiest way to navigate it is to 'CTRL+F' and search for a key word you would like to change
Once you have found the tile you would like to edit, click into it and you will see a menu appear where you can alter the message
If you would like to add a new tile / template then just click the plus button
For any major changes to your live flow, we recommend that you raise a support ticket to [email protected]
Editing your Bot Settings
Manager & User Permissions
To edit your Bot display settings select the Bot tab in the Admin Portal, you will find all the bots that you have access to including if you manage multiple surgeries or if you have created any extra bots
Click on the three dots in the corner of the tile and select 'Settings'
Ensure any changes you make that you click 'Apply' in the top right to save these changes
General Settings
When Should the Bot Initiate Chat? | This will be different dependent on the device, for a mobile we recommend 'When visitors click the chat widget' otherwise it will fill the whole screen |
Chatbot Welcome Message | This is usually your Surgeries privacy policy, the message content can be inputted in the box below |
Engagement pop up message |  This is the message that will pop up in the corner of the website, you can choose the delay / message |
Response Interval | Choose how long the chatbot takes to respond, we recommend 2 seconds |
What user actions should the bot allow? |  Choose whether to have the 'Go Back' / 'Restart' buttons |
QR Code | This is your chatbots personalised QR Code, this can be refreshed if required |
Open AI integration | This is for you to choose whether to turn OpenAI Integration on/off |
Design Settings
Customise the colour and avatar for your chatbot
Managing Chats
Manager Permissions Only
This tab lets you view all open and closed chats, if you have Manager permissions you can export these chats by clicking the three dots on the right hand side and selecting Export
Resources
Manager Permissions Only
For instructions on how to set up Patient-led Appointment Booking please follow our guide here
Resources is where you can upload all your surgery's important information for your chatbot to provide to your patients e.g. User Guides, Forms, Booking Resources, Q&As and Signposting links
Only Manager permissions will have access to edit these, any changes that are made will stay inactive and will need to be approved by X-on Support for Clinical Safety reasons
Analytics
Manager & User Permissions
Gain insights into your Surgery Assist Bot by seeing the type of questions asked, number of chats and most popular hour
View statistics in even more depth with our Surgery Insights Dashboard a feature of Surgery Assist!
Audit
Manager & User Permissions
The audit log is a list of all previous changes that have been made to the Bots with date and time stamps, these cannot be edited