The Appointments Module is the heart of the dental practice. From here you can see the appointments for the day or week at a glance, and easily manage and schedule appointments.
The Appointments grid shows appointments for the current day or week. White areas indicate “open” times as setup in Schedules. The horizontal red line indicates the current time, and it automatically moves down every minute. Use the scrollbar on the right to move up and down throughout the entire 24 hour day.
Basic appointment details show in an appointment box. To view more details, hover over the appointment. Double click to open the Edit Appointment window, or right click to select more options. As appointments are Set Complete, they are grayed out. Broken appointments are marked with an X. To move an appointment, simply click and drag it to a different time, day (in Weekly view), or to the PinBoard (see below).
Every appointment has a second optional provider for hygiene so that only one appointment has to be made even if a patient is technically seeing two providers.
Customize the Grid
Default Options: See Appointments Module Setup.
Day or Week View
Views: In Appointment Views, customize what shows in an appointment box, define what operatories and providers show, and set appointment time increments. You can set up several different views, e.g. one view for your hygiene rooms, one view for each doctor, etc.
Providers: Each appointment can be color-coded per provider. On the left, a vertical, color-coded time bar also shows each provider's time. Hover over the colored square above the time bar to see the associated provider's name. Colors can be set in Provider Setup, Appointment colors.
Operatories: Set operatory names and order in Operatory Setup.
Appointment Grid Colors: Set colors for blockouts, holidays, open/closed times, etc. See Definitions, Appointment Colors.
Print Daily or Weekly Appointments
Time increments and rows per increment (Appointment Views) can also affect printing. If too many pages are still printing, increase the time increments or set the rows per increment to one.
Search: If your schedule is booked out for more than a few days, manually searching for a slot can be time consuming. Instead, you can search for available openings. Schedules must be set up for the search to work.
The search can be filtered by date, time, and provider (specific provider, all dentists, all hygienists). If you change criteria, click Search again to refresh the results. Two search behavior options are available in Appointments Module Setup.
Search results will contain the first available time slots for each of the next 10 available days. Click on any date to jump to it in the schedule. Click More to see the next 10 results. When you find a suitable appointment date, drag the appointment off the PinBoard, then close the search box.
Lab Cases: View Lab Cases.
Daily Production: View the daily production sum for the selected day. To display this number, you must also have the Production field displayed in the Appointment View. If PPO insurance is set up, you might see two numbers in this box. The first number is the gross, or the sum of the procedure fees. The second number is the net after subtracting all PPO writeoffs and PPO writeoff estimates. If the gross and net amounts are the same, only one number will show. PPO writeoffs will be used when viewing dates in the past, and estimates will be used when viewing current or future dates.
Appointment Status: Quickly change a appointment status. Status options can be customized in Definitions, Appt Confirmed. Some statuses can be set as a triggers for Time Arrived, Time Seated and Time Dismissed. See Edit Appointment.
Make Recall: Schedule the patient's next Recall appointment. Patient must be due for a 'special' Recall Type, meaning a 'special' trigger procedure has been completed. Otherwise, a message will indicate no recall is due.
Custom recalls that are not a 'special' recall type cannot be scheduled using Make Recall, UNLESS the patient is also due for a 'special' recall type. If so, then Make Recall will schedule one recall appointment for all recalls due. If the patient is only due for a custom recall type, click Make Appt to schedule.
Fam Recall: Schedule Recall appointments for all family members. Similar behavior as Make Recall.
View Pat Appts: View the patient's appointment history and family recall information on the Appointments for [patient name] window.
Employee Schedules: Under this tab you can see the current day's Schedule for each employee who is working. Double click on a time block to edit a schedule.
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