Planned Appointments

Set up and track a patient's next appointment for treatment planned procedures (e.g. RCT, crowns, fillings) from the Chart Module.

In the Chart Module, click the Planned Appts tab.

Double-click a planned appointment to open the Appointment Edit window.

Planned Appointments Grid: Displays existing planned appointments.

Background color and text color of entries is determined by settings in Definitions: Prog Note Colors

Creating a Planned Appointment

To prompt users to create a planned appointment for procedures that are treatment planned today, see the Chart Module Preferences for Prompt for Planned Appointment.

Create a Planned Appointment from the Chart Module:

  1. Enter the treatment planned procedures that will be attached to the planned appointment. See Enter Treatment.
  2. Click +Add. The Edit Appointment will show and the treatment planned procedures will list under Procedures on this Appointment.
  3. Highlight the procedures to attach to the planned appointment.
  4. Optional: If Lab Cases need to be attached, click Lab in the right panel. Select the lab case or create it if needed. When the planned appointment is scheduled, the lab case will also be attached.
  5. Click OK.
Create a Planned Appointment from Treatment Plan Module:

  1. Highlight the treatment planned procedures to be attached to the appointment.
  2. Click +Plan Appt. Edit Appointment will open and the selected treatment planned procedures will show under Procedures on this Appointment.
  3. Optional: If Lab Cases need to be attached, click Lab in the right panel. Select the lab case or create it if needed. When the planned appointment is scheduled, the lab case will also be attached.
  4. Click OK.

Note: To track planned appointments that were created but not yet scheduled, see Planned Appointment Tracker.

Scheduling a Planned Appointment

Scheduling from Front Office:

  1. Usually, the chairside assistant or provider enters the planned appointment while charting treatment, then sends the patient to the front desk for scheduling.
  2. In the Appointments Module, select the patient.
  3. Click +Make Appt or Pat Appts. Appointments for Patient will open. The planned appointment will show in the appointment list just like any other appointment, except it has no date or time.
    • This window lists the patient's planned, scheduled, broken, unscheduled, and completed appointments.
    • Show Completed Planned Appts: Planned appointments already completed do not show by default. To show them, check this box.
    • Planned Appt Done: This box reflects the value of the Done box in the Chart module, Planned Appt tab. When checked, this notifies scheduling that the next appointment will be a recall, not a restorative procedure. If unchecked, there may be a planned appointment.
  4. Highlight the planned appointment to schedule.
  5. Click Copy to Pinboard.
  6. Drag the appointment to the schedule.
Scheduling from Back Office/Chairside:
  1. Select the planned appointment from the Planned Appts tab in the Chart Module.
  2. Click Pinboard.
  3. The Appointments Module will be opened and the appointment will be copied to the pinboard.
  4. Drag the appointment to the schedule.

Note:
  • The new scheduled appointment will duplicate the procedures and length of the planned appointment. The planned appointment itself remains in the Appointments for Patient list until its scheduled appointment is marked complete, or until it is deleted from the Planned Appts tab in the Chart module. In the Chart module Progress Notes, scheduled appointment and associated planned appointment always show next to each other regardless of date.
  • If a patient leaves the office without making an appointment, or if they cancel at a later date, use the Planned Appointment Tracker to track and schedule planned treatment.
  • Once a planned appointment has been scheduled, changes should be made on the scheduled appointment, not the planned appointment. Changes made to the planned appointment will not be reflected on the scheduled appointment.

Typical Workflow

  1. While the patient is in the chair, the assistant or provider enters the treatment planned procedures in the chart.
  2. The assistant or provider creates a planned appointment for the next appointment, attaching the treatment planned procedures, notes, additional time.
  3. The patient goes to the front desk to schedule. The front desk sees the planned appointment in the Appointments for Patient window, copies it to the Pinboard and schedules the next appointment.
  4. The patient comes in for next appointment. The provider verifies that planned procedures match what is scheduled.
  5. When the planned treatment is finished, the provider or assistant sets the appointment complete (this also designates the planned appointment as complete but does not delete it).
  6. Determine if more work is needed.
    • If more treatment is needed, enter another planned appointment.
    • If there is no additional planned treatment, mark Done. This will delete all planned appointments and indicate to the front desk that there is no planned appointment (Planned Appt Done will be checked on the Patient Appointments window).

Note:
  • Creating more than one planned appointment is allowed, but because plans change, it is often more efficient to only enter planned appointments that are ready to be scheduled. If users do enter multiple planned appointments, it can be hard to accurately predict the procedures, and thus staff may need to frequently revise the planned appointments if procedures change. We recommend using Treatment Plans to outline a course of treatment while using planned appointments to communicate which appointments are ready to schedule.
  • Hygiene appointments (e.g. cleanings) should not be entered as planned appointments. Instead use Schedule Recall in the Patient Appointments window if ready to schedule. Use Recall List to track appointments that still need to be scheduled.
  • If there are no computers in the operatories, planned appointments can be ignored. Instead schedule the next appointment using the standard procedure as a guideline.

After the Planned Appointment

When treatment is complete: The planned appointment should exist until scheduled treatment is complete so that cancellations or no-shows can be tracked in the Planned Appointment Tracker. Once complete, planned appointments are also marked complete and won't show in the tracker. Deleting planned appointments is optional.

Deleting planned appointments : Deleting planned appointments will permanently remove them, but will not affect any scheduled or completed appointments. To delete all planned appointments, mark Done. This will clear the list and also check the Planned Appt Done box on the Appointments for Patient window. To delete selected planned appointments only, click Delete. This will not affect the Planned Appt Done box.