Standby List

Appointments V4: Standby List in Dental4Web

WarningATTENTION: Appointment Book V4 is in PILOT MODE
  1. Available only to a selected few while we complete the pilot phase.
  2. General release is coming soon.
  3. During the Pilot phase, we are creating Knowledge Base articles and will continue to add and update them.
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The Standby List keeps track of every patient waiting for an earlier or alternative appointment, so you can fill vacant slots quickly.
Add patients directly or copy them from an existing appointment, include preferred dates and times, and the Standby List icon will spin when a matching slot opens up.
This article covers how to view, filter and customise the list, add patients, and book them into available appointments.

View the Standby List

  1. Click the navigation menu > Appointments
  2. Click the Standby List icon found in the toolbar
  3. The "Queue Management" Window opens the Standby List tab

Filter Standby List

  1. If any set filters have been preset, they are visible on the page until Clear Filter is clicked.
    1. Location: Set clinic location to view
    2. Providers: Select <All> or an individual provider 
    3. Priority: Appointment priority, at the discretion of the practice
    4. Dates: Select the period to view cancelled appointments or set custom dates
  2. Show Inactive providers: Tick Box if patients on standby may still be booked with an inactive provider.

Standby List Column Overview 

There are multiple columns that are available to view in the Standby List.  
The order of the list may vary.
  1. Added Date: The date the patient was placed on the list
  2. Patient Details: Name, Date of Birth and Card Number
  3. Priority: Appointment priority, at the discretion of the practice
  4. Location: Only visible to multi-location users; the location to schedule the patient in
  5. Book: The appointment book to schedule the patient in
  6. Duration.: The required duration of the appointment
  7. For Provider: The Provider to schedule the appointment for
  8. Appointed By: The employee who placed the patient on the Standby List
  9. Preferred Date: The preferred date of the patient
  10. Preferred Time: The preferred time of the patient
  11. Notes: Additional information about the booking
  12. Contacts: The patients' contact numbers
  13. Class: The appointment class
  14. Use the Scroll to view more options
  15. Next Appointment:
    The next appointment for this patient (if any)


    Notes
    Use the scroll bar if there are many columns 

Setup Standby List Columns

To customise the Standby List, hide columns you do not need and drag the remaining columns into a more convenient order.
For example, hide the Priority column if you do not use it, so it does not cause confusion. 
  1. Click Setup
    1. Tick box to display the columns when viewing the list
    2. Untick box to exclude the columns when viewing the list
    3. To move order of column displays, select  and drag up or down
    4. Select if notes should be shown on-screen or via a tooltip when hovering over the column
    5. Click OK
    6. Click X (top right) to close Standby List

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Adding Patients To The Standby List

Copy/ Move From Existing Appointment

If moving the an existing appointment to the Standby List, information from that appointment will automatically populate the columns.
Notes
To add an existing appointment to the Standby List, either copy it or move it.
Copy: Generally used when the existing appointment will remain and the patient will go on standby for something sooner if possible. 
Move: Generally used when the existing appointment will not proceed and the patient will go on standby for another date and time. 
  1. Click the navigation menu > Appointments
    1. Select Move to or Copy to > Standby List

Add Patient Directly into Standby List 

Where no existing appointment exists, a patient can be added to the Standby list directly from within the Standby List window
  1. Click the Standby List icon found in the toolbar 
  2. The "Queue Management" Window opens the Standby List tab 
  3. Click + Add New 
    1. Find the Patient
    2. Click OK
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Add relevant information in the columns. The more information entered the more useful the Standby List becomes.
Useful tools such as adding preferred date, time & duration allows the system to trigger when the corresponding slot becomes available by spinning the Standby List Icon when a match is available.  (See the Feature Flash Video below)

Schedule Appointment for Patient on the Standby List 

There are multiple ways an entry on the standby list can be moved into a vacant appointment time. 
The Standby List can remain open when moving to a patients' file. This is handy when calling the patient to see if they can fit into a vacant appointment time while wanting to see Treatment.

From Vacant Appointment Slot

These steps will work from any vacant appointment slot.
Ensure enough time is available to schedule the selected appointment, otherwise the duration of the appointment will reduce when moving.
  1. Right click on the vacant appointment slot > Insert New... > From Standby List

    1. Select the patient (Click to highlight row) in the list
    2. Click Move / Copy (copy also keeps an entry in the Standby List)

Directly From the Standby List

The below steps are possible only when the vacant appointment slot is visible in the background, with the Standby List open. 
  1. Click the Standby List icon 
    1. Option A: Select the vacant appointment slot in the background
      1. Select the patient in the list
      2. Click MOVE or COPY (copy keeps a copy of the entry in the Standby List)

    2. Option B: Left click and hold the mouse down
      1. Drag and drop the entry in a vacant appointment time in the background

Feature Flash Video: Spinning Standby List icon