Appointments V4: Setup & Manage Appointment Status Features in Dental4Web

Appointments V4: Setup & Manage Appointment Status Features in Dental4Web

Warning
ATTENTION:  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.
Quote
Use appointment statuses to identify appointment and patient details, report on statuses used, and trigger official automated reminders.

Feature Flash Videos

Create New Appointment Status
 

Set Official Automated Status to Appointments Overview
  

Appointment Status Setup

  1. Click the navigation menu > Appointments
  2. Click the hamburger menu > Setup Appointment Statuses

Create New Appointment Status

  1. In the Maintenance tab, click + Create New Type
    1. Type: Right click on the letter to see other available letters to use
    2. Description: Enter the name of the status
    3. Back Colour: Select a colour
    4. Text Colour: Select a colour
    5. Retained in Standby List: 
      1. Yes: The status will remain attached to the appointment if moved to the Standby List
      2. No: The status will be removed if moved to the Standby List
    6. Click OK

Link Appointments Types to Official Automated Statuses

Once a Status is created, some can be linked to patient appointment types (e.g: link A status to an appointment when it is marked as Arrived)
  1. Click the navigation menu> Appointments
  2. Click the hamburger menu > Setup Appointment Statuses
  3. Automation tab
    1. For each official automation type, select the appropriate status from the list (follow the Create New Appointment Status Type instructions above if new status required)
    2. Click OK when finished

Set official 'FTA' automatic status [F]

FTA: Set official FTA (Fail to Attend) appointment status
When a patient does not show up for an appointment, it is considered a Failed to Attend (FTA) cancellation.
Follow steps below to automatically copy and/or move FTA appointments to cancellation list & to add FTA item to treatment file

Optional settings include:
  1. Automatically move appt to Cancellation List
  2. Automatically copy FTA appt to Cancellation List
  3. Automatically add/remove FTA item in Pt Treatment

Set official 'UTA' automatic status [U]

UTA: Set official UTA (Unable to Attend) appointment status
When an appointment is cancelled ahead of time, it is considered an Unable to Attend (UTA) cancellation.
Follow steps below to automatically copy and/or move UTA appointments to cancellation list & to add UTA item to treatment file

Optional settings include:
  1. Automatically move appt to Cancellation List
  2. Automatically copy UTA appt to Cancellation List
  3. Automatically add/remove UTA item in Pt treatment

Set official 'ARRIVED' automatic status [A]

ARRIVED: Set official ARRIVED appointment Status
When a patient is marked as Arrived, the Attended (A) status can automatically be added into the patients appointment.

Set official 'NOTIFY' automatic status [G]

NOTIFY: Set SMS appointment Notification sent
When using the notification SMS features, the Notify status (e.g. G) can automatically be added into the patients appointment.
Info
Click here to view the General Settings for Send SMS on Patient Scheduling, Arrival, Registration, Checkout

Set official 'SMS/EMAIL' automatic status [s]

SMS/EMAIL: Set official SMS/Email Appointment Reminder sent status
When an email or SMS is sent to the patient use this feature to set auto status

Optional setting includes:
  1. Overwrite SMS/Email Appointment Notification status

Set official 'SMS CONFIRMED' automatic status [S]

SMS CONFIRMED: Set official SMS Appointment Confirmation status
Automatically inserted into appointment when a patient replies to SMS message with "Y" to confirm appointment.

Optional setting includes: 
  1. Automatically update SMS Appointment Reminder sent status to this status

Set official 'CANCELLATION' automatic status [x]

CANCELLATION: Set official SMS Appointment Cancellation status
Automatically inserted into appointment when a patient replies to SMS message with "N" to cancel appointment.

Optional setting includes:
  1. Automatically move appt to cancellation list

Set official 'LAST MINUTE REMINDER' automatic status [l]

LAST MINUTE REMINDER: Set Last Minute Reminder send status

Set official 'NEW PATIENT' automatic status [N]

NEW PATIENT: Set official New Patient appointment status
When making an appointment for a new patient, D4Web can automatically adds the New Patient status type (N) into the patients appointment.

Set official 'EFORMS' automatic status [E]

EFORMS: Set eForms appointment status
Once a new status (or assign an existing status) has been created it can be automatically added to a patient's next appointment once an eForm for this patient has been processed. 

Set official 'CLOSE BOOK' automatic status [X]

CLOSE BOOK: Status when closing appointment book

Set official 'APPOINTMENT CONFIRMED' automatic status [C]

APPOINTMENT CONFIRMED: Set official Appointment Confirmation Status
Where appointments are confirmed manually, the Confirmed (C) status can be added quickly to the appointment. 
Info
See how Quick Phone Confirmation Status works, here.

Set official 'ACC SUBMISSION' automatic status [a] 

ACC SUBMISSION: Set ACC Submission status
This (New Zealand) automatic status is used when an acc form has been submitted
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Link eAppointment Types to Official Automated Statuses

When eAppointments and Dental4Web sync, new appointments will be added to the Dental4Web Appointment Book automatically.
Notes
Some statuses may already exist, so check the status list before proceeding. 
  1. Click the hamburger menu > Appointments Book > Setup eAppointments
  2. Set official automatic status for: Select the official status of each
    1. Online Appointment: When a booking was made from eAppointments
    2. Recall Appointment: When a booking is a response to a recall reminder
    3. Phone Confirmation:  When a patient appointment is confirmed via phone
    4. SMS Confirmation: When a patient was sent SMS confirming their online appointment was booked
    5. New Patient: When a new patient creates an online appointment
    6. Unmatched Patient: When there are potential matches in Dental4Web for a patient from eAppointments
    7. eAppointment Deposit: When a deposit is paid for appointment made online
  3. Click EXIT
Notes
If the patient has more than one future appointment, the status will only be added to the first upcoming appointment.
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Editing Existing Appointment Status

  1. Click the navigation menu > Appointments
  2. Click the hamburger menu > Setup Status Types
    1. Only the Description, Back Colour, Text Colour and Retained in Standby List can be edited
    2. Click OK

Delete Appointment Status

Statuses can be deleted if not ever used. 
  1. Click the navigation menu > Appointments
  2. Click the hamburger menu > Setup Status Types
    1. Highlight the row to be deleted
    2. Click the bin (delete) icon