Cancelling Appointments (incl Cancellation List) in Dental4Windows

Cancelling Appointments (incl Cancellation List) in Dental4Windows

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Listed below are instructions on cancelled appointments can be logged and appointments marked with UTA or FTA status's automatically added to the cancellation list. Cancelation list columns can be changed and a cancelled appointment can be restored.

Mark Appointment as Unable to Attend (UTA)

InfoEnsure UTA appointment status and item triggers are setup for optimised workflow. See Setup Unable to Attend (UTA) section

Using the Cancelation List

The cancellation list is a log of all cancelled and FTA/UTA appointments for a selected period.
Idea
It is recommended the list is used as a follow up list for patients who did not reschedule. 

View Cancelation List

  1. Go to the Appointment Book > Options Menu > Cancellation List or  icon

Filter Cancellation List

  1. Date: Select the period to view cancelled appointments
  2. Location: Select location (if applicable)
  3. Book: Select <All> or an individual appointment book
  4. Provider: Select <All> or an individual provider 
  5. Class: Select <All> or an individual appointment class
  6. Show inactive providers: Tick to show inactive providers
  7. Show only patients that have cancelled (UTA) more than # times
  8. Show only patients that failed to attend (FTA) more than # times
  9. Show Copied/Restored records: Includes those moved back to original appointment time (error) or copied to a new time slot (reschedule)

Add Notes to Cancellations

As of build 5203, each record listed on the cancellation list can have notes added for record-keeping and tracking purposes. Many use the cancellation list to follow up patients who did not reschedule, therefore adding notes to the record is a great way to keep on top of the list.
  1. Double click within the notes field
  2. Type your notes within the notes window
  3. Click OK

  4. When the cancellation list is printed, the notes will show

Go to Patients' File from Cancellation List

  1. Right-click on the patient in the list
  2. Select area of Patient Records to move to

Schedule Appointment from Cancellation List

  1. In the background, select a vacant appointment slot
  2. Highlight the patient in the list
  3. Click Copy
  4. Click Yes to remove original appointment statuses or No to keep them

Cancellation List Default Order of Columns

The order of patients on the cancellation can be changed.
  1. Go to Location Setup > General tab
  2. Group: Appointment Book
    1. Cancellation List default column order of rows

      1. Patient name: The Cancellation List will be sorted by the patient's surname

      2. Reg. date: The Cancellation List will be sorted by the Reg Date (the date the appointment was made)

Restore a Cancelled Appointment

After moving an appointment to the Cancellation List, the appointment can be restored to its original time slot if the slot is still available.
  1. Go to the Appointment Book > Options menu > Cancellation List
    1. Highlight the relevant appointment
    2. Click Restore a Copy to Original Slot(s)

      1. Select No to keep Appointment Statuses, or Yes to remove them, e.g. FTA

  2. If the previous time slot is no longer available the following message will appear, click OK to continue and look for another slot