When an appointment is copied or moved to the Cancellation List, D4W/PSS can automatically add an item to the Treatment tab. This can be set up in two areas.  

1. Go to Location Setup > General tab
2. Select Group: Appointment Book
3. Set the Automatically add/remove item in Px treatment (status UTA) to Yes
   
4. A reminder to set up the items linked to UTA will appear, click Yes to continue or No to cancel
   
5. The Setup Treatment Item Properties window will appear if Yes was selected on previous window, find the relevant item for UTA and tick the relevant Property Value   
   
6. Click Clear
7. Find the relevant item for UTA and tick the relevant Property Value
8. Click OK
   

1. Go to Appointment Book > Options menu
2. Set Appointment Status Types
3. Tick Automatically add/remove UTA item in Px Treatment
4. The Setup Treatment Item Properties window will appear, find the relevant item and tick the relevant Property Value 
   
5. Click OK
6. Repeat for FTA (see instructions above)
   

Autorefresh Appointment Book

The Appointment Book can be refreshed at regular intervals.

This is useful for practices with multiple computers. If an appointment is made on one computer, it will appear on other computers once refreshed. 

Autorefreshing is available

1. Go to Location Setup > General tab
2. Group: Appointment Book
1. Autorefreshing is available: Yes = The system will automatically refresh (default setting)
   

Autorefreshing rate in seconds

1. Go to Location Setup > General tab
2. Group: Appointment Book
1. Autorefresh rate (in secs, min: 3, no autorefresh:<=0): If the above setting is Yes, set the interval. Default setting: 15 
   

Books sort order in lists

When viewing the Appointment Books in multiple book view, the order of the books can be determined.

If Appointment Book Groups are configured, this setting is not applicable.

1. Go to Location Setup > General tab
2. Group: Appointment Book
3. Books sort order in lists
4. Name = The appointment books will be sorted by the name of the book (default setting)
   
5. ID = The appointment books will be sorted by the order the books were created
   

Create Family Appointments

A family appointment can be created when multiple family members require consecutive appointments.

1. Go to Location Setup > General tab
2. Group: Appointment Book
3. Create Family Appointments
1. Yes: The option to create a family appointment appears when inserting an appointment (default setting)

Default Patient SEARCH from

When searching for a patient's appointments, the start date can be set as today or tomorrow.

1. Go to Location Setup > General tab
2. Group: Appointment Book
3. Default Patient SEARCH from                                            
1. Today: The search will begin from today
   
2. Tomorrow: The search will begin from tomorrow (default setting)     

Find Empty Slots mode

1. Go to Location Setup > General tab
2. Group: Appointment Book
3. Find Empty Slots Mode
   
1. 
   Dialogue: The box will pop up in front of the Appointment Book
   
2. Sidebar: Find empty slots mode will be appear on the side on the screen and it will let you choose the Appointment slot while the sidebar is open (default setting)
   

If WAIT TIME is negative, then set to ZERO?

If using the Arrived/check in/checkout feature to calculate provider’s time, the system has to calculate the arrived time compared to the appointment time.

1. Go to Location Setup > General tab
2. Group: Appointment Book
3. If WAIT TIME is negative, then set to ZERO?
   
1. Yes: If the patient arrives before the appointment time, the system will start timing from the start of appointment time
   

Initialise Provider while creating new appointment in his/her personal appointment book

If each provider has their own appointment book setup and this book is linked to their profile in the providers tab, then the correct "For Provider" will be automatically set in the appointment.

If more than one provider is set with the same appointment book, this setting is not applicable.

Linking an Appointment Book to a Provider

1. Go to Location Management > Providers tab > Select the provider
2. Set the Appointment Book     
   

1. Go to Location Setup > General tab
2. Group: Appointment Book
3. Initialize Provider while creating new appointment in his/her personal appointment book
1. Yes = The appointment's For Provider field is automatically filled (default setting)   

Is Appointed By attribute mandatory

When creating an appointment, the staff member who made the appointment is selected from the Appointed By drop list. This can be made a mandatory field.

1. Go to Location Setup > General tab
   
2. Group: Appointment Book
   
3. Is Appointed By attribute mandatory
   
4. No: The appointment can be created without selecting Appointed By (default setting)
   
5. Yes: When creating an appointment, the user must select a Provider or Staff Member from the drop list                                                                                         
6. If security is applied to Modify Appointed By and AutoFill based on Security Prompt is selected, the user must enter their username and password. They will then be automatically set as the Appointed By.
   

See Set Security on Modules/Tabs/Actions for more information on setting up security. 

​Is For Provider Attribute Mandatory

1. Go to Location Setup > General tab
2. Group: Appointment Book
3. Is For Provider attribute mandatory                      
1. No: The appointment can be created without selecting For Provider (default setting)
   
2. Yes: When creating an appointment, the user must select a Provider from the drop list 
   
4. If the general setting Initialise Provider while creating new appointment in his/her personal appointment book (see above section) is enabled, the For Provider is automatically selected

Link ‘CHECK OUT’ event to ‘Update recall date’ window

This can be changed to appear when a patient checks out, enabling the provider decide on the recall rather than the front desk staff. 

1. Go to Location Setup > General tab
2. Group: Appointment Book
1. Link ‘CHECK OUT’ event to ‘Update recall date’ window
   
1. Yes = The update recall date window appears after the patient is checked out         
   
2. Go to Appointment Book > Right Click on Appointment > Checked Out
   
3. The Update Recall Date window appears. Click OK button to update the recall date
   

List providers in the appointment daysheets

1. Go to Location Setup > General tab
2. Group: Appointment Book
3. List providers in appointment daysheets     
   
4. Yes: For Provider is present next to patient name on printout
   
5. No: For Provider is not visible next to patient name on printout
   

Maximum number of days to be shown

1. Go to Location Setup > General tab
2. Group: Appointment Book
3. Maximum of days to be shown = 7 days (default setting), 8 days, 9 days 
   

This setting can also be changed within the Appointment Book.

See Change Appointment Book View for more information.

Quantity of Books on One Screen

1. Go to Location Setup > General tab
2. Group: Appointment Book
3. Quantity of Books on One Screen = Enter the maximum number of books (default = 9)
1. The higher number of books, the narrower the columns will be. 
2. If the number of books is greater than this setting, additional books can be viewed by using the navigation buttons next to the date
   

Show warning message when creating/modifying an appointment if the patient has an outstanding balance

When printing an Invoice, Receipt or Treatment Plan, if the patient has a future appointment this can be included. 

1. Go to Location Setup > General tab
2. Group: Appointment Book
3. Time Display Format                                        
1. AM/PM: The appointment slots are shown in 12 hour time (default setting)
   
2. 24 Hours: The appointment slots are shown in 24 hour time 
   

Time Measure Late Icon

If using the arrived/checked in/checked out feature, the late icon can also be used

See Mark an Appointment as Arrived, Checked In or Out for more information on this feature

1. Go to Location Setup > General tab
   
2. Group: Appointment Book
   
3. TIME MEASURE LATE ICON turned on?   
   
1. Immediate: The running man image appears in the patient's appointment if they have not been marked as arrived by the appointment time (default setting)
   
2. 5/10/15min: The running man image appears in the patient's appointment if they have not been marked as arrived by the specified time period after the appointment
   
3. None: No image appears if the patient is late (not recommended)
   

Time Measure Reminders

In addition to the Time Measure Late Icon (see below section) feature, a reminder message can appear on a selected computer when a patient has not been marked as arrived within a certain timeframe.

1. Go to Location Setup > General tab
2. Group: Appointment Book
3. TIME MEASURE REMINDERS turned on?                              
1. No: No message appears (default setting).
2. 5/10/15min: A message appears if the patient has not been marked as arrived by the specified time period after the appointment

Time MEASURE REMINDERS turned on

Trigger a Reminder when Patient has not Arrived. The reminder will appear when a patient has not been marked as arrived or checked in.

1. Go to Location Setup > General tab
2. Group: Appointment Book
3. Time MEASURE REMINDERS turned on, set the time to trigger the reminder
   

Update the patient's Recall Date when Cancelling or Deleting Appointment

When Automated Recall Reminders are enabled, a patient's Recall Date can be updated when an appointment is cancelled or deleted.

This will ensure the patient can be included in an upcoming recall batch and not get lost in the system.

This will only apply when the patient's recall date is in the past and therefore would not be captured in a recall batch.

The number of days to set the new Recall Date (from the existing Recall Date) can be defined.

1. Go to Location Setup > General tab
2. Group: Appointment Book
1. Update Recall date when cancelling or deleting appointment: Select Manual via Dialogue to enable the feature
   
2. Days to move recall when cancelling or deleting appointment: Enter the required the number of days (default = 30)
3. The patient's Recall Date must be in the past
   
4. Delete or cancel the appointment
5. Click Update recall date to change the recall date to the suggested date
   
6. If Manually update recall is ticked, the new recall date can be manually entered. A table with the next six upcoming recall batches is displayed with the run date and capture dates.
   
7. Click Update Recall Date to set the new recall date

Use last patient as default one in Insert New Appointment dialogue

The system can auto insert the last patient name that was opened on this computer when creating a new appointment. 

1. Go to Location Setup > General tab
2. Group: Appointment Book
3. Use last patient as default one in Insert New Appointment dialogue
1. No = A patient would need to be selected when creating an appointment (default setting)
2. Yes = When an appointment is created, the last patient viewed on this computer will automatically be inserted

Use Templates for Appointment SMS/E-mail Notifications and Reminders

1. Go to Location Setup > General tab 
2. Group: Appointment Book
3. Use Templates for Appointment SMS/E-mail Notifications and Reminders SMS: Yes
   

Next, Setup Manual Appointment Reminder SMS/Email Templates

When an appointment slot becomes available, check standby list for Patients with the same preferred time

1. Go to Location Setup > General tab
2. Group: Appointment Book
3. When appt slot becomes available, check standby list for Px with same preferred time 
1. Yes: The user will be alerted when an appointment is deleted or cancelled (default setting)