Listed below are instruction on understanding eAppointment Synchronisation Settings, Set Automated Synchronisation between Dental4Windows to  eAppointments or Dental4Web to  eAppointments, Link or Unlink Books to eAppointments, Setup eAppointment Status Types and Restore Previous eAppointment Settings.

Dental4Windows

Understanding eAppointment Synchronisation Settings

1. The following controls are found when setting up eAppointments. 
2. Go to Appointment Book > Options menu
1. Setup eAppointments
2. Disable Sync: Only available when the sync is enabled, click to disable (no bookings can be made) 
3. View Sync History: A report on all past sync details
4. Clear Sync History: The history will be deleted
5. Force Sync: Use to overwrite automated settings, particularly when settings are altered and should be synced immediately
   

Set Automated Synchronisation between D4W/PSS and eAppointments

1. Go to Appointment Book > Options menu
1. Setup eAppointments 
1. Sync the next # days: Enter the number of days ahead to sync D4W/PSS with eAppointments. Up to 99 days in advance is possible. This means a patient will have the next 1- 99 days (1 = today) available in eAppointments to make a booking.
2.  With updates every # minutes: Select the number of minutes the sync should automatically run. eAppointments and D4W/PSS can sync every 1-120 minutes. The sync runs from now onwards, which means earlier information will not be updated. Any appointments that were made in the past will be brought into D4W/PSS and marked as an appointment conflict.
   
3. Enable Sync: Click this when ready to enforce the automated settings above
4. Click Exit
   

Link Books to eAppointments

Appointment Books must be syncronised with eAppointments to allow patients to schedule online. 

1. Go to Appointment Book > Options menu
1. Setup eAppointments 
1. Select Books to Sync                                                                               
1. Double click Book to modify
   
2. Sync with eAppointments: Tick the books to display online
3. Online Name: Enter the name of the book that patients will see
4. Duration: Select the duration of the appointments to be displayed in eAppointments. The time displayed in eAppointments can be different than the time slots in D4W/PSS. The duration that is selected for each book will determine the appointment duration presented to the patient online. This duration should be tailored to the type of appointments to be made via eAppointments. If it is primarily for recall bookings, set the duration to match the average recall appointment.
   
5. Click Update
6. Click Exit
2. Click Force Sync
3. Click Exit
   

Unlink an Appointment Book

1. Go to Appointment Book > Options menu
2. Setup eAppointments 
3. Select Books to Sync
1. Double click Book to modify
2. Remove tick in Sync with eAppointments   
   
3. Click Update
4. Click Exit
   
4. Click Force Sync
5. Click Exit
   

Setup eAppointment Status Types

When eAppointments and D4W/PSS sync, new appointments will be added to the D4W/PSS Appointment Book automatically.

1. Setup statuses to identify the following. Note, some may already exist in the database.
   
   Online Appointment:  When a booking was made from eAppointments
   
   Recalls Appointment: When a booking is a response to a recall reminder
   
   SMS Confirmation: When a patient was sent an SMS confirming that their online appointment was booked
   
   New Patient: When a new patient creates an online appointment
   
   Unmatched Patient: When there are potential patient matches in D4W/PSS for a patient from eAppointments
   
   Phone Confirmation: When a patient needs to be called by the practice, to confirm their online appointment
   
   E-mail Confirmation: When a patient was sent an email confirming that their online appointment was booked
   
   
   
   Follow the instructions in Add / Edit New Appointment Status article if needed
   
   
2. Go to Appointment Book > Options menu 
3. Setup eAppointments
1. Statuses: Select the official status of each
   
2. Click Force Sync
3. Click Exit
   

Restore Previous eAppointment Settings

1. Go to Appointment Book > Options menu 
2. Setup eAppointments
1. Make changes
2. Click Restore Previous Settings
   

Dental4Web

Understanding eAppointment Synchronisation Settings

The following controls are found when setting up eAppointments. 

1. In D4Web, Click the Hamburger menu > Setup eAppointments
1. DISABLE SYNC: Only available when the sync is enabled, click to disable (no bookings can be made) 
2. VIEW SYNC HISTORY: A report on all past sync details
3. CLEAR SYNC HISTORY: The history will be deleted
4. FORCE SYNC: Use to overwrite automated settings, particularly when settings are altered and should be synced immediately
   

Set Automated Synchronisation between Dental4Web and eAppointments

Once Appointment Books have been synced/linked to eAppointments (instructions found below), it is important to set the automatic synchronisation of data between eAppointments and Dental4Web

1. Click the navigation menu > Appointments
2. Click the hamburger menu > Setup eAppointments
1. Sync the next # days:
   Enter the number of days ahead to sync D4Web with eAppointments. Up to 99 days in advance is possible. This means a patient will have the next 1- 99 days (1 = today) available in eAppointments to make a booking.
2. With updates every # minutes:
   Select the number of minutes the sync should automatically run. eAppointments and D4Web can sync every 1-120 minutes. The sync runs from now onwards, which  means earlier information will not be updated. Any appointments that were made in the past will be brought into D4Web and marked as an appointment conflict.
3. Send confirmation/refuse after # attempts: 
   The setting is influenced on the creation of the appointment in auto mode sync.
   Its number of attempts to create a booking after the Dental surgery has sent a refusal or confirmation.
   For example, the day can be locked by users and if D4web receives booking from site, then it will try to create a booking > 2 attempts with interval sync time. If it is unsuccessful, then it sends a cancel to site.
   Please note the point that this setting does not apply to Real Time Mode (i.e. general setting called 'Real Time Mode')
4. ENABLE SYNC: 
   Click this when ready to enforce the automated settings above
5. Click EXIT
   

Link Books to eAppointments

Appointment Books must be synchronised with eAppointments to allow patients to schedule online. 

1. Click the navigation menu > Appointments
2. Click the hamburger menu > Setup eAppointments 
1. Click SELECT BOOKS TO SYNC
   
   
2. Books to Sync
   
1. Sync: Tick the books to display online
   
2. Online Name: Enter the name of the book that patients will see
   
3. Duration: Select the duration of the appointments to be displayed in eAppointments. The time displayed in eAppointments can be different than the time slots in D4Web. The duration that is selected for each book will determine the appointment duration presented to the patient online. This duration should be tailored to the type of appointments to be made via eAppointments. If it primarily for recall bookings, set the duration to match the average recall appointment.
   
3. Click OK
   
   
   
4. Click FORCE SYNC
5. Click EXIT
   

Setup eAppointment Status Types

When eAppointments and Dental4Web sync, new appointments will be added to the Dental4Web Appointment Book automatically.

1. Setup statuses to identify the following. Note, some may already exist in the database.
   
1. Online Appointment:  When a booking was made from eAppointments
   
2. Recalls Appointment: When a booking is a response to a recall reminder
   
3. SMS Confirmation: When a patient was sent an SMS confirming that their online appointment was booked
   
4. New Patient: When a new patient creates an online appointment
   
5. Unmatched Patient: When there are potential patient matches in D4W/PSS for a patient from eAppointments
   
6. Phone Confirmation: When a patient needs to be called by the practice, to confirm their online appointment
   
7. E-mail Confirmation: When a patient was sent an email confirming that their online appointment was booked
   

Click here for instruction on adding new Appointment Statuses

1. Go to Appointment Book > Options menu 
   
2. Setup eAppointments
   
1. Statuses: Select the official status of each
   
   

Setup & Manage eAppointment Confirmation & Cancellation Messages

A default message exists for cancellations and confirmations via eAppointments, however users can set their own templates to be more suited to the practice. 

1. Click the navigation menu > Debtors & Marketing > Mail Merge Setup page
   
2. Mail Merge Category: eAppointments
   
1. Select the template (Cancellation / Confirmation)
   
   
3. Click the Edit icon 
   
1. Enter the message to be sent to the patient, input fields can be found in Add Field menu
   
2. File menu > Save > Exit
   
   

Notes about default messages

1. The default messages below will be sent to patients if custom messages are not setup per above instructions
   
2. Messages are dependent on having the practice telephone number entered on the Location page
   
3. If the eServices patient is an existing patient, then Provider = Main Provider in the patients file
   
4. If the eServices patient is a new patient, then Provider = eAppointment Provider
   

Confirmation message

Telephone number entered - Hi Firstname, your appointment with Provider title Provider firstname Provider surname at Location name is scheduled for eAppointment Day eAppointment date/time (TEL: Location phone).

No Telephone number entered - Hi Firstname, your appointment with Provider title Provider firstname Provider surname at Location name is scheduled for eAppointment Day eAppointment date/time.

Cancellation message

Telephone number entered - Hi Firstname, sorry, the appointment slot you requested on eAppointment Day eAppointment date/time with Provider title Provider firstname Provider surname is no longer available. Please select another time slot or call Location name on Location phone. When Telephone field is populated in Location Setup in D4Web

No Telephone number entered - Hi Firstname, sorry, the appointment slot you requested on eAppointment Day eAppointment date/time with Provider title Provider firstname Provider surname is no longer available. Please select another time slot.

Restore Previous eAppointment Settings

If changes have been made to the eAppointments Setup area, they can be reverted back to how they were upon opening the window.

If the window is closed/saved, then this feature will not work.

1. Click the navigation menu > Appointments
2. Click the hamburger menu > Setup eAppointments
1. Make changes 
2. Click RESTORE PREVIOUS SETTINGS