Additional Appointment Book Features in Dental4Windows

Additional Appointment Book Features in Dental4Windows

Listed below is how to find a vacant slot, search for a patients appointment, move and appointment to another appointment book, add a status to an appointment, print appointment labels, Link treatment plan items to an appointment, link appointment to a recall set, update recall date when cancelling an appointment and manage patient transport to and from the practice.

Search for a Patients Appointment from Appointment Book

Booked appointment for a patient can be searched for from Appointments. 

  1. Go to Appointments
  2. In the Options menu select Search for a patient... or select Search icon 
  3. Enter patients details e.g. Surname, select Find

  4. Select correct patient 

  5. Select in Search beginning from when the search will start from e.g. Today or Tomorrow or a particular date 
  6. Tick in inactive books to include appointments booked in appointment books marked as inactive
  7. Select Search
  8. Booked appointments will be listed
    1. Book name: Name of appointment book 
    2. Prv: For provider
    3. DOW: Day of week
    4. Date: Date appointment is booked on
    5. Start: What time appointment starts
    6. Dur.: How long appointment is booked for
    7. Notes: Notes written on appointment

  9. Select Print... to Print or E-mail list of patients appointment/s

  10. To view patient appointment in the appointment book, highlight appointment > Select Go to 

  11. Appointment will be selected in the background    

Move an Appointment to Another Book

An appointment can be moved (cut) or Copy from one book to another.
  1. Go to the Appointment Book
  2. Find the appointment that you wish to move
    1. Right click in the appointment slot
    2. Click Cut or Copy if you wish for this appointment to remain in the current book as well

    3. Select the book where you will move this appointment
    4. Right click in the required appointment slot
    5. Click Paste

  3. Right click the new appointment
  4. Click Modify Slot
  5. Change the provider from the For Provider list

The appointment can also be moved by clicking and dragging the appointment to another book

Add Appointment Status to Appointment

Appointment Statuses can be added either at the time of the appointment creation, or at a later stage. Often statuses like Confirmed and Lab Arrived are added closer to the appointment date, when the action is completed. 

Enter Status During Appointment Creation

  1. Go to the Appointment Book
  2. Follow the usual steps to create an appointment
  3. In the Appointment Status section
    1. Click on the drop list to select appropriate status 
    2. To remove, click in section and scroll to the top and select the blank status
  4. Click OK

Enter / Modify Status on Existing Appointment

  1. Go to the Appointment Book
  2. Right click on Appointment > Modify Slot
    1. In the Appointment Status section
      1. Click on the drop list to select appropriate status 
      2. To remove, click in section and scroll to the top and select the blank status

Print Appointments to a Label

Dental4Windows / Practice Studio can print patient’s next appointment(s)to a label, which can be attached to a business card.

This feature can print on normal label sheets, however it is suggested to use dedicated label printers, as the labels will always print in the same spot (i.e.: 'DYMO Appointment Card Labels 51mm x 81mm') and anything smaller than that may printout over multiple labels.

Setup Printer

Select the printer that will be used to print the appointments on the labels.
  1. Go to Location Setup > General tab
  2. Group: Paths & Links
  3. Printer for labels printing: Select from the list > Click OK

Setup Labels

  1. Go to Appointment Book > Options menu > Setup Appointment Labels
    1. Label Header: Enter the header
    2. Label Footer: Enter the footer
    3. No. of appointments to show: Select number of appts to include
    4. Include Provider Name: Tick to include provider name
    5. Draw a border: Tick to select height and width

    6. Click Preview to check the card 
      1. Click Close

    7. Click Apply to save
The label can be printed from two locations.

Appointment Book

  1. Go to Appointment Book
  2. Right click on relevant appointment
  3. Print > Appointment Card

Patient Records

  1. Go to Patient Records (any tab) for relevant patient
  2. Find/View menu > Show Next Appointments / Click icon 
    1. Search beginning from: Select period
    2. Click Search
    3. Select patient
    4. Click Print Appointment Card

Link Treatment Plan Items

To add treatment plan items to new or existing appointments, follow the below steps.

New Appointments

  1. When making appointment, highlight item/s in Treatment Plan found, dated section. If broken into visits in the treatment plan, the whole visit will automatically be highlighted with one click.
  2. Enter the rest of appointment details
  3. Click OK

Existing Appointments

  1. Go to the Appointment Book > Right click on appointment > Modify Slot...
  2. Go to the Show Treatment Plans sub-tab
  3. Highlight the item/s relevant to this appointment.
  4. Click OK

Link Appointment to a Recall Set

A Recall Set can be assigned to an appointment where / when needed. Use this feature when booking a recall appointment for a patient who may be included in other types of recall sets so it is included during the creation of other recall batches. 
  1. Go to Appointment Book
  2. Create an appointment for a patient 
  3. Select the Recall set from the Recalls dropdown menu

Update Recall Date During Appointment Cancellation

Users with Automated Recall Reminders enabled (Link coming soon) have the option to update the patient's recall date when an appointment is cancelled so the patient can be included in the next recall batch and not lost in the system.

InfoWhen an appointment is deleted or moved to the Cancellation List, the following window will appear if the patient's recall date isn't included in the next 6 recall batches. 

  1. Do not update recall: The patient recall date remains the same 
  2. Manually update recall: Users can manually update the patient recall type and date 
    1. Recalls Type: Users can select which recall type to include the patient in the next batch
    2. New Recall Date: Users can manually change the next recalls date or leave as the default days chosen in the setting 
    3. Click Do not Update Recall Date to keep the recall date as it is 
    4. Click Update Recall Date to move the recall type and recall date as selected in the Update Recall box   

  3. Update recall date: The patient recall date will be updated 30 days from when the appointment was cancelled

Update Recall date when cancelling or deleting appointment

Info
Users with Automated Recall Reminders enabled have the option to update the patient's recall date when an appointment is cancelled so the patient can be included in the next recall batch and not lost in the system.
  1. Go to Location Setup > General tab
  2. Group: Appointment Book
    1. Update Recall date when cancelling or deleting appointment:

    2. Manual via Dialogue: Users will be prompted to update the patient's recall date when an appointment is cancelled, see Update Recall Date During Appointment Cancellation above
    3. Do not update: Patient's recall date remains the same when cancelling an appointment 
Info
The number of days to move the Recall Date when cancelling or deleting appointment can also be configured.

Manage Patient Transport to / from Practice

The Transport List can help a practice manage patients who require transport to and from the practice.

Activate Transport Feature

  1. Go to Location Setup > General tab
  2. Group: Appointment Book
    1. Patients use Transport: Yes
    2. Transport List End Time (Depart) add on period (minutes): Enter duration

Setup Destination List

Add a list of common destinations, usually the areas the transport service covers. 
  1. Go to Appointment Book 
  2. Options menu > Transport List / Car icon 
    1. Click Destination
      1. Click Add
        1. Enter name of destination(s)
      2. Click Exit

Attach Appointment to Transport List

Appointments can be added to the Transport List at the time of scheduling. 
  1. Within the Appointment for Patient window
  2. Click Transport
  3. Click the transport icon
    1. Enter the Pick Up Address
    2. Enter the Phone number
    3. Select the Destination
    4. Enter the Departure Time
    5. Enter any Special Instructions

View/Manage Transport List

  1. Go to Appointment Book 
  2. Options menu > Transport List / Car icon