Patient Communication in Dental4Windows

Patient Communication in Dental4Windows

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Set Patient Preferred Method of Communication for Appointment, Invoices, Recalls and Queries reminders, prompt to enter mobile on new patient creation, set patient preferred contact method for Recalls / Queries / Marketing, send SMS from Patient Details, send automated new patient SMS, emailing from patient record options and resubscribe a patient.

Set Patient Preferred Method of Communication for Appointment, Invoices, Recalls and Queries reminders

Patients can stipulate - usually on a New Patient Form or verbally thereafter - the methods they wish to be contacted via, then this should be set in their file. 

  1. Go to Patient records > Patients tab > Address sub-tab
  2. Ensure the patient has a Mobile and/or E-mail entered, depending on how reminders will be sent
  3. Ensure the patient has their preferences selected for Send Appt. Reminders by clicking  then selecting preferred methods

  4. If a patient does not want to be reminded of Appointments, select The Patient has requested no further communication

Prompt to Enter Mobile on New Patient Creation

When booking a new patient appointment or creating a new patient file, users may forget to enter a mobile number, which can lead to failure of confirming the appointment, or losing the patient.

To solve this problem, please follow instructions below:

  1. Go to Location Setup > General tab > Patients Group
  2. Prompt to enter Mobile on New Patient Creation = Yes

How it works

The message below will pop when:

  1. Creating a new patient appointment, clicking OK (attempt to complete the booking) with an empty Mobile field
  2. Creating a new patient file, attempt to leave the Patients tab with an empty Mobile filed

Upon seeing this message, user can either enter a mobile number, or select Assign "No Mobile" to the patient.

If Assign "No Mobile" to the patient is selected, in Patients tab > Mobile field, a blue message will show:

Set Patient Preferred Contact Method for Recalls / Queries / Marketing

Patients can stipulate - usually on a New Patient Form or verbally thereafter - the methods they wish to be contacted via, then this should be set in their file. 

Recalls are often sent via multiple methods, in particular, changing per reminder to encourage patients to reschedule. The more methods selected against a patient, the more flexible the Practice can be with sending via different methods. 

Queries are generally used to generate a batch of patients who meet certain criteria. For example, all patients that had whitening in the past 24 months; all patients who has a Birthday today; all active patients to send a eNewsletter to. 

Recalls
  1. Go to Patient Records > Patients tab > Address sub-tab
  2. Send Recalls To:
    1. Family / Guardian / Third Party
    2. Select the patient / other Family member / Guardian or Third Party from list
    3. Click the Options button and tick the methods the patient agrees to be contacted via

    4. If a patient does not want to be reminded of Recalls, select The Patient has requested no further communication 

    5. Click OK
Queries/Marketing
  1. Go to Patient Records > Patients tab > Address sub-tab
  2. Send Queries To:
  3. Family / Guardian / Third Party
  4. Select the patient / other Family member / Guardian or Third Party from list
  5. Click the Options button and tick the methods the patient agrees to be contacted via 

  6. If a patient does not want to be contacted for marketing / non-appointment or account reasons, select The Patient has requested no further communication

  7. Click OK

Send SMS from Patient Details

Sending an SMS from Patient details can either be a free text entry or from a preset SMS template. The below instructions explain both. 

SMS Requirements

  1. Access to the internet
  2. Valid e-mail account
  3. Setup by Centaur with SMS capabilities - if not setup, e-mail sales@centaursoftware.com 

Setup Patient Detail SMS Templates

  1. Go to Debtors & Marketing > Mail Merge Setup tab
  2. Mail Merge Category: Patients
  3. Select Location to view/save templates within
  4. Click Set
  5. Enter the name of the set, e.g. General Messages
  6. Highlight the set > Click Type
  7. Enter the name of the template, e.g. Birthday Wishes
  8. Click OK
  9. Highlight the Type > Click Edit icon for SMS Template
  10. Enter template details
  11. Go to Template menu > Update > Template menu > Exit

  12. Select the Location(s) the template is available to, if applicable

Send SMS from Patient Details

  1. Go to Patient Records > Patients tab
  2. Patient menu > Send SMS
    1. Select appropriate template from Type drop list or type text in field

    Send Automated New Patient SMS

    The following feature will send an automated SMS to new patients added via the Appointment Book. 

    1. Go to Location Setup > General tab
    2. Group: SMS Settings
    3. Send SMS on Patient Registration: Yes   


    Create SMS Template
    1. Go to Debts/Marketing > Mail Merge tab
    2. Mail Merge Category: Patients
    3. Show Types for Location: Select the Location (if applicable).
    4. Types: Select Patient Registration
    5. SMS Template: Click the edit icon mceclip2.png

    6. Design the New Patient SMS template; see Insert menu for input fields
    7. Template menu> Update
    8. Template menu > Save

    E-mailing from Patient Record Options

    When setup, the ability to e-mail direct from a patients' file exists, in all areas of Patients Records where printing is available. 



    What:

    Where:

    How: 
    Recall History Report
    All tabs in Patient Records
    Find/View > Recall History Report (F4 key)
    Appointments for Patient
    All tabs in Patient Records
    Find/View > Show Next Appointments > Print
    Consolidated Patient Record Report
    Patients
    Patient > Consolidated Patient Record Report > OK
    Charting screen
    Charting/3D Charting
    Charting > Preview Screen
    Tooth Condition Notes
    Charting/3D Charting
    Charting > Report on Notes (F6 key)
    Clinical Notes Log Audit in Charting
    Charting/3D Charting
    Charting > Clinical Notes Log Audit
    Treatment Done Report
    Charting/3D Charting
    Charting > Treatment Done Report
    Treatment History by Tooth
    Charting/3D Charting
    Charting > Treatment History by Tooth > Enter tooth number > OK
    Perio Chart
    Perio
    Perio > Preview Screen
    Treatment Plan Notes
    Treatment Plan
    Treatment Plan > Preview Plan Notes
    Clinical Notes Log Audit in Treatment Plan
    Treatment Plan
    Treatment Plan > Clinical Notes Log Audit
    Treatment Done Report in Treatment Plan
    Treatment Plan
    Treatment Plan > Treatment Done Report
    Treatment History by Tooth in Treatment Plan
    Treatment Plan
    Treatment Plan > Treatment History by Tooth > Enter tooth number > OK
    Treatment Plan
    Treatment Plan
    Treatment Plan > Preview Plan
    Treatment Plan of Incomplete Items
    Treatment Plan
    Treatment Plan > Preview Plan items not done only
    Treatment Plan with Insurance Information
    Treatment Plan
    Treatment Plan > Preview Plan/Insurance Information (A4 only)
    Case Presentation Letter
    Treatment Plan
    Treatment Plan > Create Case Presentation Letter/Open existing Case Presentation Letter > File > E-mail
    Clinical Notes
    Treatment
    Treatment > Preview All Clinical Notes (F6 key)
    Clinical Notes Log Audit in Treatment
    Treatment
    Treatment > Clinical Notes Log Audit
    New Invoice Only
    Treatment
    Itemised Invoices > New Invoice Only > Preview
    New Invoice and Receipt
    Treatment
    Itemised Invoices > New Invoice and Receipt > Preview
    Invoice Preview
    Treatment
    Itemised Invoices > Preview Invoice > Select Invoice > OK
    Refund for Treatment
    Treatment
    Itemised Invoices > New Refund of Payments for Treatment > Preview
    Invoice Preview
    Invoices
    Invoices > Preview selected
    Invoice Preview with Details
    Invoices
    Invoices > Preview selected with details
    Invoice Notes Audit
    Invoices
    Invoices >Invoices Notes Log audit > Invoices
    Discounts Notes Audit
    Invoices
    Invoices >Invoices Notes Log audit > Discounts
    Transaction Summary
    Invoices/Receipts

    Invoices > Reports > Transaction Summary


    OR


    Receipts > Reports > Transaction Summary

    Detailed Transaction Summary
    Invoices/Receipts

    Invoices > Reports > Detailed Transaction Summary


    OR


    Receipts > Reports > Detailed Transaction Summary

    Current Insurance Form
    Claims
    Claims > Preview Current Insurance Form
    New Receipt
    Receipts
    Receipts > New Receipt
    Preview Receipt
    Receipts
    Receipts > Preview Receipt
    Receipts History
    Receipts
    Receipts > Reports > Receipts History
    Forward a letter
    Letters
    File > E-mail

    Resubscribe a Patient

    When a patient unsubscribes from any communication, the system will know which reminder type they are unsubscribing from (Appointment, Recalls or Queries). For example, a patient can unsubscribe from Recall reminders, but still receive their Appointment reminders.

    If the patient wishes to subscribe again, this is done manually within their patient file. Only those with security permission (link coming soon) can complete this action. 

    1. Go to Patient Records > Patients tab
    2. Address sub-tab
    3. Click the hyperlink (blue text) against the method to resubscribe
    4. Mobile: 
    5. E-mail: 
    6. Untick the options the patients wishes to subscribe to
    7. Click OK

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