Scheduling Appointments in D4Web

Scheduling Appointments in D4Web

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Appointments can be scheduled for both Existing or New patients.
The appointment can be for an individual or a family and can be booked over preset slots, directly from the standby list and can include treatment plan items. 

Where to find the Appointment Book

  1. Click the navigation menu > Appointments
AlertThe below instruction does not consider fields that may be set to Mandatory (*) Those fields must be filled out before being allowed to proceed. Refer to your practice rules for more information

Scheduling New Patient Appointments

New Patient - Family Head

Once in the ' Appointment for Patient' window:
  1. Right click in time slot where you wish to insert the appointment
  2. Select Insert new… > Appointment for patient…
  3. Go to the Enter new patient tab 
    1. Enter the details of the patient
    2. Click OK

New Patient - Family Member

Once in the ' Appointment for Patient' window:
  1. Right click in time slot where you wish to insert the appointment
  2. Select Insert new… > Appointment for patient…
  3. Go to the Enter new patient tab
    1. Tick Member of family

  4. Enter the name of the existing patient you wish to link the new patient to
    1. Click Find
    2. Highlight the correct existing patient name below the search fields
    3. Click OK
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  5. Enter the remaining details of the new patient (member)
  6. Click OK
Notes
After creating the appointment, the new patient has a file saved to the database as a family member alongside the existing patient’s file.

Scheduling Existing Patient Appointments

Existing Patients - Individuals

  1. Right click in time slot where you wish to insert the appointment
  2. Select Insert new… > Appointment for patient…
  3. Go to the Find an existing patient (default view) tab
    1. Enter the patient Surname
    2. Click FIND
  4. Highlight the correct patient from the Patients found list 
    1. Include duration, Class (if applicable), notes, treatment plan items (if applicable) & status
    2. Click OK

Existing Patients - Family Appointment

  1. Right click in an empty appointment slot > Insert new... > Family Appointment...
  2. Window: Find Patients for Family Appointment
    1. Enter the name of someone in the family
    2. Click FIND
    3. Highlight the correct patient from the available list
    4. Select the patients to schedule for in Family members of patient selected above
    5. Click OK
  3. Window: Appointment for Family 
    1. Available Options:
      1. Use the arrow icons to move a patient in the list; this affects the order of appointments
      2. Highlight a patient and click REMOVE PATIENT button if not required
    2. Schedule Appointment:
      1. Highlight the patient and fill in details of this patients' appointment
      2. Highlight the next patient and fill in details of this patients' appointment
    3. Repeat until all patients appointment details are entered
    4. Click OK



Existing Patients - With Treatment Plan Visits (Individual or Family)

When scheduling appointments that include treatment plan items, each visit will be listed in the Treatment Plan section of the appointment. 
  1. Right click on vacant appointment time > Insert New... > New Appointment  or Family Appointment
  2. Find the appropriate patient
    1. Click Show Treatplans
  3. Select from available Treatment Plan found list if more than 1 plan exists
    1. The most current active Treatment Plan will be default view
  4. Remove ticks from tick box for any items to be excluded
    1. Add duration if the Time was not included in Treatment Plan, add Class, Notes etc
    2. Click OK
Notes
If you have setup the time per visit/item in the Treatment Plan, the time duration will be automatically allocated to the appointment.
This can be changed if required.
To add treatment plan items to an existing appointment
  1.  Double click in the appointment or right click the appointment > Modify Slot...
    1. Show treatment plans sub-tab
    2. Highlight the item/s you wish to add to this appointment
    3. Click OK

Existing Patients - From the Standby List 

There are multiple ways an entry on the standby list can be moved into a vacant appointment time. 
The Standby List can remain open when moving to a patients' file. This is handy when calling the patient to see if they can fit into a vacant appointment time while wanting to see Treatment

From Vacant Appointment Slot

These steps will work from any vacant appointment slot. Ensure enough time is available to schedule the selected appointment, otherwise the duration of the appointment will reduce when moving
  1. Right click on the vacant appointment slot > Insert New... > From Standby List
    1. Select the patient (Click to highlight row) in the list
    2. Click MOVE / COPY (copy keeps a copy of the entry in the Standby List)

From the Standby List

The below steps are possible only when the vacant appointment slot is visible in the background, with the Standby List open. 
  1. Click the Sidebar Options  > Standby List
    1. Option A: Select the vacant appointment slot in the background
      1. Select the patient in the list
      2. Click MOVE or COPY (copy keeps a copy of the entry in the Standby List)
    2. Option B: Left click and hold the mouse down to drag and drop the entry in a vacant appointment time in the background

Assigning the Recall Set to an Appointment

Once the feature is enabled, the Recall Set of appointments need to be set.
  1. Create an appointment for a patient
    1. Select the Recall Set from the drop list
  2. Select None if the appointment is NOT a regular Scale and Clean appointment.
    1. The patient will be included in the Recall batch.
  3. Select the Recall Set if the appointment IS a regular Scale and Clean appointment
    1. If using Manual Recalls select Manual (or Set 1.)
    2. If using Automation Recalls select Automated Recalls)
    3. The patient will NOT be included in the Recall batch

New or Existing Patient

Schedule an Appointment over a Preset (Pre-Booked) Slot 

  1. Right click on the pre-set slot
  2. Insert New... > Appointment for patient / Family Appointment
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