Scheduling Appointments in Dental4Windows

Scheduling Appointments in Dental4Windows

Quote
Appointments can be scheduled for new patients, existing patients, by family groups, from the standby list, over pre-existing preset slots and with treatment plan items.

Scheduling an Appointment (New Patient - Family head)

  1. Go to Appointment Book >
  2. Right click in an empty appointment slot > Insert new... > Appointment for Patient...
    1. Window: Appointment for patient
    2. Click Enter new patient
      1. Enter the patient's details > Click OK

Scheduling an Appointment (New Patient - Family Member)

  1. Go to Appointment Book 
  2. Right click in an empty appointment slot > Insert new... > Appointment for Patient...
  3. Window: Appointment for patient
    1. Click Enter new patient
    2. Go to the Enter new patient tab 
    3. Tick the 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

  5. Enter the details of the new patient (member)
    1. Click OK

Scheduling an Appointment (Existing Patient)

  1. Go to Appointment Book
  2. Double click in available slot or right click in an empty appointment slot > Insert new... > Appointment for patient...
  3. Window: Appointment for patient
    1. Find an existing patient (default view)
    2. Enter the patient Surname 
    3. Click Find
    4. Highlight the correct patient from the Patients found list 
  4. Include duration, Class (if applicable), notes, treatment plan items (if applicable) & status
    1. Click OK

Scheduling an Appointment for a Family (Existing Patients)

  1. Go to the Appointment Book
  2. Right click in an empty appointment slot > Insert new... > Family Appointment...
  3. Window: Find Patients for Family Appointment
    1. Enter the name of someone in the family
    2. Click Find
    3. Highlight the correct patient in Patients Found section
    4. Select the patients to schedule for in Family member of patient selected above
    5. Click OK

  4. 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
        1. Fill in details of this patients' appointment
      2. Highlight the next patient
        1. Fill in details of this patients' appointment
      3. Repeat until all patients appointment details are entered
      4. Click OK



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

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

Info
To setup a new pre-booked slot and add to a day or template, go to Create New Pre-Booked Slot
  1. Go to the Appointment Book
  2. Right click on vacant appointment time > Insert New... > New Appointment / Family Appointment
    1. Find the appropriate patient
    2. Select the relevant treatment plan visit
    3. Fill in the remaining appointment details
    4. Click OK
Idea
If you have setup the time per visit in the Treatment Plan, time duration will be automatically allocated to the appointment. This can be changed if required.

Schedule an Appointment from Standby List

There are multiple ways an entry on the standby list can be moved to 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 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. Go to the Appointment Book > Right click on a vacant appointment slot
  2. Insert New... > From Standby List
    1. Select the patient 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. Go to the Appointment Book
  2. Options menu > Standby List / Standby List icon 
    1. Option A: Left click and hold the mouse down to drag and drop the entry in a vacant appointment time in the background
    2. Option B: Select the vacant appointment slot in the background > Select the patient in the list > Click Move / Copy (copy keeps a copy of the entry in the Standby List)

Schedule an Appointment in Team Books

All settings of a Team Book are the same as a Standard Appointment Book, however when scheduling appointments time is allocated to a provider / Nurse / Hygienist / Other. Additionally, when allocating time in a Treatment Plan symbols will be used instead of minutes.
Appointment Creation
When scheduling an appointment, set the time be selecting who will be working on the patient. 

Appointment Book View

Every 10 minutes will have a symbol to represent who is working on the patient at that time. 

 Provider

 Nurse

 Hygienist

 Other

Provider Time

The Time columns on either side of the screen will change colour based on what is happening with the Provider. 

 Provider booked with a Patient

​ Provider is not booked with a Patient

​ Provider is double booked with Patients

Treatment Plan Time

When working with Team Books, the way visit time is entered on a Treatment Plan is different to Standard Appointment Book. Instead of entering an amount of minutes into the Min column, the Time column should be used and the Team Action Symbols should be entered to indicate the length of appointment.

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