Setup & Manage Appointment Status features in D4Web

Setup & Manage Appointment Status features in D4Web

Appointment Status setup

Appointment statuses are used to identify appointment / patients details whilst also being able to report on the status and have them trigger automated reminders. 

Add New Appointment Status

  1. Click the navigation menu> Appointments
  2. Click the hamburger menu > Setup Status Types
  3. Click New
    1. Type: Right click on the letter to see other available letters to use
    2. Description: Enter the name of the status
    3. Back Colour: Select a colour
    4. Text Colour: Select a colour
    5. Retained in Standby List: 
      1. Yes: The status will remain attached to the appointment if moved to the Standby List
      2. No: The status will be removed if moved to the Standby List
    6. Click OK

Set Official Status to Appointments

Once a Status is created, some can be linked to patient appointment types (e.g: Arrived, FTA/UTA, New Patient, eServices)
  1. Click the navigation menu > Appointments
  2. Click the hamburger menu > Set Appointment Status Types

Set official 'New Patient' automatic status [N]

When making an appointment for a new patient, D4Web can automatically adds the New Patient status type (N) into the patients appointment.
To link New Patient Appointment Status:
  1. Set official New Patient appointment status: New patient
  2. Click OK

Set official appointment 'Confirmation' status [C]

Where appointments are confirmed manually, the Confirmed (C) status can be added quickly to the appointment. 
  1. Select the appropriate status against Set official Appointment Confirmation Status 
  2. Click OK

Set official 'Arrived' automatic status [A]

When a patient is marked as Arrived, the Attended (A) status can automatically be added into the patients appointment.
  1. Select the appropriate status against Set official ARRIVED appointment Status 
  2. Click OK


Set official 'Fail To Attend' automatic status [F]

When a patient does not show up for an appointment, it is considered a Failed to Attend (FTA) cancellation.
Follow steps below to automatically copy and/or move FTA appointments to cancellation list & to add FTA item to treatment file
  1. Set official FTA (Fail to Attend) appointment status: FTA
    1. Optional: Automatically move appt to Cancellation List
    2. Optional: Automatically copy FTA appt to Cancellation List
    3. Optional: Automatically add/remove FTA item in Px Treatment
  2. Click OK

Set official 'Unable to Attend' automatic status [U]

When an appointment is cancelled ahead of time, it is considered an Unable to Attend (UTA) cancellation.
Follow steps below to automatically copy and/or move UTA appointments to cancellation list & to add UTA item to treatment file
  1. Click the navigation menu > Appointments
  2. Click the hamburger menu > Setup Appointment Status Types
  3. Set official UTA (Unable to Attend) appointment status: UTA
    1. Optional: Automatically move appt to Cancellation List
    2. Optional: Automatically copy UTA appt to Cancellation List
    3. Optional: Automatically add/remove UTA item in Px treatment
  4. Click OK

Set Official Status to Appointments for eAppointments users

Setup official eAppointment Status Types

When eAppointments and D4Web sync, new appointments will be added to the D4Web Appointment Book automatically.
Follow the instructions above to setup the statuses to identify the following.
Notes
Some status may already exist, so check before attempting to add a new one:
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 SMS confirming their online appointment was booked
New Patient - When a new patient creates an online appointment
Unmatched Patient - When there are potential matches in D4Web for a patient from eAppointments
  1. Click the hamburger menu > Appointment Book > Setup eAppointments
  2. Statuses: Select the official status of each
  3. Click FORCE SYNC
  4. Click EXIT
    mceclip0.png

Set official 'eForm Received' automatic status [E]

Once a new status (or assign an existing status) has been created it can be automatically added to a patient's next appointment once an eForm for this patient has been processed. 
  1. Open the hamburger menu > Set Appointment Status Types
  2. Select the eForm Received Status that was created above from the drop list
  3. Click OK
Alert
If the patient has more than one future appointment, the status will only be added to the first upcoming appointment

Editing Existing Appointment Status

  1. Click the navigation menu> Appointments
  2. Click the hamburger menu > Setup Status Types
    1. Only the Description, Back Colour, Text Colour and Retained in Standby List can be edited
    2. Click OK

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