Setup & Manage Appointment Status Features in Dental4Windows

Setup & Manage Appointment Status Features in Dental4Windows

Quote
Add a new appointment status, setup for N status to appear automatically, setup UTA, FTA and closing book status and automatic eForm status. 

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. Go to the Appointment Book > Options menu 
  2. Setup Status Types
    1. 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 background colour
      4. Text Colour: Select a text 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

Editing Existing Appointment Status

  1. Go to the Appointment Book > Options menu 
  2. Setup Status Types
    1. Only the Description, Back Colour, Text Colour and Retained in Standby List can be edited
    2. Click OK

Set Official Status to Appointments

New Patient automatically enter status (N)

When making an appointment for a new patient, D4W automatically adds the New Patient status type (N) into the patients appointment.

Link New Patient Appointment Status
  1. Go to the Appointment Book > Options menu 
  2. Setup Appointment Status Types
    1. Set official New Patient appointment status: N
    2. Click OK

Setup Unable to Attend (UTA)

When an appointment is cancelled ahead of time, it is considered an Unable to Attend (UTA) cancellation. Set the below to help automatically copy and/or move UTA appointments.
  1. Go to the Appointment Book > Options menu 
  2. Setup Appointment Status Types
    1. Set official UTA (Unable to Attend) appointment status: UTA
    2. Optional: Automatically move appt to Cancellation List
    3. Optional: Automatically copy UTA appt to Cancellation List
    4. Optional: Automatically add/remove UTA item in Px treatment

    5. Click OK

Setup Failure to Attend (FTA)

When a patient does not show for an appointment, it is considered a Failed to Attend (FTA) cancellation. Set the below to help automatically copy and/or move FTA appointments.
  1. Go to the Appointment Book > Options menu 
  2. Setup Appointment Status Types
    1. Set official FTA (Fail to Attend) appointment status: FTA
    2. Optional: Automatically move appt to Cancellation List
    3. Optional: Automatically copy FTA appt to Cancellation List
    4. Optional: Automatically add/remove FTA item in Px treatment
    5. Click OK 

Set Appointment Status when closing appointment book

InfoA status can be automatically set to any appointments that are booked in an appointment book after the closed period. See Close an Appointment Book for more instructions.

Before setting the Appointment status, you must create a new one.

For example:

If you are unsure how to add a new status, see Add New Appointment Status section above for instructions.  

To Set the Status to the closing appointment book:
  1. Go to > Appointment Book > Options menu
  2. Set Appointment Status types...
  3. Status when closing appointment book
    1. Choose the status from the drop down list

    2. Click OK

Automatic eForm Status in Appointments

Create a new status or assign an existing status to be automatically added to a patient's next appointment once an eForm for this patient has been processed.

Setup eForm Appointment Status
  1. Go to Appointment Book > Options menu > Setup status types
  2. Click New to create a status for eForm
  3. Type in description
  4. Right click in Type column to select a letter for this status
  5. Select Back color and Text color
  6. Click OK
  7. Go to Options menu > Setup Appointment Status types
  8. Select eForm status from the droplist against 'Set eForms appointment status'

  9. Click OK
Now eForm status will be automatically added to the patient's next appointment. If the patient has more than one future appointment, the status will only be added to the first upcoming appointment.

Read below scenarios for additional details.

Scenario 1: No Patient Conflict and Patient has a future appointment
  1. Go to Go to menu > View Completed Patient Forms
    1. Enter the Date Range if needed, then click Get new eForms
    2. Click OK to acknowledge that new eForms have been retrieved

    3. Highlight the new form, click View Form
    4. After previewing the form, click Process Form

    5. eForm status is added to the next appointment

Scenario 2: Patient conflict exists and the patient has a future appointment
  1. Follow above steps to retrieve and process eForm for the patient
    1. Click Assign to an existing patient

    2. Tick the information to be updated
    3. Click Assign and update selected

    4. eForm status is added to the future appointments
Scenario 3: eForm received while patient doesn't have future appointments

Users need to manually add the status in when creating the next appointment for this patient.

    • Related Articles

    • 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 Click the navigation menu> ...

    • Setup & Manage Appointment Classes & Pre Booked Slot features in Dental4Windows

      Listed below is how to add new Appointment Book classes and pre-booked slots. Setup Appointment Classes Appointment Classes are used to colour code appointments based on either the type of patient or planned treatment. Go to the Appointment Book > ...

    • Setup & Manage Sterilisation Features in Dental4Web

      Use Sterilisation module to keep track of instruments sterilised content in packs and information on who, where, when they were used Where to find the Sterilisation Page Click the navigation menu > Management > Sterilisation page Setup Sterilisation ...

    • Setup & Manage Appointment Pre Booked Slots & Classes features in D4Web

      Pre-Booked (Pre-Set) Slots A Pre-Booked slot: Is used if you have a set time each day for a certain procedure Can be used as a guide to help the user to schedule the most suitable time slots for the type of treatment required Can be added to a ...

    • Setup & Use WA Dental Subsidy Services features in D4Web

      In Western Australia, subsidised emergency and general dental care for holders of a current Health Care Card or Pension Concession Card is available through public dental clinics or private dental clinics. Dental treatment provided at a Public Dental ...