Setup & Manage Automation Batches in Dental4Windows

Setup & Manage Automation Batches in Dental4Windows

Listed below is create automation batches per location, view completed batches, simulate a batch, manage upcoming batches, delete a batch and managing processed batches.

Create Automation Batches Per Location

Automation batches can be separated by Location. This is useful when running multiple Locations from the one database.
  1. Go to Location Management > Automation tab
  2. Select Appointments, Recalls or Queries sub-tab
    1. Select Batch for Each Location from the Location drop list

    2. The setting is available in the Appointments, Recalls and Queries tabs

Preview upcoming batches

  1. Go to Location Management > Automation > Batches sub-tab
  2. Click Upcoming Batches

  3. A separate batch will now be created for each Location

View Completed Batches in Automation

By default, only batches that incomplete, errors or warnings are displayed.

If any completed batches need to be viewed, these can be displayed.

  1. Go to Location Management > Automation tab > Batches sub-tab
  2. Untick Show only records that are Incomplete, Errors or Warnings

  3. All batches are displayed

  4. Batches can be filtered under Filter By
    1. Location: Select Location to view batches for a particular location (if applicable) 
    2. Date: Select date range to view
    3. Name: Select Batch reminder e.g. Appointments
    4. Set: Select Set to view
    5. Type: Select Type to view     
                                                                                                                    
  5. Click  to view patients in the batch

Preview SMS Templates in Automation

When creating/editing SMS templates you can preview the content before sending the SMS.  
  1. Go to Location Management > Automation tab
  2. Click Appointments tab > Reminders sub-tab 
    1. Click the Edit  icon to create or edit a template 
  3. Click the Template menu

  4. Click Preview SMS 

    1. Select Location from the drop down list 
    2. Select Provider from the drop down list
    3. Click which message to preview:
      1. Simple Patient Message
      2. Family Message (include Recipient)
      3. Family Message (exclude Recipient)
    4. Click Preview
    5. Click Close
    6. Repeat for all other Automation types  

Simulate an Automation Batch

Running a simulation of an automation batch is used to see the details of an upcoming batch. 

  1. Go to Location Management > Automation tab
  2. Batches sub-tab
    1. Select Upcoming Batches
    2. Select the batch to simulate
    3. Click Simulate Batch
      1. Click Yes to proceed with the simulation

      2. Click Print List or Exit

Managing Letter and Label Batches in Automation

After a batch has been processed any patient that requires a phone call, postcard label or a letter to be printed will appear in the Print Pending column to be actioned. 
  1. Go to Location Management > Automation tab
  2. Click Batches sub-tab
  3. Click the word Resolve in the Print Pending
    column

    1. Click either Print or Mark as Printed when action has been done.  
    2. Click Exit

To view the history of recalls sent to a patient go to Recalls History report.

Resolve Incomplete Automation Batches

When an automated task is run, and there are items that were not actioned, the batch will be listed as incomplete, allowing the user to view it and process manually. 
  1. Go to Location Management > Automation tab
  2. Batches sub-tab
    1. Select Processed Batches
    2. Filter By
      1. Date: Date the batch was processed
      2. Name: The category the batch is related to, for example Recalls
      3. Set/Type: The Group and Type the batch is related to, for example Standard Recalls, 1st Reminder
    3. Status: A description of the automated batches status
    4. Total: The number of patients included in the batch
    5. Not Sent:
      1. The number of patients that were not successfully contacted
      2. If Resolve appears, click to view the patients and resolve the issue(s)
    6. Print Pending:
      1. The number of patients remaining in the batch to be printed on a Phone List / Label / Letter 
      2. If Resolve appears, click to view the patients and resolve the issue(s)
    7. Messages: A button will only appear in this column if the status is set to Incomplete, click the button to manually action
    8. Process
    9. Run Batch Now: Select 
    10. Mark Batch as Complete

Managing Automated Batches for Closure Periods

Automated batches must be set for closure periods such as Christmas holidays. It is best to send out communication while the practice is still open in case patients wish to discuss further. 
  1. Go to Location Management > Automation tab 
  2. Batches sub-tab
    1. Select Upcoming Batches 
    2. Filter By
      1. Date: Select the future period to view batches for
      2. Name: Select the automated procedure(s)
      3. Set: Select the automated set
      4. Type: Select the automated type
      5. Select the batch from the list
      6. Click Run Batch Now

        1. Verify (Yes) or Deny (No) the details of the batch before sending

Once the batch has been processed, it will be removed from the Upcoming Batches list. 

Managing Processed Batches in Automation

All automated batches for Recalls, Queries, Debtors and Appointments can be found in the Automation module.

Processed Batches shows all previously generated automation batches. By default, only incomplete batches are shown. 

  1. Go to Location Management > Automation tab
  2. Batches sub-tab
    1. Select Processed Batches
      mceclip3.png
    2. Filter By
      1. Date/Time: The date and time the batch was processed
      2. Name: The category the batch is related to, for example Recalls or All for all categories
      3. Set: The Set the batch is related to, for example Standard Recalls or All for all Sets
      4. Type: The Type the batch is related to, for example 1st recall reminder or All for all Types

    3. Processed batches requiring attention will appear on screen

      1. Status: A description of the automated batches status
      2. Total: The number of patients included in the batch
      3. Not Sent:
        1. The number of patients that were not successfully contacted
        2. If Resolve appears, click to view the patients and resolve the issue(s)

        3. Click Reprocess Batch to resend any SMS/E-mails not previously sent.
      4. Print Pending:
        1. The number of patients remaining in the batch to be printed on a Phone List / Label / Letter 
        2. If Resolve appears, click to view the Print Pending dialogue box
        3. Click Print Letters to preview the letter

        4. Click Print to print the letters

        5. Messages: A button will only appear in this column if the status is set to Incomplete, click the button to manually action
      5. Process

        1. Click Run Batch Now to process a batch. This applies only to empty batches or failed to run
        2. Click Delete Batch to delete a batch. This applies only to empty batches or failed to run
        3. Click Mark Batch as Complete once all patients have been resolved

Managing Upcoming Batches in Automation

Upcoming Automated batches can be viewed before they are set to run. 

The batches can be run prior to the scheduled date/time. A common reason for this would be if the batch is scheduled to run on a public holiday.

  1. Go to Location Management > Automation tab
  2. Batches sub-tab
    1. Select Upcoming Batches

    2. Filter By
      1. Date/Time: The date and time the batch was processed
      2. Name: The category the batch is related to, for example Recalls or All for all categories
      3. Set: The Set the batch is related to, for example Standard Recalls or All for all Sets
      4. Type: The Type the batch is related to, for example 1st recall reminder or All for all Types

    3. Upcoming batches will appear on screen

      1. Scheduled Date/Time: Date and time the batch is scheduled to run
      2. Name: Name of the type of batch for example Recalls
      3. Set/Type: Set and Type of the batch
      4. Location: Location of the batch
    4. Process

      1. Click Run Batch Now to process a batch
        1. Click Yes

        2. A dialogue box appears with the status of the batch

      2. Click Simulate Batch to simulate an upcoming batch without running it
        1. Click Yes

        2. A simulated batch appears

Deleting Empty Batches in Automation

When a batch is processed but no records were found that meet the settings, the Status will show as Empty Batch. It is advisable to keep these batches as a record; however, the batch can also be deleted. 
  1. Go to Location Management > Automation tab
  2. Batches sub-tab
  3. Select Processed Batches
    1. Select the batch to be deleted

    2. Click Delete Batch

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