Smart Attendance Predictions in Dental4Windows

Smart Attendance Predictions in Dental4Windows


Warning
ATTENTION:
  1. Smart Attendance Predictions is currently in Pilot mode - General release is TBC
  2. Documentation is currently being prepared. Details may be limited and further editing may occur during this time.
QuoteSmart Attendance Predictions is a Dental4Windows feature that uses machine learning to score each appointments attendance probability and surfaces those insights directly within the Appointment Book. Teams can then focus proactive outreach on the small subset of higher-risk appointments while leaving low-risk appointments on standard automation. By highlighting appointments most likely to be missed, reception teams an apply targeted confirmation, rescheduling and standby filling. 

The system analyses appointment and attendance history to generate a predicted probability of attendance. That score is returned to Dental4Windows and displayed in the appointment book to guide staff prioritisation. 

Using Smart Attendance Predictions

Attendance Confidence Colours

Appointments will show different colours which represent the prediction of the probable attendance of the appointment. Hover mouse over colour on patients appointment for further details. 
Notes
Smart Attendance Predictions syncs once a day so changes made to appointments might not show new prediction immediately. To manually sync go to Help Menu > Smart Attendance Predictions: Setup and Train > Prediction Service > Get Predictions > OK
  1. High Probability: Green (higher than 70%) 

  2. Medium Probability: Yellow (between 40% - 70%)

  3. Low Probability: Red (below 40%)

Smart Attendance Predictions: Low Probability Appointments

A list of appointments where Smart Attendance has predicted lower probability of the patient attending (high risk of FTA). These appointments can be filtered and then the patients sent additional last-minute reminders before their appointment.
  1. Go to Appointments > Options menu > Smart Attendance Predictions: Low Probability Appointments
  2. Statistics of number of appointments received with predictions for each date 
    1. Date Summary: Shows predicted appointment counts by date, grouped into 3 categories
      1. Low: predicted attendance below the low probability threshold, these are the high-risk appointments
      2. Medium: predicted attendance between the low and high probability thresholds
      3. High: predicted attendance above the high probability threshold

  3. Highlight Appointment Book or click Select All

  4. Show: 
    1. Confirmed: untick to hide confirmed appointments
    2. No Mobile: untick to hide Patients with no mobile number
    3. No Provider: Tick to include appointment with blank For Provider field
    4. LA: filter by last attended e.g. set to less than 3 to show only patients who have not attended 3 or more appointments in a row enabling focus on less reliable attendance
    5. LM Reminders: Filter by how many last minute reminders have already been sent
    6. MEDIUM Prob.: Tick to include appointments with medium probability of attendance
    7. HIGH Prob.: Tick to include appointments with high probability of attendance

  5. Patients meeting this criteria will be listed
    1. S: Tick to include appointment in bulk SMS sending list
    2. %: Display attendance probability percentage
    3. LA: Last consecutive number of attended appointment (to this location) in a row counting back from the last attended visit
    4. C: Ticked if an appointment is marked as confirmed
    5. M: Shows if patient has a mobile number, hover mouse over to view details
    6. SMS sent: Shows how many regular reminders have been sent, hover mouse over to view send log
    7. Add. Rem.: Shows how many additional last-minute reminders have been sent, hover mouse over to view details
    8. Status: the appointments current status, hover mouse over to view full details
    9. Date: Appointment date
    10. Start Time: Appointment start time
    11. Dur: Duration of appointment
    12. Appointment Book: Which appointment book appointment is booked in
    13. Patient: Patients name
    14. Provider: Provider in For Provider field

  6. Click Mark All or manually select patients using the S column
  7. Click Send X Marked

Send Last Minute Reminders 

Appointments showing as low probability for attendance (high risk of FTA) can be sent a last minute reminder SMS directly from the Appointment Book.
  1. Go to Appointment Book
  2. Right click patients appointment > Send Last Minute Reminder 

  3. Template will show > Send 

Fill Last Minute Cancelations from Standby List

When a patient appointment is cancelled at the last minute, if there are possible matches on the Standby list an icon will show with the number of matches. These short-listed patients can be viewed and the appointment made.
  1. Go to Appointment Book > right click slot with grey number icon  
  2. Click Vacant Slots: Show Standby Matches
  3. Matches will be listed 
  4. Select patient that could fill now vacant appointment 
  5. Tick Update Appointed By with your details
  6. Enter Username and Password
  7. Click Make Appointment 

  8. Appointment will now be booked into the available slot