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Setting Up Planned Treatment Appointment

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What does this configuration set up achieve?

With the patient in the chair, Providers set guidelines for the planned treatment appointments that they want for the patient.

When the patient moves through to reception to depart the practice, the Receptionist is prompted in the Departure List (See: Using the Departure Task List) to schedule these planned treatment appointments, following the Provider's guidelines.

Receptionists have multiple tools to facilitate the booking.

For example, they can can book these appointments by means of drag and drop or by editing:

Click the Appointment hyperlink to open the Edit Appointment window:

This functionality needs to be configured...

To configure Planned Treatment Appointment departure tasks

  1. Access the Appointment Workflow Wizard and check

    ​ Book a Planned Treatment Appointment.


  2. Book a Planned Treatment Appointment: Check / select this

    ​ if you want patients with planned treatment appointments to book those appointments before leaving the Practice.

  3. Sending to the Follow Up Tab is an option to send unbooked appointments to a postponement area, for handling later (for example, if receptionists are expected to be exceptionally busy):


    • Select Prompt to have the system ask whether to send the unbooked appointment to the Follow Up tab.

    • Select Always to send unbooked appointments to the Follow Up tab anyway.

    • Select Never if you do not want to configure this option.

  4. When Providers specify appointment requirements, they may include a booking interval - the minimum time required before the next appointment. These intervals carry through to the display on the Departure List, where the EXACT software calculates and displays the first available time slot in the appointment book. EXACT uses the default booking interval unless a Provider manually specifies otherwise. the default options are from 1-7 days, and then 2 weeks, 3 weeks, or 4 weeks.

    For example, today the patient has had a crown preparation visit, and Lab work is now required. There is no point in re-booking the patient for the crown fitting before the Lab work has been completed, so a minimum interval must be specified, anticipating the Lab work duration.

  5. No further configuration is required for Planned Treatment Appointments. Click Next> or Finish.

Configuring Online Booking of Planned Treatment

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Configuration is per Provider

In the Online Booking Configuration screen a Planning tab enables configuration per Provider.

Configuration parameters for each Provider include:

  • Free Time (no appointments booked for that period, allowing for planned treatment online booking into the free time)

  • SMS and Email Confirmation Templates (confirmation of patient booking)

  • SMS and Email Sending Templates (for sending the patient a link to an online booking web page populated with the patient's planned treatment details). Default Sending templates for sending the web address are provided in the software. You can use these as is, customise them, or create new templates.

To configure the planned appointment Times, Providers and Email/SMS Templates

  • Select Configuration > Online Booking to open the Online Booking Configuration screen.

    • Select the Planned tab:

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  • Practice Manager users only:

    Order of Appointments: In the case of a combined recall, this sets the order of appointments.

    Maximum Minutes between appointments: Determines the gap between multiple appointments, should they be booked.

    Emergency contact email: Error notifications are sent to this Email address.

    • Select the +1 button to open a window in which to configure a Provider for the planned treatment booking:

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    Provider: Select a Provider for whom you will set up the availability for bookings.

    Note that you can optionally populate these fields by selecting the Copy settings from Provider button and then selecting the other Provider from the popup window:

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  • Configure the Free time available for planned treatment appointments:

    Specific clinic: Check (tick) this checkbox if you are limiting online bookings to one specific clinic.

    All unbooked non-clinic time: Check (tick) this checkbox if you are limiting online bookings to all time available outside of clinics.

    All unbooked time: Check (tick) this checkbox if you are limiting online bookings to all free time, whether in or out of clinics.

  • Setup Confirmation Templates (where the patient receives confirmation of the booking) in SMS and Email. Either use the same templates as for other booking types or create templates especially for treatment planning online booking.

    • Setup the Sending Templates (where the patient is sent an online booking link to a web page populated with the patient's planned treatment details). Either use the default templates provided for SMS and Email, or create custom templates.

    Default Sending Templates:

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    Default SMS Sending Template (•PLND_OLB_SMS):

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    Default Email Sending Template (•PLND_OLB_EMAIL):

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    Merge field requirement for custom templates

    IMPORTANT: Notice the [patient.planned.url] merge field in the above SMS and Email default templates. It propagates the planned treatment details to the booking website so that patients book specifically for their planned treatment. This merge field needs to be inserted in any custom planned treatment booking template that you create

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