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Wait lists can be used to allow patients to be added to a list for treatment. This may be because:
The patient needs urgent work performed but prefers a particular provider.
There is a backlog of patients requiring some specialist treatment.
The patient requires treatment but is unavailable for some time (e.g., is travelling overseas).
The ‘Waitlists’ feature will appear only if enabled under “Include Waitlist Features” in System Parameters in the Configure menu. This will add a Waitlist tab to the Patient File.
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Adding a Patient to a Waitlist
In the Patient File, use the
button to display the required patient’s record, then click on the Waitlist tab.
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To add the patient to a wait list, click the +1 button in the lower right to display the Add Wait list Entry window:
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To complete the wait list entry for the patient, enter information into the following fields as required:
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Click in
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the Waitlist field and use
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the button to select the required wait list for this patient.
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Priority
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Select 1, 2 or 3
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Provider
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The Required Year field is redundant; accept the default of 0 (zero).
Select the Povider that has been assigned to this wait list entry, using
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the button.
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No action is necessary.
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The Patient is automatically inserted when the Add Wait list Entry window is accessed from the Patient File.
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Enter any text as
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the Sub Class
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details, if applicable. This can be used to subdivide the waitlist into different classes, e.g., according to treatment type required, degree of urgency, etc.
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If required, click in
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the Status field and use the
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down button select a status for this entry if different from the one displayed. The following options are available from the Status list:
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No action should be required.
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The Listed date will default to the date the patient is added to the wait list. This date can be edited if required.
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The Recall field allows the entry of a date for the patient’s next recall, if required.
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No action should be required.
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The Assigned date will default to the date a provider was assigned to this wait list entry.
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The patient’s Position on the selected waitlist cannot be edited at this point.
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All this patient’s current waitlist entries, if any, will be listed un this window.
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Click in this field to enter additional information about the patient relevant to the wait list entry. The scroll bar on the right is activated automatically when there is more information to be viewed than can be displayed.
On completion the wait list entry will look similar to the following:
Click OK to save this entry.
This wait list entry can be viewed and edited by either double clicking on it, or selecting it in the Waitlist window and using the Edit (e|d) button
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to open it.
Booking Appointments for Wait-Listed Patients
Booking appointments for wait-listed patients is done from the ‘Wait List’ tab in an Appointment Book, as described in the next two topics.
Viewing the Waitlist Tab
Either click the appropriate appointment book icon on the main toolbar, or from the File menu, click the appointment book name:
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The window will by default display today’s appointment book.
Click the
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down button beside the date to display the calendar and go to the day on which you want to book an appointment for the wait listed patient.
Use the left and right arrows to move forward or back by month, and click the date you require to open the diary for that day.
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You can also click the minus and plus calendar buttons to move up and down the calendar
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timelines:
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Click the Wait list tab on the Activity Bar in the Appointment Book to display a complete Wait list tab:
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The Wait list tab has the following fields and controls:
Wait List | This field will show a default wait list name. To display a different wait list, click the |
 button and select another wait list from the predefined list that is displayed. | |
Status | This field will filter the list by a default Status. Click to change the selection if necessary, as shown above. |
Sort By | This field will sort the list by a default date type, either Date Assigned or Date Listed. Click to change the selection if necessary, as shown above. |
buttons | With a wait list entry selected:  |
Edit or view the selected patient’s details |
 View or edit the selected Wait List Entry |
 Add a new Wait List entry |
 Delete the selected Wait List Entry. |
Booking a Wait-listed Appointment
Use the fields and controls described in Viewing the Wait lists Tab to display the appropriate entries in the Wait list tab in the Appointment Book.
For example, the selections in the screen below display all Waiting entries in the WL1 Waitlist.
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Select the required date for the patient’s appointment so that it is displayed on screen. Select the wait list entry to be booked and drag and drop it into the required time slot on the View Day area of the appointment book. This will create an appointment in that time slot of the default type for wait list entries.
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To check or change the details for the appointment, double click on it to open the Edit Appointment window shown below:
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NOTE: The Service, Dentist or Hygienist, Time, and Length fields on this window are all required fields.
These fields must have information entered in them in order to save the contents of the window with the Save button.
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To make changes, take the following actions to enter information in the ‘Edit Appointment’ window:
Service
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: To change the type of appointment, use
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the List button to make a change.
Category
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: To change the category of appointment, use
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the List button to select a new category.
Dentist
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: Use
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the List button to select a different dentist for the appointment if required.
Hygienist
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: If a hygienist is required, use
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the button to select one. If a dentist is not required as well, blank out the Dentist field.
Time
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: This is the time selected for the appointment. It can be changed if required; e.g. to intentionally double book the appointment. Typically this field is left blank as it is automatically entered when the appointment is dragged to the required time slot.
Length
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: This field defaults to the length of time normally allowed for the appointment type selected but can be edited if a longer or shorter time is required.
Payor
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: Patient Payor, if applicable.
Notes about this appointment
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: These notes will only be displayed for this particular appointment.
Notes about this patient
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: These notes will be displayed whenever an appointment is made for the patient.
NOTE: Some field details will be automatically defaulted from earlier selections.
Check all details are correct then click the OK button to complete booking the patient.
Note: The patient may need to complete registration details when he/she presents for the appointment.
Printing a Waitlist
If you wish to print a list of patients who were wait-listed for a particular period, in order to book appointments for them:
Select Administration > Wait Lists...
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Select CTRL-R or click on the print button at the bottom of the screen:
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This will display the dialog for selecting the waitlisted patients:
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Provider(s)
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To select patients for a particular provider, enter or select that provider's code.
Leave this field blank to include all providers.
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Wait List
Waitlist - If you want to select patients from a particular waitlist, enter the name of the list here, or
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select it using the
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arrow keys, or from the drop-down list.
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From
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Use this field to specify the starting date; you may enter a date, or select a date using the drop-down menu or the calendar button 
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To
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Provider - To select patients for a particular provider, enter or select the provider's code. Leave this field blank to include all providers.
From/To - Use these fields to specify the start and end date; you may enter a date, or select a date using the drop-down menu or the calendar button
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Status
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- Select the appropriate status code (Waiting, Active or Complete).
Priority
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- Select the required Priority code (1, 2, 3 or 'All' to include all priority codes)
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Printer
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As per normal printer selection.
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Edit Layout
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Use the standard printing buttons as required: Print, Preview, Email and Close.