Search these help files

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.

Adding a Patient to a Waitlist

1. In the Patient File, use the button to display the required patient’s record, then click on the Waitlist tab.

   

2. To add the patient to a wait list, click the +1 button in the lower right to display the Add Wait list Entry window:

   

3. To complete the wait list entry for the patient, enter information into the following fields as required:

   Wait List	Click in the Waitlist field and use the button to select the required wait list for this patient.
   Priority	Select 1, 2 or 3
   Provider	Select the Povider that has been assigned to this wait list entry, using the button.
   Patient	No action is necessary. The Patient is automatically inserted when the Add Wait list Entry window is accessed from the Patient File.
   Sub Class	Enter any text as the Sub Class 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.
   Status	If required, click in the Status field and use the button select a status for this entry if different from the one displayed. The following options are available from the Status list:
   Listed	No action should be required. The Listed date will default to the date the patient is added to the wait list. This date can be edited if required.
   Recall	The Recall field allows the entry of a date for the patient’s next recall, if required.
   Assigned	No action should be required. The Assigned date will default to the date a provider was assigned to this wait list entry.
   Position in List	The patient’s Position on the selected waitlist cannot be edited at this point.
   Patient's Wait Lists	All this patient’s current waitlist entries, if any, will be listed un this window.
   Notes	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.

   
   

4. Click OK to save this entry.
5. 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 button 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

1. Either click the appropriate appointment book icon on the main toolbar, or from the File menu, click the appointment book name:

   

   The window will by default display today’s appointment book.

2. Click the 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.

   

   
   

   You can also click the minus and plus calendar buttons to move up and down the calendar timelins:

   

   
   

3. Click the Wait list tab on the Activity Bar in the Appointment Book to display a complete Wait list tab:

   

   
   

4. The Wait list tab has the following fields and controls:

Booking a Wait-listed Appointment

1. 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.

   

2. 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.

   

3. To check or change the details for the appointment, double click on it to open the Edit Appointment window shown below:

   

   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.

4. o make changes, take the following actions to enter information in the ‘Edit Appointment’ window:

   Service	To change the type of appointment, use the button to make a change.
   Category	To change the category of appointment, use the button to select a new category.
   Dentist	Use the button to select a different dentist for the appointment if required.
   Hygienist	If a hygienist is required, use the button to select one. If a dentist is not required as well, blank out the Dentist field.
   Time	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	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	Patient Payor, if applicable.
   Notes about this appointment	These notes will only be displayed for this particular appointment.
   Notes about this patient	These notes will be displayed whenever an appointment is made for the patient.

   
   

   NOTE: Some field details will be automatically defaulted from earlier selections.

   
   

5. 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:

1. Select Administration > Wait Lists...

   

   
   

2. Select CTRL-R or click on the print button at the bottom of the screen:

   

   
   

3. This will display the dialog for selecting the waitlisted patients:

   

   
   

   Provider(s)	To select patients for a particular provider, enter or select that provider's code. Leave this field blank to include all providers.
   Wait List	If you want to select patients from a particular waitlist, enter the name of the list here, or specify it using the selectors, or from the drop-down list.
   From	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
   To	Use this field to specify the end date; you may enter a date, or select a date using the drop-down menu or the calendar button
   Status	Select the appropriate status code (Waiting, Active or Complete).
   Priority	Select the required Priority code (1, 2, 3 or 'All' to include all priority codes).
   Printer	As per normal printer selection.
   Edit Layout	Click this button if you wish to review and edit the report layout.

   
   

4. Use the standard printing buttons as required: Print, Preview, Email and Close.