Setting Up Planned Treatment Appointments in Workflow

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.

1. Go to Configure, Practice Settings, make sure “Enable Appointment Workflow” is ticked and click the Spanner button.

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2. Tick the “Book a Planned Treatment Appointment” box

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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.

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