Filling openings

You can fill openings in your schedule with future appointment that have been marked ASAP and past appointments that have a status of Broken or No Show.

To fill openings

1. On the Calendar page, customize your view settings to display the time slots.

2. From the Actions menu, select Fill Openings.

   

   The Fill Openings panel displays.

   

   The panel displays a list of future appointments (relative to the day or week currently being viewed) for which the ASAP check box is selected. The panel also displays past appointments (relative to the day or week currently being viewed) that have a status of Broken or No Show.

   Note: Recare appointments are not included.

3. On the ASAP and Broken/No Show tabs, as you go down the list of appointments, use the phone number that is displayed on each appointment to contact the corresponding patient.

   Tip: To open the Overview page of the patient's record on the Patient tab, clicktap the patient's name at the top of an appointment.

4. If a patient agrees to reschedule their appointment, complete one of the following:

   • ClickTap the appointment.

   • ClickTap the Schedule link.

   The Appointment Information panel displays.

   

5. Change any of the appointment information, such as the procedure, provider, operatory, date, or time, as necessary.

   • Status - If necessary, select a different status. The corresponding status icon displays on the appointment.

     Example: Unconfirmed status icon.

     Note: By default, all new appointments are set to Unconfirmed.

   • ASAP - Select the check box if the patient wants to be contacted if an earlier date or time becomes available. If selected, the patient displays on the ASAP List and an ASAP icon displays on the appointment.

   • Needs Follow-up - Select the check box if any procedures for this appointment require you to follow up with the patient after their visit. If selected, the patient displays on the Patient Follow-up list after their appointment.

   • Premedicate - Select the check box if the patient prefers to be medicated before procedures are performed or any procedures require premedication.

   • Procedure(s) - ClickTap the field, enter the procedure code, multi-code, or description to narrow the results, and select the appropriate procedure from the results list. To select other procedures, repeat this process.

     

     Tip: To remove a procedure from the appointment, click the corresponding Remove icon.

   • Other - Enter a reason other than the selected procedures for the appointment.

   • Add Tx Planner - ClickTap this link to select one or more visits with treatment-planned procedures that you want to attach to the appointment, then clicktap Update appointment.

     

   • Operatory - Select an operatory from the list or clicktap and hold, then drag the appointment to a different operatory.

     Note: If you selected a time slot in Step 2 while viewing by operatory, an operatory is selected by default.

   • Appointment Provider - Select an appointment provider from the list or clicktap and hold, then drag the appointment to the column of a different provider.

     Notes: 

     • If you selected a time slot in Step 2 while viewing by provider, a provider is selected by default.

     • If your organization has multiple locations, a provider will be available for selection only if that provider has been set up with rights to the current location.

   If you need to add a secondary provider for the appointment, such as a hygienist, you can clicktap the icon to display the Additional Provider field and select a secondary provider from the list. A colored box (determined by the provider color assigned to this provider) displays on the appointment.

   Tip: To remove the Additional Provider field, clicktap the icon.

   • Attending Provider - Select a faculty member from the list that will supervise and be associated with the appointment.

     Note: If your organization has multiple locations, a faculty member is only available for selection if they have rights to the current location.

   • Date - Click Tap the field to select a different date or clicktap and hold, then drag the appointment to a different date.

   • Time - ClickTap the field, and enter a time or clicktap and hold, then drag the appointment to a different time.

     Tip: You can enter a time using various formats, including 08:30, 8:30a, or 8:30 AM; 8a or 8am; 13:30, 1:30p, or 1:30 PM; or 1p or 1pm.

   • Length - The length of the appointment is determined by the selected procedures or the specified time range, but you can change the length as needed. The end time of the appointment changes accordingly.

   • Note - Enter a note relevant to the appointment.To insert the current date where the text cursor is positioned in the field, clicktapInsert Date.If there is an appointment note, an icon displays on the appointment.

6. ClickTap Save.