The Appointment workflow sits alongside your appointment book, providing your reception team valuable information at their fingertips.

With configuration options to display recall and future appointment booking information, payment details, contact methods and more the appointment workflow can ease stress in your practice.

• Enabling your appointment workflow
• Workflow Payment Options
• Workflow Custom Options
• Workflow Failure
• User configuration (including hiding/showing the workflow and arrival sounds)
• Disabling your appointment workflow

For detailed information on the following areas, click the link to open the help article on that area.

• Booking and configuring Recalls from the workflow
• Booking and configuring planned treatment from the Workflow
• Sending planned treatment online booking links from the departure bar

Enabling your appointment workflow

1. Select Configure - Practice Settings to display the Practice Settings window.
2. Locate the Appointment Books heading.
   • Ensure Use Multicolumn Appointment Book is ticked
   • Tick Enable Appointment Workflow
3. To configure your workflow, click on the setup spanner next to Enable Appointment Workflow.
4. You will be presented with the Departure Details window.
   • For booking future appointments, tick Book a planned treatment appointment then select from the additional options for how you want to process this information such as prompting for unbooked planned treatment, default booking settings and verification from providers
   • Recall appointment information can be displayed with the Book a recall appointment for treatment complete patients setting
   • Process a payment will display any outstanding payments, further settings are available for this in the workflow configuration wizard
   • Missing contact information can be identified including Prompt for email address if missing and Prompt for mobile phone if missing this comes with a setting to restrict this for patients within a chosen age range
   • Custom options allows you to set prompts for particular patients who match certain criteria
5. Depending on what you have selected from these options will determine what appears on the following configuration windows
   • Payment Options
   • Custom Options
   • Workflow Failure

Payment Options

The payment details can be set to your preference with the following options,

• ​Planned Treatment will prompt for payment processing of planned (charted, not ticked) treatments that have not yet been invoiced
• Completed Treatment to prompt for payment processing of completed (ticked but not charged) treatments that have not yet been invoiced

• You have two options for Invoiced Treatments,

  • The Balance payment is based simply on what the patient owes overall (this is selected by default)

  • The Open Invoice payment is based on particular invoice payments that are due, irrespective of the patient overall balance. Even if the patient balance is positive, they may still need to pay against an open invoice

Read the Configuring Workflow payment processing for a more detailed look at Payment Options.

Custom Options

Providing you the ability to display prompts for patients meeting pre-set criteria, for example you may wish to remind patients who have had certain treatment to use interdental brushes or offer a promotional offer to a particular age group.

Find out more about configuring Custom tasks in Workflow Custom Departure tasks 

Workflow Failure

This is where you configure what happens when a workflow task for a patient is not completed. Your options for a prompt include

• If any workflow actions are incomplete, best if you want your team to complete every task
• If any workflow actions are incomplete, except email and mobile collection, to be used if it's not essential for your team to collect email and mobile credentials but would still like it prompted
• If you do not want any prompt to appear if any tasks are not completed, tick Never prompt to enter a workflow failure reason

User configuration

• Hiding/showing the workflow
• Arrival sounds

Hiding/showing the workflow

The workflow can be hidden for individual users.

1. Go to Configure - User Settings.
2. Under the heading Appointments.
   • Tick Hide Appointment Workflow to hide the workflow
   • or untick Hide Appointment Workflow to show the workflow
   • The user will need to close any open appointment books for the changes to take effect

Arrival sounds

If your computers have speakers, you can set EXACT to make a sound when a patient is marked as arrived and you can choose the sound played.

1. Go to Configure - User Settings.
2. Under the heading Appointments
   • Click Browse
   • This will open Windows File Explorer, if you do not have any audio files available navigate to C:\Windows\media to browse the available sounds supplied with Windows
3. Click Save when complete.

Disabling your appointment workflow

1. Select Configure - Practice Settings to display the Practice Settings window.
2. Locate the Appointment Books heading.
   • Untick Enable Appointment Workflow