Appointment scheduling is essential for a practice to succeed. In this post, we will explore some of the tools available to you in Open Dental to make the appointment scheduling process more streamlined, efficient, and in some cases, completely automated!
Set Up Your Schedule
Provider schedules allow you to automate the provider assignment process, reduce errors in assigning production to the correct provider, and quickly search available timeslots for recall and other appointments. You can also create schedules for employees.
When creating schedules, there are several tools available to make the process smoother. You can add holidays and even copy and paste a single day or a full week, repeating for as long as necessary.
Blockouts
You can also use blockouts to assist with your schedule. Blockouts are visual indicators on the schedule that can be used to indicate times for lunches, meetings, specific Appointment Types, and more!
Blockout types can be customized, and even set to prevent users from scheduling any appointments during those times. When adding a blockout to the schedule, you can add clarifying notes to provide more information.
Appointment Types
Appointment Types are a powerful tool that make manual appointment scheduling a breeze!
By using Appointment Types, the appointment can:
- Have a custom appointment length – this is an easy way to override the default appointment length generated by the attached procedure.
- Have default procedures attached or require specific procedures – if procedures are attached to the appointment type, the procedures are automatically charted and attached to the appointment; if procedures are required, you will get a warning if they’re missing.
- Color code a specific type of appointment – this color will override the default provider color for an easy visual reference.
- Restrict where and when the appointment can be scheduled – appointment types can be restricted to specific blockout types, making it easy to restrict how the appointments get scheduled.
TECH TIP: When you set up Appointment Types, be sure to check “New appointments prompt for appointment type.” This will prompt the person making the appointment to select an appointment type from the list you’ve created.
Appointment Procs Quick Add
Appointment Procs Quick Adds are single procedures, or a set of procedures, that you often attach to an appointment.
Frequently performed procedures can be charted, treatment planned, and attached to an appointment with a single click! This is helpful to quickly chart procedures that aren’t normally treatment planned in advance, like new patient appointments.
Planned Appointments
Planned Appointments prepare treatment planned procedures into a ready-to-schedule grouping so that you can schedule patients for care. Grouping treatment planned procedures by priority gives you the information you need to talk with your patients about essential treatment that shouldn’t be delayed.
Any patient who needs treatment should have a planned appointment in place at the end of their visit so that the front desk can attempt to schedule them for that care before they leave. If the patient was not able or willing to commit to a specific future appointment date, you can use the Planned Tracker list to follow up with them later.
Make Recall / Fam Recall
Make sure your provider schedules are in place, then use the Make Recall or Fam Recall buttons in the appointment view or from the Recall List to quickly schedule the selected patient or family.
The appointments are automatically created on the pinboard with the necessary procedures for the next recall appointment. The provider’s scheduled availability will be displayed in yellow below the pinboard. Quickly enter any scheduling restrictions, then select the day to jump to it in the calendar. Once you’re there, simply click and drag the appointments from the pinboard onto the schedule!
Other Helpful Features
- Web Sched: There are a variety of optional eServices in Open Dental that allow your patients to schedule their appointments online.
- eReminders: Send automated appointment eReminders to your patients by email or text (if using Integrated Texting) based on intervals you specify.
- eConfirmations: Send automated appointment eConfirmations to your patients by email or text to remind patients of their upcoming appointment. When patients e-confirm, their appointment status is automatically updated in Open Dental.
Have more questions or need assistance with any of these features? Give us a call! Our friendly support team is here to help.
Information in this post reflects features available in Open Dental Version 24.3. For the most up-to-date information, please visit our manual.