Smart Scheduling - Eaglesoft Setup

This article provides an overview of the Eaglesoft modules that need to be configured in order to integrate with YAPI's Smart Scheduling feature. For this feature to integrate successfully, the Eaglesoft Appointment Book should be configured first to reflect the practice's availability before making adjustments on the Practice Online Portal. The full customization decisions for how your office will use Smart Scheduling will depend on you as the schedule coordinator and the preferences set for your office. 

Table of Contents

YAPI User

Before setting up any functions, a YAPI user must be added as a staff member on Eaglesoft. This user is dedicated to the overall functionality of setting up appointments and referencing changes via the Patient Notes for Smart Scheduling.

  1. Launch Eaglesoft from the workstation desktop.

  2. Click the Lists button on the top-left corner of the window.

  3. Click on the Providers/Staff option from the following dropdown. The Providers/Staff List window will display.

    2021-06-03_14-50-21.png

  4. Click the New button to introduce a new Provider. The New Provider/Staff window will display.

    2021-06-03_14-57-05.png

  5. Introduce the new YAPI user. Set the ID of the user to something identifiable such as YAPI. This user can be named YAPI BOT or YAPI YAPI. Set position as either Office Staff or Office Manager. Set the user to Staff Member.

    2021-06-10_13-17-48.png

    NOTE: If your office has passwords enabled, introduce a password for this user that will be easy to remember for all staff in case any adjustments need to be done in the future.

  6. Once completed, click on the OK button.

Scheduling Setup

Use the instructions below to access provider schedules in Eaglesoft and associate them with the operatories they will be working from. 

  1. Launch Eaglesoft from the workstation desktop.

  2. Click the Lists button on the top-left corner of the window.

  3. Click on the Providers/Staff option from the following dropdown. The Providers/Staff List window will display.

    2021-06-03_14-50-21.png

  4. Either click the New button to introduce a new Provider select an existing active provider from the list and click the Edit button. The Edit Provider/Staff window will display.

    2021-06-03_14-57-05.png

  5. Click on the Hours button. The Provider Hours for the selected Provider will display.

    2021-06-03_14-58-01.png

  6. Assign a Chair/Location on the top-left corner to assign the provider to an operatory within OnSchedule, then adjust the openings within the schedule on the right-hand side. Once completed, click the Close button.

    2021-06-04_14-09-29.png

Explosion Codes

  1. Launch Eaglesoft from the workstation desktop.

  2. On the top-left corner of the window, click the Lists button.

  3. From the following dropdown, click on the Exploding Codes option. The Exploding Code List window will appear.

    2021-06-04_14-23-37.png

  4. Click on the New button to add the Medical codes that are accessible by patients when scheduling appointments.

    2021-06-04_14-25-05.png

Set Up Recall Types

  1. Launch Eaglesoft from the workstation desktop.

  2. On the top-left corner of the window, click the Lists button.

  3. From the following dropdown, click on the General Setup option, then the Recall Type option in the following dropdown after the first. The Recall Type List window will appear.

    2021-06-10_13-38-22.png

  4. Click the New button to add additional Recall Types with their associated Trigger code. Recall Types will be needed when configuring recall options on Smart Scheduling. These will be available for recall patients that receive their reminder notification via email.

    2021-06-10_13-39-58.png

After Setup

Once all the above-mentioned modules have been adjusted for Smart Scheduling, proceed to configure the rest of the settings from within Smart Scheduling! Log on to the Practice Online Portal and refer to Smart Scheduling - POP Setup to complete the setup. 

Related Articles

Was this article helpful?
0 out of 0 found this helpful