Intraoffice Messages: Screen Location, Color, Sound, Timer, Filter, Privacy, etc.

Intraoffice Messaging allows rapid distribution of information throughout the office to all team members at once. Messages are sent to all computers and mobile devices with YAPI running, unless the message has a specific destination (i.e., an operatory, room, or named device). 

There are two types of intraoffice messages: automatic and manual.

Automatic messages are generated and broadcast by YAPI when a certain event occurs. The following events generate YAPI automatic messages:

Note: Events marked with the check symbol ( check icon ) can be enabled or disabled in YAPI Global Settings.
  • Current day appointment cancellation

  • Current day new appointment

  • Patient arrival

  • An operatory cleanup is requested

  • A new online document has arrived

  • A new review has arrived

  • A "Call me" message has arrived

  • A mobile text message has arrived

  • Message from a Facebook page has arrived

  • Online appointment request has arrived

  • Patient ready status has changed

Manual messages are those explicitly sent by staff: i.e., broadcast, summon, operatory alerts, etc.

When a message arrives on your PC, it pops up on the screen at the location specifically set for YAPI messages. This setting is found by clicking on the Setup and Manage section (the wrench icon Wrench Icon), then selecting Local Setup. The pop-up location options are found to the top right of this window, in a section titled Options. Select the screen location from the Show messages dropdown list:

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Note: On multi-monitor workstations, YAPI messages are always displayed on the primary monitor.

By default, each incoming message displays vertically, with the newest message arriving below the last still present on the screen:

Note: You can change message box arrangement in the workstation Local Settings, as seen in the previous picture

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When YAPI Dashboard uses Compact View, text messages are displayed inside the dashboard display:

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A typical text message is shown below:

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  1. A message box background color is white unless the message is sent to or is associated with a provider or staff member. In such a case, provider/staff color set in PMS is used as a background color. Note that YAPI allows overriding colors set for providers/staff in PMS or event assign a color when the PMS doesn’t provide color settings for some or all providers/staff.

    A message box default white background color can be replaced by another color in Local Settings.

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  2. If a message is sent to a provider or is associated with a provider, a provider id is always displayed in the message body.

  3. The title bar contains the name of the area the message was originated from. You can drag the message box across the screen with the left mouse button down. A single mouse click on the area name opens a reply box. In the case of an incoming mobile text message, the title bar will contain incoming phone number while left mouse click on the phone number enables you to reply or to get the name of the patient(s) associated with the phone number.

  4. A message box displays the time when the message arrived on your computer.

  5. A message box displays how long the message was on the screen. A message box stays on the screen until a timer associated with the message expires reaching a predefined amount of seconds – typically 120 seconds. Default message expiration interval can be set in Global Settings, in Local Settings per workstation, or set when a message is sent.

  6. A single mouse click on the cross symbol closes the message box.

  7. A single mouse click on the pin symbol pins/unpins the box message. Pinned messages will stay on the screen until they are closed manually.

  8. A single mouse click on the chat symbol opens a reply box.

Operatory Alerts

YAPI operatory alerts broadcast messages to each workstation. The messages have a default background color unless a provider is associated with the alert.

To associate a provider with an alert, click on the patient icon ( patient.png ) to select a provider from the list:

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This will result in a broadcast message that will show up in the provider’s color:

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Note: You can define operatory alerts that are associated with specific providers. In the Global Settings > Operatory Alerts tab, select a provider from the drop-down list

operatory alerts

You can set a message to be private. Private messages do not show message body unless the lock symbol is clicked.

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To set a message to private, check the Private checkbox when sending a message:

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By default, all messages are public unless set private by the sender. You can override this default in your workstation under Local Settings to treat all messages delivered to your computer as private.

Note: There are three exceptions to this setting. Summon, operatory alert, and Red Alert messages will always show the message body regardless of your workstation privacy settings.

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In addition, YAPI allows you to set message filters, enabling control over what messages pop-up on your workstation.

Popup Locations

Currently, you can select from the following filters:

  • All Messages

  • Essential Messages Filter to suppress messages related to appointment cancellations, new appointments, patient arrival.

  • Messages to your workstation and providers registered with your workstation

  • Do not disturb

Normally, a sound is played when a message arrives. YAPI uses a default sound unless the message is associated with a provider/staff that has a sound set in the YAPI Global Settings.

Note: you can disable any audio from YAPI Dashboard on each individual workstation using Local Settings.
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