POP User Guide

NOTE: All screenshots in this guide were taken from a desktop computer. Some screens might look different on mobile devices.

Welcome to the Practice Online Portal (POP)! This simple and easy-to-use responsive web application allows users the ability to access appointments, patient information and patient communications anytime, anywhere and on any device. POP works with all major web browsers and does not require any software installations. However, it does require an existing YAPI service to collect data securely and in full compliance with HIPAA regulations.

This guide contains the following sections:

Getting Started

Getting Access to POP

Before using POP for the first time, the feature must be activated for a practice. For more information on this process, please read the article Activating the YAPI Practice Online Portal.

Once POP is activated and a Super Admin has been established, the Super Admin User will handle the addition of further users. A users email and mobile phone number are all that is required for establishing an account.

Logging In & Out of POP

To Login, do the following:

  1. Open a web browser and go to yapipop.com

  2. On the login screen that appears, enter your email/username and password, then click the LOG IN button.

    Login.png

To Logout, do the following:

  1. Click on the Profile icon Screen_Shot_2019-05-28_at_11.06.14_AM.png, found in the top right corner of the screen.

  2. A drop-down menu will appear. Click on the Logout menu item.

For more details, read the article Log In and Out of the Practice Online Portal.

POP Main Menu Overview

POP_Main_Screen.png

 

The number 1 Navigation Pane   5.png Display Area   
2.png YAPI Logo   6.png User's First & Last Name  
3.png POP Version   7.png Notifications Menu  
4.png Practice Name   8.png Profile Menu  

 

POP on Mobile

The Navigation Pane on mobile is collapsible. Tapping on the hamburger icon on the top-left opens the navigation pane and tapping on any area outside the pane closes it.

POP_on_Mobile.gif

Notification Menu

On the right-hand side of the top bar is the Notification MenuBellIcon.png bell icon). When clicked, a drop-down appears listing recent unread incoming text messages (up to 5) and a View all Message Threads button that will take you to the Messages screen.

Notification_Bell.png

When new messages arrive, a number in a red circle appears on the top-right corner of the icon, indicating how many messages have arrived.

Profile Menu

On the right-hand side of the top bar is the Profile MenuProfile_Icon.png circle with a silhouette of a person icon).

Profile_Menu.png

When you click on the icon, a drop-down appears with options that allow you to do 2 things:

  1. View user details
  2. Log out of user session 

Viewing The Appointment Book

To view the appointment book:

  1. On the navigation pane, click Appointments

  2. A search field will display, pre-populated with today’s date. Either click the search icon to proceed to the next screen with today’s date or search for the appropriate date in the search field and then click the search icon to proceed.

    AppointmentSearch.png

  3. A list of appointments for the selected date will then be displayed, ordered by time. Click on any other column header once to order the list by the values in that column in descending order and another time for ascending order.

  4. For more information about a particular appointment, click on its row/card to go to the detail page.  Return to the appointment list by clicking on the back button on the browser or on Appointments in the navigation pane.


    Appointment_Details.png

  5. Click on the Patient Record button at the bottom of the screen to view the patient's record from the appointment details.

Viewing a Patient's record

To search for a patient:

  1. On the navigation pane, click Patients.

    A search field will display with a radio button group on top. The radio buttons will toggle the search parameters to search for patients via last name, email or phone number.

    Patient_Search_Bar.png

  2. Type the search information and Click on the search icon A list of patients that match your criteria will be displayed.


    Patient_List_Desktop.png

  3. Click on the desired patient from the results list to access the patient details screen.

The screen is divided into 4 tabs: Summary, Health, Appointments, Text, and Email.

  • Summary: This section displays the patient's contact information, reports recent activities, and is the access point for the family member list:

    Patient_Summary.png

    Click on the Family Members button to view the family members list. Click on any to go to their record:

    Family_Members.png

  • Health: Lists all medical conditions, medications, and allergies.

Patient_Health.png

  • Appointments: Shows the patient's upcoming and past appointments.

    Patient_Appointments.png

    Appointments for all family members can be viewed by selecting Family from the Selected Appointment list dropdown.

Selected_Appointment_Type_Drop_Down.png

          Click on any appointment to access  the appointment details page:

Appointment_Details.png

  • Text: Shows the text history between the patient and the practice. From here you can also text the patient. For more details on text messaging, see the next section for Texting.

Patient_Text.png

  • Email: Shows the history of email messages sent to the patient.

Email_History.png

Click on any email message to display the email body.

Screen_Shot_2019-04-04_at_3.49.04_PM.png

Viewing the ASAP List

To view a listing of potential patients that can fill in for openings within your schedule:

  1. On the navigation pane, click ASAP.

    This will populate a list of all potential patients to contact when openings or cancellations from other scheduled appointments occur.

  2. Click on a Patient row to show additional information for the appointment.

ASAP_List.png

Managing Care Calls

To view a listing of patients scheduled for callbacks on their medical status:

  1. On the navigation pane, click Care Call.

    This will populate a list of Care Call patients for today’s date:

    Care_Call.png

  2. Click a specific patient to display the patient detail page with information pertaining to their appointment, basic patient information, appointment date and time, the Care Call date, and notes about the Care Call:


    Care_Call_Details.png

  3. Once the Care Call is completed, click the Mark Done button on the bottom of the screen. The screen will then return to the Care Call list and the patient’s row will have a check mark in the Completed column:

Care_Call_Marked.png

NOTE: The Care Call list will also display Care Calls that haven't been completed from days prior to today's date. Once marked complete, these will no longer be displayed on the Care Call list

Text Messages

Texting Patients

To send a text message to a patient:

  1. Navigate to the Text tab under the patient's record, as described in the previous section.

  2. At the bottom of the screen, type a  message and click on the Send icon on the bottom right of the screen:

    Text_Patient.png

Viewing Incoming and Outgoing Messages

To view all incoming and outgoing text messages:

  1. On the navigation pane, click Text Messages

    Message threads will be displayed with the latest message sent or received on the top.

    The status of a message being sent and received can be identified with the arrows next to the names:

    • Screen_Shot_2019-05-14_at_2.15.22_PM.pngGrey Arrow pointing to the Left: the message was sent from the practice

    • Screen_Shot_2019-05-14_at_2.15.38_PM.png Blue Arrow pointing to the Right: the message received from a patient

    • Crown_Icon.pngCrown icon: Indicates a patient is a new Patient

      NOTE: A patient is considered a "New Patient" until a family file is created for the patient.

      New_Patient_Messages.png

  2. Clicking on a thread will display the text tab of the patient detail page

Viewing Subscription Information

From here you can identify the monthly break down of your billing amount, the next billing date, the status of your subscription, the current plan you are enrolled under, and the add-ons you are currently using such as Phone Assistant and Insta-Review.

NOTE: Additional information pertaining to the different plans and add-ons offered by YAPI can be found on our pricing page.

To view the  active subscription information for the YAPI account:

    1. On the navigation pane, click Subscription.

      The subscription Details page will display, showing customer details, subscription plans, payment methods, and billing information for the YAPI account.

    2. From here you can identify the monthly break down of your billing amount, the next billing date, the status of your subscription, the current plan you are enrolled under, and the add-ons you are currently using such as Phone Assistant and Insta-Review.

      Subscription.png

    3. Click on the Go To Subscription Account button to access the YAPI Billing Portal (powered by ChargeBee) where you can edit the billing information you are currently using for your YAPI subscription.

Viewing and Deactivating Users

Viewing The User List

To view the list of users and their POP Portal access levels:

  1. On the navigation pane, click User ManagementA list of users that are able to access your POP Portal, including Name, Username, Role, and Last Login will display:

User_List.png

  1. Click on any user to display additional information about the user, including their mobile phone number, email address, user status, the age of the account, first and last login times, and the agreement status of the Privacy Terms of Service:

User_Details.png

Deactivating a User

To deactivate a user on your POP Portal, do the following:

  1. Click the blue DEACTIVATE USER button found on the bottom of the page

    Deactivate_User.png

  2. Clicking DEACTIVATE USER will open a deactivation confirmation prompt Confirm by clicking Yes to permanently delete the user, or select No to cancel the process.

    NOTE: Only the Super Admin will be able to delete other users except themselves.

    Deactivate.png

Inviting a User

To invite a new user into the POP Portal:

  1. From the navigation pane, select User Management to open the user list. On top of the list will be a blue button labeled + Invite, click on this button to be prompted by an Invite User page. Keep in mind only Admins and Super Admins can invite users.

    Screen_Shot_2019-05-30_at_6.33.56_AM.png

  2. The Invite User page will display.  Enter the first and last name, email address, mobile number, and the role for the user.

    Invite_User.png

  3. Once complete, click on the INVITE button found at the bottom of the form. This will then send a text message and email to the number and email provided,  detailing the next registration steps.

    • Text Message: this will contain a token code that will be needed for the registration process.                         

    • Email Message: this will contain a button link that will open the next registration steps.                        

  4. Click the Click here to create your login button found in the email,  to access the registration form.  Fill out the form, including the Invitation Token provided in the text message, agree to the Terms and Conditions and click the Continue button to gain access to POP.

    Invitation_Form.png

Getting Help

The Get Help Page

To find out more information on how to use POP or any other YAPI resources:

  1. On the navigation pane, click Get Help.
    • The Self Help section contains a link to the YAPI Knowledge Base website, Which houses multiple articles about POP and all other YAPI features.

    • The Request Support section contains a link to the Submit a Request page, where you can submit a request for assistance from a YAPI Helpdesk Specialist.

    • System Information provides diagnostic information about the current version of YAPI residing on the server of your dental practice. This includes:

      • The GUID, which is your Practice ID code

      • The YAPI Version currently used on the server

      • The Plug-In that is connected to your Practice Management Software

      • The Plug-In Version

      • The Operating System (OS) of your server

      • The User-Agent information pertaining to the internet browser accessing POP and device information

Get_Help.png

The Help Bubble

To get quick answers and articles directly from our Knowledge Base:

NOTE: The Help Bubble only shows on desktop.
    1. Click on the Help Bubble on the bottom left corner of the screen. This is present on all pages of  POP.

      Help_Bubble.png

    2. Enter a word or phrase into the search bar.

    3. Clicking on the result to see the article content in the help window. Clicking the original article icon will open the article in a new browser tab.   GetHelp.gif

    4. Click on the Minimize (_) button on the top right corner of the Help Bubble to dismiss the search bar and return the Help Bubble to its original state.

NOTE: This search feature is directly connected to the Knowledge Base, and search results will auto-populate based on your search query.

Sending YAPI Your Feedback

At YAPI, we’re always striving to improve our software to be the best dental office tool on the market. If you would like to provide feedback on your POP experience, we have two options available by clicking on Send Feedback on the Navigation Pane:

    • If you have been using Beta features for more than a week, submit your experience via the Start Survey button in the Beta Testing Survey Section. This button will open a Google Form in a new browser tab.

    • Any other feedback regarding the POP feature can be submitted via the Submit Feedback button in the Quick Feedback section. This button will open a Google Form in a new browser tab.

Feedback.png

Offline Mode

When POP is unable to get a connection to your dental office’s server computer or the YAPI Service on the server computer is deactivated, POP will automatically enter Offline Mode. This mode is distinguished from Online Mode by the change of the color scheme from Blue to Gray. a pop-up will also display, notifying users that the connection to the server has failed. clicking RECONNECT in the pop-up or clicking the refresh Screen_Shot_2019-05-03_at_1.29.59_PM.png icon on the top-right corner of the screen will force POP to attempt to reconnect to the server machine.

Unable_to_Connect.png

In offline mode, several  features can be accessed on the dashboard from the navigation pane:

    • Home will display the main screen for POP.

    • Appointments will retrieve a limited listing of patients. POP ill stores 7 days worth of appointments for offline access. Every day during the housekeeping process, the YAPI software uploads and stores a copy of appointments for a week.

    • User Management is fully functional with the ability to invite, view, and deactivate users.

    • Get Help is still active to direct you to provide Self Help or to Request Support. If you are still experiencing issues attempting to connect POP to your server, use these options to help troubleshoot any issues you may be experiencing.

    • Send Feedback is still active to receive your input.

Offline_Appointments.png

Additional Articles

Additional articles showing how to further use POP effectively can also be found in the YAPI Help Center, with some notable articles linked below:

 

 

 

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