Smart Scheduling - POP Setup

Smart Scheduling is a fantastic feature added to the Practice Online Portal that is intended to help new and returning patients make direct appointments with their preferred offices and providers!  With this addition to POP, a new option is added to the Navigation Pane referred to as Smart Scheduling.

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The article shows you how to view and configure Smart Scheduling through the Practice Online Portal (POP). Refer to Smart Scheduling - Table of Contents to learn about the practice management software specific configurations that should be reviewed when you start using Smart Scheduling.

Table of Contents

The Activity Window

The Activity Window shows all appointments that have been created through Smart Scheduling with details about patients, their appointments, and graphical data to observe trends to better service patients.

To access the Activity Window:

  1. On the Navigation Pane to the left of the screen, click on Smart Scheduling. This will open an additional set of options that includes Activity and Settings.
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  2. Click on the Activity option to view upcoming created appointments through Smart Scheduling.

Appointments

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The Activity Window will default to viewing the Appointments tab, where the list of patients that have submitted their appointments will populate. The section will reveal the following information:

    • Patient Type

      • Alert.png- Alert: Triggers when the patient has not submitted their full insurance information and/or Guardian information if the appointment was made for a minor.

      • NewPatient.png- New Patient

      • RecallPatients.png- Recall Patient

    • Patient Name

      • Date Created

      • Appt. Date

      • Appt. Time

      • Provider

      • Reason 

For more detailed appointment info, click on the appointment row to be taken to the details screen:

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The Settings Window

The Settings Window opens up a list of options that can adjust how patients are able to submit appointments with various methods of customization to fit the practice's needs and availability.

To access the Settings Window:

  1. On the Navigation Pane to the left of the screen, click on Smart Scheduling. This will open an additional set of options that includes Activity and Settings.

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  2. Click on the Settings option to view a listing of different categories to customize within the Smart Scheduling section.

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The Refresh Procedure Codes button on the top-right corner of the screen pushes any changes to procedure codes from the Practice Management Software to POP.

Accepted Insurances Section

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The Accepted Insurances page shows a master list of 189 insurances that can be used as acceptable insurances at the office. To enter the Accepted Insurances, click on the Accepted Insurances button from the Settings Window.

  • To enable and disable Insurances within the list, click the toggle button on the right-hand side of the Insurance name.

  • To add additional Insurances, click the Add Insurance button on the top-right corner of the page.

  • To edit the Insurances that are listed, click the down arrow button on the right-hand side of the Insurance name and the toggle setting. This will introduce two options:

    • Edit button(Icon.png) - Clicking this icon (or anywhere on the insurance row) will generate a new window where the practice can edit the insurance name and define the type of insurance.

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    • Delete button(DELETE_THIS____.png) - Clicking this will remove the Insurance from the Insurance list.

  • Insurance - The name of the insurance.

  • Popular Insurance - This checkbox will allow certain insurances that may be used frequently to populate on the top of the list for easy use.

  • Government issued - This checkbox will categorize the insurance as government-issued. This will hide the Accepted Types section. 

  • Accepted Types - The following checkboxes will show what insurance types are accepted from the selected insurance.

Providers Sections

The provider's list from the practice management software will be synced into the Smart Scheduling feature and can be used by patients to determine which provider they want for their appointment. To enter the Providers section, click on the Providers button from the Settings Window.

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  • To refresh the list of providers from the Practice Management Software in the Online Schedule, click the Refresh From [PMS] button. The PMS will change depending on the program currently used at the practice.

    IMPORTANT: If you are creating a new staff member in the Practice Management Software specifically for Smart Scheduling, POP will not recognize the new staff until clicking the Refresh From [PMS] button.

  • To display or hide a specific provider for the Online Schedule, click the toggle to the right of the provider's name.

  • To view additional information about specific providers within the provider list, click on the down arrow button on the right-hand side of the Provider name and the toggle setting. This will introduce a drop-down showing the Bio for the provider and an Edit (Edit.png) button.

  • To edit the provider, click the Edit (Edit.png) button. This will open a new window for the provider.

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  • Upload Photo - Upload a photo of the Provider so patients can easily recognize him/her.
  • Display Name - The pulled PMS display name associated with the selected provider.

    • The provider’s name can be edited here to be more patient-friendly
  • Bio - A 500-character biography to better describe the provider to patients.

Operatories Section 

The operatories list from the practice management software is synced into the Smart Scheduling feature. To enter the Operatories section, click on the Operatories button from the Settings Window.

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  • To refresh the list of operatories from the Practice Management Software in the Smart Schedule, click the Refresh From [PMS] button. The PMS will change depending on the program currently used at the practice.

  • To display or hide a specific operatory for the Smart Schedule, click the toggle to the right of the operatory name.

Treatment Section

The Treatment Section will control what treatments patients can schedule via the Smart Scheduling feature. To enter the Treatment section, click on the Treatment button from the Settings Window.

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  • This section will initially be empty. To populate the list each treatment will need to be added individually. Click the Add Treatment button on the top-right corner of the screen to add treatments to the list.

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  • Treatment Name -  Enter the treatment name to be displayed.

  • Procedure Code - The procedure code can be entered manually, or populated by clicking the Select button. Procedure code categories can be selected by clicking on the Category option at the very top.

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  • Duration - This field will set the length of time an appointment for this treatment will take on the schedule. This duration can be set with two options:

    • Let System Calculate - Take the procedure time found on the Practice Management  Software and uses those settings to calculate a set time.

    • A Fixed Time - A duration split out depending on how the time blocks are set in the Practice Management Software. I.E. 10-minute or 15-minute increments.

  • New Patient, and Recall Patient - Toggle control of which patients will have access to this treatment in Smart Scheduling.

  • To display or hide a specific treatment for the Online Schedule, click the toggle to the right of the treatment name.

  • To view additional information about specific treatments, click on the down arrow button on the right-hand side of the Treatment name and the toggle setting. This will introduce a drop-down showing the procedure code, the enabled patient types, an Edit (Edit.png) button and Delete (DELETE_THIS____.png) button.

    • The Edit button (Edit.png) will bring the user to the treatment information.

    • The Delete button (DELETE_THIS____.png) will delete the treatment as soon as it is clicked.

Warning! Be careful when deleting treatments, as no confirmation box will appear. The treatment will delete immediately.

Recall Rules

The Recall Rules section will control what recall rules can be applied via the Smart Scheduling feature. To enter the Recall Rules section, click on the Recall Rules button from the Settings Window.

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  • This section will initially be empty. To populate the list each rule will need to be added individually. Click the Add Rule button on the top-right corner of the screen to add Recall Rules to the list.

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    • Recall Name - These are populated from the Practice Management Software through the Continuous Care table.

  • Adult Recall - This section will configure Recall Rules that can only be visible to patients that are older than the practice's recognized adult age. This age is set in General Settings.

    • Procedure Code - The procedure code can be entered manually, or populated by clicking the Select button. Procedure code categories can be selected by clicking on the Category option at the very top.

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    • Duration - This field will set the length of time an appointment for this treatment will take on the schedule. This duration can be set with two options:

      • Let System Calculate - Take the procedure time found on the Practice Management  Software and uses those settings to calculate a set time.

      • A Fixed Time - A duration split out depending on how the time blocks are set in the Practice Management Software. I.E. 10-minute or 15-minute increments.

    • Add Exam? - This will enable/disable the addition of an examination to the appointment booking. If enabled, several extra questions will display on the screen:

      • Procedure Code

      • Add When - This dropdown will have two options:

        • First of the Year - The examination procedure will ONLY be added to the appointment if it is the first recall appointment of the year.

        • Always - An examination will be added to every recall appointment.

    • Add BITEWINGS? (if due) - This will enable/disable the addition of a bitewings x-ray to the appointment booking. If enabled, several extra questions will display:

      • Recall Name

      • Procedure Code

    • Add FMX? (if due) - This will enable/disable the addition of full mouth X-rays to the appointment booking. If enabled, several extra fields will display:

      • Recall Name

      • Procedure Code

  • Child Recall - This section will configure Recall Rules that can only be visible to patients that are younger than the Practice's recognized age.

    • Child has different Procedure Code - If disabled, the rules in the adult section will be applied to all patients. If this is enabled, then the following separate rules will be applied to under-age patients:

      • Procedure Code

      • Duration

      • Add Exam?

      • Add BITWINGS

  • Once the Recall Rules list has been populated, the Recall Rules list will display a row for each rule, showing the rule's name, the display toggle, and the expand down arrow.

  • To display or hide a specific rule for the Online Schedule, click the toggle to the right of the recall rule name.

  • To view additional information about specific rules, click on the down arrow button on the right-hand side of the Recall Rule name and the toggle setting. This will introduce a drop-down showing the procedure code, any Additional Services, an Edit (Edit.png) button and Delete (DELETE_THIS____.png) button.

    • The Edit button (Edit.png) will bring the user to the Recall Rule configuration.

    • The Delete button (DELETE_THIS____.png) will delete the Recall Rule.

NOTE: Recall names must be unique and cannot be duplicated.

Online Scheduling Rules

Once all other settings such as Operatories, Providers, and Treatments are established, the overall accumulation of the Smart Scheduling Rules can be configured. To enter the Online Scheduling Rules section, click on the Online Scheduling Rules button from the Settings Window.

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NOTE: An error message will appear when the proper configurations are not completed. Be sure to review the prior configurations before proceeding.

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  • This section will initially be empty. To populate the list each rule will need to be added individually. Click the Add Rule button on the top-right corner of the screen to add Scheduling Rules to the list.

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    • Rule Name - Enter the name that will be displayed for this Scheduling Rule.

    • Treatment - The selection field will be populated from the treatments created in the Treatments section of the Smart Scheduling feature.

    • Providers - The Add Provider button will list all the enabled providers found in the Provider's section. Check all providers that will be available to attend this treatment appointment.

    • Operatories - The Add Operatories button list all available operatories from the practice management software. Check all operatories that will be available to attend this treatment appointment.

    • Time Blocks - The Time Blocks section introduces allotted times one or many providers can introduce where they will be made available independent from the time scheduled for the office.
      • For example, a certain day such as Monday will already be set to open from 7:00 am to 8:00 pm, but if a new time is needed to be blocked for a certain day between 9:00 am to 5:00 pm, the resulting availability for that Monday will be 9:00 am to 5:00 pm. This time block will not exceed before or after the original opening and closing time for the office. 
      • Unchecking the Active Always toggle for Time Blocks will introduce a list of available days to introduce time blocks. 
        • Each day has its associated toggle and the ability to toggle the day's availability. 

        • Disabling the specific day will block out the entire day from being available for scheduling. 

        • Disabling the All Day toggle for a specific day will introduce a new Start and End schedule fieldset, which will introduce the different times that day will be blocked off. 

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  • Once the Scheduling Rules list has been populated, the Scheduling Rules list will display a row for each rule, showing the rule's name, the display toggle, and the expand down arrow.

  • To display or hide a specific rule for the Online Schedule, click the toggle to the right of the recall rule name. This will be hidden from the patient-facing feature.

  • To view additional information about specific rules, click on the down arrow button on the right-hand side of the Scheduling Rule name and the toggle setting. This will introduce a drop-down showing the Providers, available Operatories, an Edit (Edit.png) button and Delete (DELETE_THIS____.png) button.

    • The Edit button (Edit.png) will bring the user to the Scheduling Rule configuration.

    • The Delete button (DELETE_THIS____.png) will delete the Scheduling Rule.

NOTE: When attempting to disable all the Scheduling Rules, New Patient scheduling must be disabled in the General Settings first.

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General Settings

The General Settings page allows users to activate and set parameters for how Smart Scheduling should function under certain conditions. To enter the General Settings, click on the General Settings button from the Settings Window.

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  • Enable - This is a toggle that serves to turn Smart Scheduling off or on.

Warning! Do not enable Smart Scheduling until all settings have been configured beforehand.

Schedule

  • Scheduling Window (minimum, in days) - The number of days away from an appointment time a patient may schedule.

  • Scheduling Window (maximum, in days) - The number of days ahead of an appointment time a patient may schedule.

  • Do you allow same day online scheduling for emergency treatment? - This toggle will allow providers to receive same-day appointments from patients that need immediate attention for serious issues.
  • Do you double schedule providers? - This toggle will allow a provider to have two concurrent appointments on the schedule at any given time.

  • Providers that allow multi-scheduling - This field will select specific providers to be selectable for multi-scheduling. This feature is best used by specialist offices to do multiple consultations on appointments happening at the same time.
    NOTE: This selection can be adjusted in two ways: inputting the team code for Hygienists and Doctors (e.g. HY99 HY98 and HYTM) or specific providers with their designated provider code (e.g. 0001).
  • Child Age Limit - Enter in the eldest age the office considers to be a child.
  • Toggle: Send an email notification for every appointment scheduled? This setting is toggled off by default, however, when toggled on will send a confirmation email to the General Inquiry email listed in the Global Settings > Practice on the Practice Dashboard application.

Payment Section

  • Check any and all payment options the practice will accept.

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  • Insurance - This toggle enables whether using insurance is a valid form of payment for the Smart Scheduling submission process. 

    • Insurance information is required - The user is required to fill in the necessary information needed to submit their insurance. The means of how the insurance is submitted can be adjusted.

      • Require manually entered insurance details

      • Require patient to upload photo of insurance card

      • Require both of the above

    • Insurance information is optional - The user does not need to fill in insurance information but it is still available for submission. 

New Patients Section

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  • Allow New Patients to Schedule Online - This toggle allows the practice to control access to Smart Scheduling for new patients. 

  • Accept any PPO insurance - This toggle allows the practice to openly allow any PPO insurance when a patient submits their insurance information.

  • New Patient Scheduling Link - This link is ready for web developers to include on the practice's website or sent to patients via email.

    • Launch - Launches the link to easily test the page.

    • Copy to Clipboard - Copies the link on to the clipboard.

    • Generate Widget - Generates a widget code to add to the practice's website.

  • Display CAPTCHA - This option will have patients authenticate appointment submission with a CAPTCHA test.

  • Email Address Verification - This option will require the patient to check their email for a confirmation message to proceed with the scheduling process.

Recall Patients Section

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  • Allow recall patient to schedule online - This toggle controls access to recall appointment scheduling for patients.

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