Practice Online Portal - Smart Fill

Is your practice experiencing a high volume of broken appointments? The Practice Online Portal has a feature that can allow for offices to contact patients to fill any gaps within the appointment book. Smart Fill accesses the ASAP and Recall Past Due lists within POP to narrow down the right patients for certain time slots with new list filtering options. Patients can select their appointment preferences when booking appointments through Smart Scheduling and these preferences will be utilized by Smart Fill to automatically target the ideal patients based on the day and time of the opening. Appointment preferences can be added or adjusted by your dental team within POP.

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

ASAP Appointments

On the navigation pane, click Smart FillThis will default to the ASAP menu which will populate a list of all potential patients to contact when openings or cancellations from other scheduled appointments occur.

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The ASAP list will populate the available information found on the Practice Management Software that is linked to YAPI. At the top of the screen, a Filter Options section will be available after clicking the Filter option on the top-right corner of the populated list. This can help narrow down potential appointments that would best fit the needs of the office when filling slots that are empty within the schedule. Filtering the list will limit who will receive any mass texting messages that will be sent.

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Below the Filter Options will be the populated list of patients related to the filters established in the previous section. This will be narrowed by Patient Name/Insurance, Age, Due Date, Recall Type, Last Reminded, and Scheduling Preference.

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The i icon on the Scheduling Preference column of certain patients will show additional preferences set by the patient. This includes which days the patient can come in, their preferred date range, and preferred providers. 

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Clicking on a patient will allow for a focused view of a specific patient, showing their name, age, contact information, appointment date, insurance, assigned provider, production amount, and scheduling preferences if they have been added by the office staff or the patient. 

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Clicking the Edit Preferences option under Scheduling Preferences will allow the user to change the settings that have been set for that particular patient. Preferences such as Daily Availability, Preferred Date Range, and Preferred Providers can be set. Once completed, click the Save button at the bottom of the page.

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At the very bottom of the page under the patient list is the Mass Text box. This allows the user to send text messages to all users found in the current ASAP list. Clicking the Send Preview button on the top-left side allows the user to see how the message will be sent to the select patients before committing to the mass text. The preview will request a mobile number to view the message through the phone before sending.

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Once the message is completed, click the Send button on the bottom-left of the text section.

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A pop-up will appear confirming that the message was sent successfully.

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Recall Past Due

On the navigation pane, click Smart Fill. The ASAP List page will default to the left-most tab, the ASAP Appointments tab. Clicking the Recall Past Due tab will show all the available patients that are due to be recalled for their next appointment type. 

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The Recall Past Due list will populate the available information found on the Practice Management Software that is linked to YAPI. At the top of the screen, a Filter Options section will be available after clicking the Filter option on the top-right corner of the populated list. This can help narrow down potential appointments that would best fit the needs of the office when filling slots that are empty within the schedule. Filtering the list will limit who will receive any mass texting messages that will be sent.

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The i icon on the Scheduling Preference column of certain patients will show additional preferences set by the patient. This includes which days the patient can come in, their preferred date range, and preferred providers. 

2021-04-07_14-10-22.png

Clicking on a patient will allow for a focused view of a specific patient, showing their name, age, contact information, recall type, recall due date, time past due, their last reminded date, insurance, and scheduling preferences if they have been added by the office staff or the patient.

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Clicking the Edit Preferences option under Scheduling Preferences will allow the user to change the settings that have been set for that particular patient. Preferences such as Daily Availability, Preferred Date Range, and Preferred Providers can be set. Once completed, click the Save button at the bottom of the page.

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At the very bottom of the page under the patient list is the Mass Text box. This allows the user to send text messages to all users found in the current Recall Past Due list. Clicking the Send Preview button on the top-left side allows the user to see how the message will be sent to the select patients before committing to the mass text. The preview will request a mobile number to view the message through the phone before sending.

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Once the message is completed, click the Send button on the bottom-left of the text section.

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A pop-up will appear confirming that the message was sent successfully.

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