YAPI Catch Up Guide

Whether you are returning back to the office after a long break from the office a returning customer who reactivated their YAPI subscription, or even a brand new user wanting to see the core features, the YAPI Catch Up Guide is here to help! The YAPI Catch Up Guide is intended to help users get familiar with essential features within YAPI, POP, and many other features! Each section will be dedicated to a core feature, an explanation of the feature, and a link to an external article for full explanations. 

Table of Contents

Practice Dashboard 

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The Practice Dashboard is the main window where all the major modules for YAPI can be seen and accessed. Patients checking in to their assigned operatories can be found on the bottom of the window and can be transferred to different rooms in order to map out the patient's progress. 

For additional information for all the front-facing buttons and actions that can be done in the Practice Dashboard, please click on the following link:

Practice Dashboard Quick Guide

Intra-Office Communication

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Intra-Office Communication is the messaging system employed within YAPI to communicate with the workstations that have access to the Practice Dashboard. This allows for the Check-In, operatories, and the Check-Out room to stay in constant communication in order to manage incoming appointments and potential emergencies. 

For additional information on how to use special features such as Quick Messages and SmartWatch integration, please click on the following links:

Creating and Sending Quick Messages

Apple Watch, Smart Watch Setup Guide

Reminders

Reminders are emails, text messages, and postcards sent to patients to notify them of upcoming appointments they are scheduled for. Reminders will include Confirmation triggers which can allow the patient to respond to the message and automatically prompt the Practice Management Software with a Confirmation trigger.

For additional information on setting up automatic appointment reminders and sending reminders manually, please click on the following links:

Automated Appointment Reminder & Confirmation Best Practices

How to Send Appointment Reminders Manually

Documents

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iPad and Online Documents are the backbone of what makes YAPI amazing! Important documents such as Patient Information and Medical Histories are directly integrated with the Practice Management Software. OpenDental and Eaglesoft support Fast Import, which allows documents to automatically file into categories saved in the document.  

Tip! Premade Informed Consents, Approvals, and Post Care documents are all readily available on the YAPI Help Center

For additional information on how to configure documents and how to use them to their fullest extent, please click the following links:

Automatic Document Filing with Fast Import

Filing Online Forms

Creating an IPad Form With The Form Builder

Tutorial: How to Make a Consent Form

Creating an iPad Form Advanced Guide

Recalls

Recalls are emails and text messages sent to patients that have been pre-set in the Practice Management Software to require long term maintenance, such as cleanings or return check-ups. 

For additional information on how to set up and use recalls and its associated manager, click on the following links:

Your Guide to the Recall Manager

Your Guide to Patient Recall Using Automation

Emails

YAPI comes with a built-in Email creation module to directly contact patients from within the Practice Management Software's database. Pre-made and custom email templated can also be used to quickly contact patients with relevant information.

For additional information on how to create Email Templates and how to send emails using templates, click on the following links:

Creating an Email Template

Sending Templates Manually to Patients

Texts

Text messages can be sent using YAPI's built-in messaging module, with text responses being sent directly to workstations for quick communication. Offices can use pre-made and custom text messages to immediately send pertinent information efficiently, whether it is using a template or canned messages.

For additional information on how to create Mobile Templates or using canned messages, click on the following links:

Creating a Mobile Template

Creating and Sending SMS Canned Messages

iPad

The iPad is the most important tool in the office when accepting in-office forms. Forms can be combined on the fly and certain features can be enabled and disabled depending on the overall purpose and user. 

For additional information on how to configure office iPads, creating On-The-Go Packages and different set-up profiles for each type of iPad user, click on the following links:

iPad Recommended Setup List

How to set up a On-The-Go Package

Recommended iPad Settings

POP

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The Practice Online Portal (POP) is an online portal to access key components that are accessible through YAPI and the Practice Management Software. This online portal allows office staff to view essential data content such as the ASAP List, Care Calls, upcoming appointments, patient data, and even schedule mass communication options all away from the office. 

For more information on the Practice Online Portal, please review the article directory in the following link:

Practice Online Portal - Article Directory

Phone Assistant

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Phone Assistant is a proprietary program that allows data related to incoming calls to appear on active workstations. Currently, Phone Assistant 2.0 is the latest version of the program and can be installed quickly on any workstation that requires it. This program will show information such as the incoming caller's name, patient information, upcoming appointments, provider information, related family members, and more!

For more information on how to install and configure Phone Assistant 2.0 on the workstation, please click on the following link:

Phone Assistant 2.0 Installation

InstaReview

InstaReview is YAPI's proprietary review aggregate program. After a patient finishes their visit to the office, a text message will be sent to the patient asking how their visit was. This will allow the patient an opportunity to review up to four major review sites and automatically apply them. When a Practice is set up with InstaReview, they will already have their Practice information saved and ready to receive reviews at any time. 

For additional information on how to adjust InstaReview by replacing old location IDS in the settings window, click on the following links: 

Finding Your Google Place ID

Finding Your Facebook ID

Finding your Yelp Business ID

Finding Your Healthgrades ID

Troubleshooting

Troubleshooting guides are available to assist if common errors occurring during workstation and iPad connections. These extensive guides range from network failures between the workstation and the server, iPads requiring additional configuration, and much more.

Click on the following guide that fits your current need:

"My YAPI is not Connecting" Troubleshooting Guide

iPad Connection Troubleshoot Guide

POP Offline Mode Troubleshooting

Phone Assistant 2.0 Troubleshoot Directory

 

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