Why Aren’t Patients Checking In?

Having trouble getting a patient brought into the YAPI Practice Dashboard? YAPI relies on a stable connection to the Practice Management Software to be able to obtain and refer to patient information. Patients failing to check-in could be based on how patients are being read, with limitations even occurring due to settings saved on the Practice Management Software. 

The following article will show how to test and troubleshoot the Practice Dashboard to determine the reason patients are not checking in. 

Table of Contents

Testing Check-In

The following are a set of testing methods to test YAPI's connectivity and responsiveness to the Practice Management Software. 

Today's Schedule

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  1. Within the YAPI Practice Dashboard, click on the Patients button 2019-10-02_12-37-49.png.

  2. From the dropdown, click on the Today's Schedule option. The Schedule window will appear.

If the window is taking a long time to populate today's schedule or no patients appear listed, this could mean that the Practice Management Software is either experiencing difficulties or a connection failure is occurring. Refer to the Practice Management Software Connection and Plug-In Connection Error sections to continue. 

Patient Finder

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  1. Within the YAPI Practice Dashboard, click on the Patients button 2019-10-02_12-37-49.png.

  2. From the dropdown, click on the Patient Finder option. The Patient Finder window will appear.

When searching for a patient in YAPI and they do not appear in the list of patients but are currently available on the Practice Management Software, two possibilities may have occurred. 

  • The patient may have been set to inactive on the Practice Management Software, and in this case, refer to the Active Status section.

  • The patient may have had their profile deleted or heavily modified on the Practice Management Software, such as a name change. YAPI relies on the original creation of the patient to reference information and a significant discrepancy will cause a failure in accessing their information. A solution would be to create a new patient profile on the Practice Management Software and transfer all data to the new profile. 

Active Status

Is a patient considered non-existent when searching for them or checking them in? YAPI is unable to make significant changes to patients if they are not recognized as active on the Practice Management Software. The following are the different Practice Management Softwares and their associated Patient Information window in adjusting patient status. Confirm that the patient is considered Active or Patient in these menus to allow for changes within YAPI.

Open Dental

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Eaglesoft

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Dentrix

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Practice Management Software Connection

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  1. From the YAPI Practice Dashboard, click on the Setup and Manage 2019-09-03_11-44-13.png button, then click the Global Setup option.

  2. A password request will prompt, type "password" into the field if the password has not been configured, then click OK.

  3. From the Global Setup window, click on the PMS tab.

Confirm that the dropdown found in this section is selecting the Practice Management Software being used at the office. Once selected, click the Save button. If the Practice Management Software is not available in the selection, contact YAPI Technical Support and have access to the server ready.  

Warning! Do NOT click the Configure button on this page. An incorrect configuration will result in a YAPI failing to work correctly with its integration. 

Plug-In Connection Error

The Plug-In is used as the means for YAPI to connect itself to the Practice Management Software. A failure in connectivity can typically be identified by following the steps in the Today's Schedule and Practice Management Software Connection sections, however, at times the issue may not be visually easy to confirm. An error message may appear showing a failure connecting to the Practice Management Software is occurring and will force YAPI to shut down. If all the prior steps have been taken and patients are still failing to check-in, contact YAPI Technical Support and have access to the server ready. 

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