Introduction to the Practice Dashboard
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Angela Ortner

August 29, 2022 16:29

What is the Practice Dashboard?
Why Use the Practice Dashboard?
The Dashboard Interface
Dashboard Toolbar
Room Toolstrip Options
Hidden Menus
Related Articles

Check out an overview of the Dashboard by clicking below:

Click to view full screen.

What is the Practice Dashboard?

The Practice Dashboard is the main hub for YAPI on a computer workstation and serves two purposes:

To help with patient flow management, showing where all patients are within the practice and how long they've been there.
To be the command station for most of YAPI's available features including in-office messaging, patient communication, appointment reminders, recall reminders, paperless forms, and InstaReview.

Note: YAPI's other features like YAPI Pay, Smart Scheduling, and Smart Fill are managed in the Practice Online Portal, which is accessible via the POP button in the Dashboard Toolbar.

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Why Use the Practice Dashboard?

First and foremost, the Practice Dashboard (or YAPI Dashboard as we often call it) is a communication tool for your practice, helping you manage patient movement, share information, and get help from your team. We know that dental offices are busy places and the Dashboard helps you stay organized and informed so you can improve your workflow and the patient experience along the way by helping you:

See where patients are at all times.
Share information about patients with your team to improve each patient's visit.
Communicate with patients.
Manage patient paperwork.
View reports that show you your day's schedule, your progress toward your practice's goals, and ways you can work smarter (not harder).

And because so many features of the Dashboard can be customized to fit your needs, you can truly make YAPI work for you.

Tip: To learn more about customization, check out the Setup & Configuration section of our Dashboard Article Directory.

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The Dashboard Interface

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Practice Name	Date and Time	Operatories & Other Rooms
Workstation Name	Compact View Button	Check-Out Area
Dashboard Toolbar	Check-In Area	Room Toolstrip

Practice Name

Displays your practice's name as it appear in the Practice tab of Global Setup. If your practices uses an Open Dental Clinics setup for multiple locations (this is not common), your location name will also appear here:

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Tip: To change your practice's name in YAPI, see our article Changing Practice Contact Information Within YAPI.

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Workstation Name

Display's the name of the computer workstation. Most of the time, this reflects that name of the room that the workstation is in, unless there are two workstations to a room or a workstation is in an office or hallway.

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Dashboard Toolbar

This toolbar provides access to all major features of YAPI. For a full breakdown of what each button does, see the Dashboard Toolbar section below.

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Date and Time

Displays the current day, date, and time.

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Compact View Button

Converts the Dashboard to and from Compact View:

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Check-In Area

This area displays all patients that have been checked in but that haven't yet been moved to any other Dashboard room like an operatory or consult room. Patients automatically appear here when checked in via Dentrix, Open Dental, Eaglesoft or from Today's Schedule in the Dashboard toolbar.

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Operatories & Other Rooms

All rooms in the Dashboard other than the Check-In and Check-Out Areas represent spaces where a single patient can be. Most often, these are operatories but can also include other spaces like a consult room or a treatment coordinator's office.

Tip: Some pediatric practices like to include bathrooms so they know where their little ones are at all times.

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Check-Out Area

This area displays all patients that have been moved here after completing treatment. When moving a patient to the Check-Out Area, their digital Routing Slip appears for the provider to complete and this Routing Slip appears again when the patient is being dismissed from the Dashboard at the end of their visit.

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Room Toolstrip

This customizable mini toolbar at the bottom of each room allows for quick access to frequently used functions like summoning a provider , messaging a room , adding an alert to a patient , and moving a patient to their next area in the Dashboard . For a full list of what each icon controls, see Room Toolstrip Options below. To customize the toolstrip, see Changing the Toolstrip Icons Available at the Bottom of Dashboard Rooms.

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Dashboard Toolbar

The buttons at the top of the Dashboard are referred to as the Dashboard Toolbar. You can use these buttons to gain access to all major features of YAPI as outlined below:

Patients		Use the Patients icon to access: Today's Schedule Your ASAP List The Patient Finder
Communication		Use the Communication icon to: Open Your Message Board Send a Broadcast Message, Message to Provider, or Message to a Workstation Send an Email Send a Mobile Text Message
Quick Messages		Use the Quick Messages icon to: Send frequently used messages to your team Manage which Quick Messages and replies your team has available
Huddle		Use the Huddle button to access your practice's Daily Huddle, a report that shows you an at-a-glance summary of the day ahead.
Getting It Done		Use the Getting It Done to access YAPI's task manager features including: Add To-Do To-Do List View To-Do Calendar View
Recall Manager		Use the Recall Manager button to access your: Recall Manager Setup Recall Due List Recall Past Due List
Online		Use the Online button to access two internet-related features of YAPI: Mail Blast InstaReview Note: The Online Surveys & Reviews and Latests Surveys options in this menu are no longer a supported feature and have been replaced by InstaReview.
Mail Manager		Use the Mail Manager button to open your Mail Queue where you can print postcards generated by YAPI's automated appointment or recall reminders.
Document Queue		Use the Document Queue button to open and file forms that patients have submitted online like new patient paperwork.
Reports		Use the Reports button to access: Your Quick KPI Report Your Daily Activity Reports Your Care Call List Appointment Reminders Sent Report Appointment Reminders Sent Exception Report
Tools		The Tools menu houses additional features, mostly used for troubleshooting. This includes (but isn't limited to): Restarting your YAPI Service Finding and ejecting patients stuck in the Dashboard Finding missing forms Pushing appointment reminders out manually Updating the lists of medical conditions, allergies, and medications that appear on your medical history form Updating your practice logo Installing YAPI Writer Note: You won't use all of these tools. Many of them are meant to be used only by the YAPI team in cases where you need assistance.
Setup and Manage		Use the Setup and Manage button to: Access Global Setup with practice settings for: Forms Patient & Operatory Alerts Dashboard Rooms The Dashboard Routing Slip Appointment Reminders Your practice's name, contact information, and hours of operation Automated new patient paperwork emails or texts Text forwarding after hours Access Local Setup with workstation settings for: In-office messages Auto-start and auto-shutdown Manage Documents and Templates with settings for creating and editing: Email templates Text templates Forms Form packages Manage Interest Lists Manage Opt-out Lists (for email and text)
Help		Use the Help button to access support for using YAPI, including: Online access to YAPI's Help Center (Help) Sharing Your Desktop With Helpdesk (if you call us and we need to see your computer) Release Notes About
Practice Online Portal		Use the POP button to open YAPI's Practice Online Portal (POP) login page, with access to additional features like YAPI Pay, Smart Scheduling, Smart Fill, and email campaigns.

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Room Toolstrip Options

	Summon Provider	Sends an in-office provider message to all workstations summoning the provider to the selected room.
	Send message to this area	Sends an in-office message to the selected room.
	Set area alert	Sets an Operatory Alert or, in the Check-In and Check-Out Areas, sets a red alert for general assistance.
	Toggle in-service/out-of-service	Toggles an operatory to Out-of-Service and back to In-Service.
	Check-in provider	Opens a dropdown menu to check a provider into a room so your team knows where providers are in the practice:
	Set patient alert	Opens a window to add a Patient Alert to selected patient.
	Toggle patient ready/Not ready	Toggles a patient to Ready (for treatment) or back to Not Ready.
	Treatment/checkout/dismiss	Moves a patient to the next room during their visit. If clicked in the Check-In Area, a dropdown appears to select an operatory to move the patient to. If clicked in an operatory, the Routing Slip appears and then the patient is moved to the Check-Out Area. If clicked in the Check-Out Area, the Routing Slip appears and the patient is dismissed and removed from the Dashboard.
	InstaReview	Opens a window to confirm a patient's mobile phone number and send them an InstaReview request manually.
	Sign form	This option is no longer supported.
	Scan document	This option is no longer supported.
	Patient documents	Opens the patient's Document Folder to view any forms that haven't been filed into Dentrix, Open Dental, or Eaglesoft yet.
	Search	Opens a menu to search the patient's appointment, search for family members, search family members' appointments, or open the Patient Finder.
	Reveal Photo	Opens the patient's profile photo if they have one stored in Dentrix, Open Dental, or Eaglesoft.
	Diagnodent Exam	Opens up a tooth chart to enter a Diagnodent reading for each individual tooth: Clicking Save converts the chart into a PDF document that can be filed from the patient's Document folder. Tip: This can also be used for simple periodontal charting.
	Document center	This option is no longer supported.
	Add to interest list	Opens a window to add the selected patient to an Interest List.
	Patient notes	This option is no longer supported.
	Send email	Opens a window to send an email to the selected patient.

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Hidden Menus

Each room in the Dashboard also has a hidden menu with additional options. These options change depending on where you right-click and whether there is a patient present in the room: