Introduction to the Practice Dashboard

Table of Contents

Check out an overview of the Dashboard by clicking below:

Click  Expand_Icon.png  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 POP.png 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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number1.png Practice Name number4.png Date and Time number7.png Operatories & Other Rooms
number2.png Workstation Name number5.png Compact View Button number8.png Check-Out Area
number3.png Dashboard Toolbar number6.png Check-In Area number9.png Room Toolstrip

number1.png  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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number2.png  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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number3.png  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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number4.png  Date and Time

Displays the current day, date, and time.

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number5.png  Compact View Button

Converts the Dashboard to and from Compact View:

Compact_View.gif

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 number6.pngCheck-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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number7.png  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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number8.png  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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number9.png  Room Toolstrip

This customizable mini toolbar at the bottom of each room allows for quick access to frequently used functions like summoning a provider defaultprovider.png, messaging a room megaphone.png, adding an alert to a patient a0.png, and moving a patient to their next area in the Dashboard Dismiss_Icon.png.  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 

Patients.png

Use the Patients icon to access:

Communication 

Communication.png

Use the Communication icon to:

Quick Messages

Quick_Messages.png

Use the Quick Messages icon to:

Huddle

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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

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Use the Getting It Done to access YAPI's task manager features including:

Recall Manager

Recall_Manager.png

Use the Recall Manager button to access your:

Online

Online.png

Use the Online button to access two internet-related features of YAPI:

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

Mail_Manager.png

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

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Use the Document Queue button to open and file forms that patients have submitted online like new patient paperwork.

Reports

Reports.png

Use the Reports button to access:

Tools

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The Tools menu houses additional features, mostly used for troubleshooting.  This includes (but isn't limited to):

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

Setup_and_Manage.png

Use the Setup and Manage button to:

Help

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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

POP.png

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

defaultprovider.png

Summon Provider 

Sends an in-office provider message to all workstations summoning the provider to the selected room.

megaphone.png

Send message to this area

Sends an in-office message to the selected room.

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Set area alert

Sets an Operatory Alert or, in the Check-In and Check-Out Areas, sets a red alert alert.png for general assistance.

trafficlight.png

Toggle in-service/out-of-service

Toggles an operatory to Out-of-Service and back to In-Service.

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Check-in provider

Opens a dropdown menu to check a provider into a room so your team knows where providers are in the practice:

provider-checkin.png

a0.png

Set patient alert 

Opens a window to add a Patient Alert to selected patient.

Toggle_Ready_Not_Ready.png

Toggle patient ready/Not ready

Toggles a patient to Ready (for treatment) or back to Not Ready.

Dismiss_Icon.png

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.png

InstaReview

Opens a window to confirm a patient's mobile phone number and send them an InstaReview request manually.

signform.png

Sign form

This option is no longer supported. 

scan.png

Scan document

This option is no longer supported. 

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Patient documents

Opens the patient's Document Folder to view any forms that haven't been filed into Dentrix, Open Dental, or Eaglesoft yet.

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Search

Opens a menu to search the patient's appointment, search for family members, search family members' appointments, or open the Patient Finder.

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Reveal Photo

Opens the patient's profile photo if they have one stored in Dentrix, Open Dental, or Eaglesoft.

a82.png

Diagnodent Exam

Opens up a tooth chart to enter a Diagnodent reading for each individual tooth:

diagnodent.png

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.

doccenter.png

Document center

This option is no longer supported. 

a79.png

Add to interest list

Opens a window to add the selected patient to an Interest List.

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Patient notes

This option is no longer supported. 

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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:

Check-In Area

Right-clicking on an empty, white area:

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Menu Options: 

    • Today's Schedule - Opens Today's Schedule to check in patients directly from YAPI.

    • Set Alert - Sends out an alert message that assistance is needed in this room and makes the room flash red.  (This option then changes to Cancel alert to make the alert go away.)

    • Send Message to "Check-In Area" - Opens a window to send a message to Check-Out Area.

    • Hide "Check-In Area" - Hides the Check-In Area from the Dashboard on the workstation (not recommended).

 

Right-clicking on a patient:

Screen_Shot_2022-06-21_at_3.12.43_PM.png

Set Alert, Send Message, and Hide options from above are included, and Today's Schedule is replaced with additional menu options for the individual patient:

    • Dentrix G7 (for users of Dentrix G7 and above) - Direct access to the patient's Dentrix Document Center, Chart, Family File, Ledger, and Treatment Planner.

    • Refresh from PMS - Refreshes the patient's information (like name, alerts, medications) from Dentrix, Open Dental, or Eaglesoft.

    • Open patient in Finder - Searches for the patient in YAPI's Patient Finder.

    • Add Patient Alert - Opens a window to add a Patient Alert to the patient within YAPI.

    • Routing Slip - Opens the patient's digital Routing Slip.

    • Dismiss - Automatically opens the patient's Routing Slip, after which the patient is dismissed and removed from the Dashboard.

    • Check-out - Sends the patient to the Check-Out Area, automatically opening their Routing Slip.

    • Add to Interest List - Opens a window to add the patient to an Interest List for mail blasts.

    • Communicate - Opens the additional options of sending the patient an email and setting their communication options.

    • Documents - Opens the additional options of importing a patient document into YAPI from a file or from your computer's clipboard if you copied it. 

      Note: The Scan Document option is no longer supported.

If the patient has been HASN'T been set to "Ready" in this area (their avatar is gray), you'll also see:

    • Mark Patient as Ready for Treatment - Sets the patient to "Ready" in YAPI, changing their avatar to color and sending a Provider message to all workstations.

If the patient HAS been set to "Ready" in this area (their avatar is in color), you'll also see:

    • Mark Patient as NOT Ready for Treatment - Sets the patient to "Not Ready" in YAPI, changing their avatar to gray and sending a Provider message to all workstations.

    • Start Treatment - Opens a selection of available operatories/ patient rooms to move the patient to.

 

Check-Out Area

Right-clicking on an empty, white area:

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Menu Options: 

    • Set Alert - Sends out an alert message that assistance is needed in this room and makes the room flash red.  (This option then changes to Cancel alert to make the alert go away.)

    • Send Message to "Check-Out Area" - Opens a window to send a message to Check-Out Area.

    • Hide "Check-Out Area" - Hides the Check-Out Area from the Dashboard on the workstation (not recommended).

 

Right-clicking on a patient:

Screen_Shot_2022-06-21_at_3.11.10_PM.png

Set Alert, Send Message, and Hide options from above are included, along with additional menu options for the individual patient:

    • Dentrix G7 (for users of Dentrix G7 and above) - Direct access to the patient's Dentrix Document Center, Chart, Family File, Ledger, and Treatment Planner.

    • Refresh from PMS - Refreshes the patient's information (like name, alerts, medications) from Dentrix, Open Dental, or Eaglesoft.

    • Open patient in Finder - Searches for the patient in YAPI's Patient Finder.

    • Back to Treatment - Opens a selection of available operatories/patient rooms to move the patient back to.

    • Add Patient Alert - Opens a window to add a Patient Alert to the patient within YAPI.

    • Dismiss - Automatically opens the patient's Routing Slip, after which the patient is dismissed and removed from the Dashboard.

    • Add to Interest List - Opens a window to add the patient to an Interest List for mail blasts.

    • Communicate - Opens the additional options of sending the patient an email and setting their communication options.

    • Documents - Opens the additional options of importing a patient document into YAPI from a file or from your computer's clipboard if you copied it. 

      Note: The Scan Document option is no longer supported.

 

Operatories & Other Rooms

Right-clicking on an empty room:

Screen_Shot_2022-06-21_at_3.12.28_PM.png

Menu Options: 

    • Operatory Alert - Opens a window to broadcast an Operatory Alert to your team.

    • Send Message to... - Opens a window to send a message to the select room.

    • Set out-of-service - Sets the room out of service so that the operatory chair turns gray in color and patients can't be moved into that room. (This option then changes to Cancel out-of-service to make the room available again.)

    • Hide... - Hides the room from the Dashboard on the workstation.

 

Right-clicking on a room with a patient present:

Screen_Shot_2022-06-21_at_3.11.55_PM.png

Operatory Alert, Send Message, and Hide options from above are included, along with a Summon option to summon a specific provider to the room and additional menu options for the individual patient:

    • Dentrix G7 (for users of Dentrix G7 and above) - Direct access to the patient's Dentrix Document Center, Chart, Family File, Ledger, and Treatment Planner.

    • Refresh from PMS - Refreshes the patient's information (like name, alerts, medications) from Dentrix, Open Dental, or Eaglesoft.

    • Open patient in Finder - Searches for the patient in YAPI's Patient Finder.

    • Add Patient Alert - Opens a window to add a Patient Alert to the patient within YAPI.

    • Routing Slip - Opens the patient's digital Routing Slip.

    • Check-out - Sends the patient to the Check-Out Area, automatically opening their Routing Slip.

    • Back to Check-in - Sends the patient back to the Check-In Area.

    • Move to Operatory - Opens a selection of available operatories/ patient rooms to move the patient to.

    • Add to Interest List - Opens a window to add the patient to an Interest List for mail blasts.

    • Communicate - Opens the additional options of sending the patient an email and setting their communication options.

    • Documents - Opens the additional options of importing a patient document into YAPI from a file or from your computer's clipboard if you copied it. 

      Note: The Scan Document option is no longer supported.

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