Introduction to the Daily Huddle

Table of Contents

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What Is the Daily Huddle?

The Daily Huddle is an interactive report that shows a global view of your day including your full schedule, your practice's To Do list, your Care Call List, and projected production.  When loading the report, you also have the option to sort it chronologically by the times on your schedule or by provider so that each member of your clinical staff can see their day at a glance.

Within the Huddle report, each patient's appointment shows a breakdown of:

  • The patient's name
  • The appointment time, length, production amount, and assigned provider
  • Whether patient confirmed their appointment
  • Any outstanding balance for the patient
  • Patient alerts like allergies, medical conditions, medications, and whether patient is new, is overdue for their continuing care (recall), or has an upcoming birthday

The Daily Huddle also allows you to:

  • add notes about each appointment and the day overall
  • add forms to each patient in advance
  • add patient alerts
  • view each patient's profile picture
  • text or email a patient
  • switch to a patient record in your practice management software

And while the most comprehensive view of the Huddle is available within the desktop Dashboard, you can also view a summarized Huddle in the YAPI iPad app, giving your team access when they're on the go.

 

Why Use the Daily Huddle?

In a dental office, a team huddle sets the tone for the day. It prepares your dental team for success and helps to navigate occasional hiccups. Ideally, a team huddle gives every team member the opportunity to identify his or her concerns or opportunities.

YAPI's Daily Huddle report is a great way to guide your team's daily huddle, giving you a comprehensive view of the day ahead. It helps you plan your day, handle the unexpected, resolve bottlenecks, and take advantage of opportunities on the schedule. And since it updates in real time, it keeps everyone on the team connected and on the same page throughout the day.

Tip: For tips and recommendations for using the Daily Huddle in your practice, check out Create a Great Day in Your Dental Office with the Virtual Huddle.

 

What the Daily Huddle Looks Like on the Desktop

Top of the Report

Screen_Shot_2022-05-06_at_10.27.45_AM_2_3.png

number1.png Title & Date of Report number5.png Appt Reason number9.png Balance
blackX.png Notes (for the Day) number6.png Length blackX.png Notes (for the Appt)
number3.png Schedule number7.png Production number11.png Appointment Time
number4.png Confirmed number8.png Provider number12.png Patient Alerts

number1.png  Title & Date of Report

Displays the title and date for the Huddle.

Tip:  To view the Daily Huddle for a different day, choose the date in the bottom right corner of the window and click  Get.

Back to the Top of Report Picture

blackX.png  Notes (for the Day)

This feature is no longer supported.

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number3.png  Schedule

Displays the entire day's schedule.  By default, the schedule shows in chronological order, but you can also sort the schedule by provider by selecting By Provider under Sort when generating the Huddle report.

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number4.png  Confirmed

Displays a green flag icon Green_Confirmed_Flag.png if the patient confirmed their appointment.

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number5.png  Appt Reason

Displays the procedure(s) the patient is scheduled for.

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number6.png  Length

Displays the length of the patient's appointment.

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number7.png  Production

Displays the amount of production, in dollars, to be generated from the patient's appointment.

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number8.png  Provider

Displays the provider code for the provider assigned to the appointment.

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number9.png  Balance

Displays the patient's outstanding balance in dollars.

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blackX.png  Notes (for the Appointment)

This feature is no longer supported.

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number11.png  Appointment Time

Displays the appointment time for each appointment.

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number12.png  Patient Alerts

Displays Patient Alert icons indicating medications the patient takes, medical conditions they have, and other information that will help your team best serve the patient like a recent birthday, an outstanding balance, or overdue continuing care.

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Bottom of the Report

Screen_Shot_2022-05-06_at_10.26.10_AM_2.png

letterA.png Patient & Production Totals letterD.png Care Call List letterG.png Filter
letterB.png Monthly Production vs. Goal letterE.png Print  letterH.png Report Date
letterC.png To Dos letterF.png Sort letterI.png Get

letterA.png  Patient & Production Totals

Displays the total patients scheduled for the day and the total amount of production to be generated from these scheduled appointments.

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letterB.png  Monthly Production vs. Goal

Displays your practice's production for the current month and compares it to your practice's monthly production goal.  This section includes:

  • Production Goal: You practice's production goal for the month, set in YAPI's Quick KPI.

  • MTD (Month to Date) Goal: The production amount your practice should have generated so far this month to keep up with your monthly goal.

  • MTD (Month to Date) Adjusted Production: Total production including adjustments.

  • Days Total/Left: The total number of production days in the month vs. the number of production days left in the month.

  • Daily Goal: Your practice's average daily goal for production based on your set monthly goal divided by the number of production days in the month.

  • Daily Goal Forward: Your practice's projected goal for each day left in the month based on your production so far.  This number will be higher than the Daily Goal if you're falling behind and lower if you've been consistently exceeding your Daily Goal this month.

  • Production vs. Goal: The percentage of your practice's monthly goal that you've already met this month.

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letterC.png  To Dos

Displays To Dos created in the Dashboard's Getting It Done task manager that are due to be completed or are overdue as of today.

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letterD.png  Care Call List

Displays patient Care Calls that are due to be completed or are overdue as of today.

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letterE.png  Print

Allows your team to print a physical copy of the Huddle.

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letterF.png  Sort

The Sort section allows you to sort the Huddle chronologically by appointment time or by provider before clicking Get to generate the report.

Screen_Shot_2022-04-08_at_4.12.41_PM.png     
Sorted by Appointment Time

Screen_Shot_2022-04-08_at_4.14.00_PM.png
Sorted by Provider

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letterG.png  Filter

Filter options allow you to hide patient names and only display selected patients on the Huddle report.  You can filter the Huddle to only show:

  • Patients with an outstanding balance (With Balance Only)
  • Patients with overdue recall/continuing care (CC past due only)
Note: Annotated Only is no longer supported since adding Notes to a patient is no longer a supported feature.

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letterH.png  Report Date

Click the Report Date and select a day from the calendar that pops up to generate a Huddle report for that date.

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letterI.png  Get

The Get button generates your Huddle report based on the Sort, Filter, and Report Date options you've chosen.

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What the Daily Huddle Looks Like on an iPad

Within YAPI's iPad app, you can view a summarized version of the Daily Huddle by tapping Huddle in the bottom toolbar and tapping on the calendar to select a date. From here, you can click to view notes and the day's schedule, which includes patient alerts, procedures, balances, appointment time and length, and the assigned provider:

Huddle_iPad.gif

 

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