Introduction to the Patient Finder

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Table of Contents

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Check out a quick overview below:

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What Is the Patient Finder?

The Patient Finder is a tool you can use to search for patients and perform multiple tasks without having to open Dentrix, Open Dental, or Eaglesoft.  Within the Patient Finder, you can:

 

Why Use the Patient Finder?

Instead of having to dig for patient information in your practice management software, the Patient Finder helps you access it quickly so you can easily email and text patients, change their communication settings, and view their important details.  Essentially, the Patient Finder is an all-in-one tool to access the most important information and complete common tasks without having to wade through menus in Dentrix, Open Dental or Eaglesoft.

Some great ways to use the Patient Finder:

  • Check an unscheduled patient into the Dashboard if they come in to sign paperwork.

  • View a patient's text log to see if you messaged them on a specific date and if they responded.

  • Opt patients out of email or text communications if they don't like receiving those kinds of reminders.

  • Export a .csv of your search so you can import a specific set of patients to a new Interest List all at once.

  • Search tomorrow's appointment date to see which patients have a balance due.

  • Send manual InstaReview Requests if you aren't using YAPI's automated option.

  • Add patients to your Care Call List and Interest Lists when they've already left the office.

 

What the Patient Finder Looks Like

Search Window

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number1.png Search Options number5.png B (Balance) number9.png Export
number2.png Search Results number6.png Clickable Mobile Number blackX.png Email
number3.png Search number7.png Clickable Email Address number11.png Print
number4.png Active Patients Only number8.png Select number12.png Print Postcard

number1.png  Search Options

The Patient Finder has 7 search options for looking up patients: last name, phone number, email address, birthdate, age and gender, Interest List, and appointment date.  For more about these options, see Search Options in the Patient finder below.

Back to Patient Finder Picture

number2.png  Search Results

Displays the results of your search based on the information you entered in Search Options.

Back to Patient Finder Picture

number3.png  Search

Clicking this Search button after entering your search criteria generates a list of patients in the Search Results box.

Back to Patient Finder Picture

number4.png Active Patients Only

Selecting the Active Patients Only checkbox limits search results to patients marked as active in Dentrix, Open Dental, or Eaglesoft.

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If Active Patients isn't selected, some non-active patients will show in your search results.  Active and non-active patients may display in a different color, depending on your practice management software:

Dentrix Users

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Open Dental Users

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For Open Dental users, patients marked as Inactive, Archived, or Deceased don't ever show in the Patient Finder.

Eaglesoft Users

Patient_Finder_Eaglesoft_2.png

Back to Patient Finder Picture

number5.png  B (Balance)

This column displays a dollar sign icon hasbalance.png for patients with an outstanding balance when using the Email, Birthdate, Interest List, and Appointment search options.

Back to Patient Finder Picture

number6.png  Clickable Mobile Number

Clicking on a patient's mobile number opens a pop-up so you can text them directly from the Patient Finder.

Back to Patient Finder Picture

number7.png  Clickable Email Address 

Clicking on a patient's email address opens a pop-up so you can email them directly from the Patient Finder.

Back to Patient Finder Picture

number8.png  Select

The Select section provides options for selecting all patients in your search results, only patients with an email address, or only patients without an email address.  By clicking None, you can also deselect all patients within your search results.  You can then generate postcards for the selected patients.

Note: The Select options are no longer supported for sending emails, printing your search results, or exporting your search results to a .csv file.  The Print and Export features always print and export your full list of search results; the Email button is no longer supported.

Back to Patient Finder Picture

number9.pngExport

Clicking Export saves your full list of search results to a .csv file.  This file can then be opened in Microsoft Excel or imported into YAPI to create an Interest List.

Back to Patient Finder Picture

blackX.png  Email

This feature is no longer supported.  To send an email to an individual patient, click their email address in your Search Results.

Back to Patient Finder Picture

number11.png  Print

Clicking Print prints your full list of Search Results.

Back to Patient Finder Picture

number12.png  Print Postcard

Clicking Print Postcard opens a pop-up so you can generate postcards for all patients selected (with a checkbox in the left column) in your Search Results.

Back to Patient Finder Picture

 

Search Options

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The Patient Finder has 7 search options for looking up patients:

 

Last Name

Search using the Last Name tab (the most common option) by entering a patient's last name or the first part of it:

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Back to Search Options

Phone

Search using the Phone tab by entering a patient's home or mobile phone number:

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Back to Search Options

Email

Search using the Email tab by entering a patient's email address or the first part of it:

Screen_Shot_2022-05-10_at_12.14.35_PM.png

Back to Search Options

Birthdate

Search using the Birthdate tab by entering a range of birthdates.  To change the date range, click the calendar icon Screen_Shot_2022-05-10_at_2.52.26_PM.png next to each date.

Screen_Shot_2022-05-10_at_12.15.14_PM.png

Back to Search Options

Age/Gender

Search using the Age/Gender tab by entering a range of ages and selecting a gender.  To search by age only, select the hyphen (-) option in the Gender dropdown menu.

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Back to Search Options

Interest List

Use the Interest List tab to select one of your practice's current Interest Lists in YAPI and display all of the patients on that Interest List:

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Back to Search Options

Appointment

In the Appointment tab, see all the patients scheduled for a specific date by clicking the calendar icon Screen_Shot_2022-05-10_at_2.52.26_PM.png and selecting an appointment date:

Screen_Shot_2022-05-10_at_12.16.46_PM.png

Back to Search Options

 

Patient Menu

Once you've located a patient using the Patient Finder's search options, you can click on their name, revealing a hidden menu with several functions:

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Dentrix G7 (visible to Dentrix users only)

  • Document Center - Opens the patient's Dentrix Document Center window¬†
  • Chart - Opens the patient's Dentrix Chart
  • Family File - Opens the patient's Dentrix Family File
  • Ledger - Opens the patient's Dentrix Ledger
  • Treatment Planner - Opens the Patient's Treatment Planner window in Dentrix

Back to Patient Menu Picture

Remember This Patient 

This feature is no longer supported.

Back to Patient Menu Picture

Show Appointments

Displays the patient's appointments in a pop-up window.  The window automatically displays upcoming appointments but you can select the Show Past Appointments checkbox to display all appointments for the patient, both past and future.

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Back to Patient Menu Picture

Reveal Picture

Reveals the patient's profile picture from Dentrix, Open Dental, or Eaglesoft.

Back to Patient Menu Picture

Check-In

Checks the patient in to the YAPI Dashboard, regardless of whether they have an appointment.

Back to Patient Menu Picture

InstaReview (visible only if InstaReview is enabled)

  • Send InstaReview Request - Opens a pop-up to send an InstaReview request manually to the patient.

  • Enable/Disable InstaReview for this patient - Opens a pop-up to enable or disable automated InstaReview requests for the patient.

Back to Patient Menu Picture

Communication

  • Set Communication Options - Opens a pop-up to set which automated communications the patient receives through YAPI.

    Note: Emails and texts are enabled for all patients by default and YAPI doesn't read communication settings from Dentrix, Open Dental, or Eaglesoft.  Also, the Reminder Preferences and Marketing and News options are no longer supported.
  • Email - Selecting Send Email opens a pop-up to send an email to the patient.¬† Selecting Log opens a window showing the automated and mail blast emails that have been sent to them through YAPI.

  • Mobile Text - Selecting Send Text opens a pop-up to send a text to the patient.¬† Selecting Log opens a window showing all ingoing and outgoing text communication with the patient through the YAPI Dashboard.

  • Phone - The Phone Log is no longer a supported feature.

  • Postcard - Selecting Print Postcard opens a window to select a postcard template and generate a postcard to the Mail Queue for printing.

Back to Patient Menu Picture

Find Family Members

Opens a window listing the patient's family members.

Back to Patient Menu Picture

Interest Lists

  • Add - Opens a pop-up to add the patient to an Interest List.
  • Edit - Opens a pop-up to delete a patient from an Interest List or add them to one.

Back to Patient Menu Picture

Add Alert

Opens a pop-up to add a Patient Alert to the patient.

Back to Patient Menu Picture

Add To-Do

Opens a pop-up to add task to Getting It Done.

Back to Patient Menu Picture

Add to Care Call List

Opens a pop-up to add a patient to your practice's Care Call List.

Back to Patient Menu Picture

 

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