Introduction to Smart Scheduling
Using Online Scheduling in Yapi Leap (our new web app)? 🤔 In that case, looks like you're in the wrong place. Instead, go to the corresponding topic in our Leap Help Center:
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What Is Smart Scheduling?
Smart Scheduling is YAPI's online scheduling feature that helps patients book appointments online without having to call your office. Once you've set up Smart Scheduling in YAPI's Practice Online Portal (POP), patients can schedule an appointment right into your Dentrix Appointment Book, your Open Dental Appointments, or your Eaglesoft OnSchedule at any time of the day - even when your office is closed.
Why Use Smart Scheduling?
Not only is Smart Scheduling convenient for patients, it's convenient for you too! When they're able to book online, patients can take their time finding the right appointment and can even upload their insurance information for you. Meanwhile, your team has more time to care for patients in office and handle other tasks that require extra care and attention.
What Smart Scheduling Looks Like for Your Practice
YAPI's Smart Scheduling interface is exclusively in the Practice Online Portal (POP), where you can adjust your settings and view whose schedule appointments. You can access these by clicking on Smart Scheduling in POP's left-hand menu and choosing Activity or Settings.
Activity
By clicking Activity, you can see which patients have scheduled online and the details of their appointments:
| Patient Type | Appt. Date | Reason | |||
| Patient Name | Time | Refresh | |||
| Date Created | Provider |
Patient Type
This column displays the type of patient that scheduled an appointment online:
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New: The person who scheduled IS NOT a current patient in Dentrix, Open Dental, or Eaglesoft
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Existing: The person who scheduled IS a current patient in Dentrix, Open Dental, or Eaglesoft
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Recall: The person who scheduled IS a current patient in Dentrix, Open Dental, or Eaglesoft AND scheduled their appointment from an automated recall reminder sent to them through YAPI.
Back to the Activity Page Picture
Patient Name
Displays the full first and last name for each patient that booked an appointment online.
Back to the Activity Page Picture
Date Created
Displays the date that each patient booked their appointment online (not the appointment date).
Back to the Activity Page Picture
Appt Date
Displays the date for each online-scheduled appointment.
Back to the Activity Page Picture
Time
Displays the time for each online-scheduled appointment.
Back to the Activity Page Picture
Provider
Displays the name of the provider assigned to each online-scheduled appointment along with their assigned color.
Back to the Activity Page Picture
Reason
Displays the treatment scheduled for each online-scheduled appointment.
Back to the Activity Page Picture
Refresh
This button refreshes the page, updating your practice's list of on-line scheduled appointments.
Back to the Activity Page Picture
Settings
By clicking Settings, you can view and adjust your practice's settings for Smart Scheduling. These are initially set by a Product Trainer during a Smart Scheduling Feature Activation appointment, but you can adjust these at any time.
| Refresh Procedure Codes | Operatories | Smart Scheduling Rules | |||
| Accepted Insurances | Treatments | General Settings | |||
| Providers | Recall Rules |
Refresh Procedure Codes
This button updates your list of available procedure codes from Dentrix, Open Dental, or Eaglesoft.
Back to the Settings Page Picture
Accepted Insurances
Click the Accepted Insurances button to access and edit which insurances your practice accepts.
Back to the Settings Page Picture
Providers
Click the Providers button to access and edit the providers from your practice that accept appointments scheduled online.
Back to the Settings Page Picture
Operatories
Click the Operatories button to access and edit the operatories at your practice that are available for online-scheduled appointments.
Back to the Settings Page Picture
Treatments
Click the Treatments button to edit and add treatments that your patients can schedule online.
Back to the Settings Page Picture
Recall Rules
Click the Recall Rules button to edit rules specifically for recall/continuing care treatments or to create new ones.
Back to the Settings Page Picture
Smart Scheduling Rules
Click the Smart Scheduling Rules button to edit settings for the treatments your patients can schedule online including what providers and operatories can be scheduled for each treatment and what days and times each treatment is available.
Back to the Settings Page Picture
General Settings
General Settings houses the overall settings for all online scheduling including:
- Whether you allow double booking and which providers accept double booking.
- How soon and how far out patients can schedule an appointment online.
- The age cutoff for children's treatments.
- Whether you want YAPI to send an email confirmation to patients when they book online.
- What insurance information you require to book an appointment online.
- Which patients you allow online scheduling for: new, existing, and/or recall.
Back to the Settings Page Picture
What Smart Scheduling Looks Like for Patients
The patient experience is different depending on whether a patient is new to your practice, is a returning patient scheduling through a link or your website, or is an existing patient scheduling a hygiene appointment from a link in their recall reminder. You can check out a full walkthrough of each experience by clicking the links below:
- Smart Scheduling - New Patient Walkthrough
- Smart Scheduling - Existing Patient Walkthrough
- Smart Scheduling - Recall Patient Walkthrough