Introduction to Smart Scheduling

Table of Contents

Check out an intro to 
Smart Scheduling Settings here:

Click  Expand_Icon.png  to view full screen.

 

 

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:

SS_Activity_2_2.png

number1.png Patient Type number4.png Appt. Date number7.png Reason
number2.png Patient Name number5.png Time number8.png Refresh
number3.png Date Created number6.png Provider    

number1.png  Patient Type

This column displays the type of patient that scheduled an appointment online:

  • New: The person who scheduled IS NOT a current patient in Dentrix, Open Dental, or Eaglesoft 

  • Existing: The person who scheduled IS a current patient in Dentrix, Open Dental, or Eaglesoft 

  • 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

 

number2.png  Patient Name

Displays the full first and last name for each patient that booked an appointment online.

Back to the Activity Page Picture

number3.png  Date Created

Displays the date that each patient booked their appointment online (not the appointment date).

Back to the Activity Page Picture

number4.png  Appt Date

Displays the date for each online-scheduled appointment.

Back to the Activity Page Picture

number5.png  Time

Displays the time for each online-scheduled appointment.

Back to the Activity Page Picture

number6.png  Provider

Displays the name of the provider assigned to each online-scheduled appointment along with their assigned color.  

Back to the Activity Page Picture

number7.png  Reason

Displays the treatment scheduled for each online-scheduled appointment.

Back to the Activity Page Picture

number8.png  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. 

Screen_Shot_2022-09-09_at_10.29.30_AM_2.png

letterA.png Refresh Procedure Codes letterD.png Operatories letterG.png Smart Scheduling Rules
letterB.png Accepted Insurances letterE.png Treatments letterH.png General Settings
letterC.png Providers letterF.png Recall Rules    

letterA.png  Refresh Procedure Codes

This button updates your list of available procedure codes from Dentrix, Open Dental, or Eaglesoft.

Back to the Settings Page Picture

letterB.png  Accepted Insurances

Click the Accepted Insurances button to access and edit which insurances your practice accepts.

Back to the Settings Page Picture

letterC.png  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

letterD.png  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

letterE.png  Treatments

Click the Treatments button to edit and add treatments that your patients can schedule online.

Back to the Settings Page Picture

letterF.png  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

letterG.png  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

letterH.png  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:

 

Related Articles

 

Was this article helpful?
0 out of 0 found this helpful