Adding a Treatment to Your Smart Scheduling Settings

When scheduling online, patients must select a treatment type to book an appointment.  All major treatments are added in your Smart Scheduling settings by one of our Product Trainers during your Smart Scheduling Feature Activation session, but if you need to add an additional treatment later on, just follow the instructions below.

Table of Contents

 

Adding a Treatment for Online Scheduling

For patients to select a treatment when booking an appointment online, you must create the treatment in your Smart Scheduling settings and also create a Smart Scheduling Rule.  If the treatment is for recall/continuing care, you must also create a Recall Rule in between those steps.  Start with Creating a Treatment below:

Step 1: Creating a Treatment

Click Here for Instructions

To create a treatment in your Smart Scheduling Settings:

  1. Log into POP.

  2. Click Smart Scheduling in the left-hand menu and select Settings:

    Screen_Shot_2022-09-07_at_4.23.01_PM_2.png

  3. On the Smart Scheduling settings page, click the Treatments button:

    Screen_Shot_2022-09-08_at_12.00.39_PM_2.png

  4. Click + Add Treatment:

    Screen_Shot_2022-09-08_at_12.02.06_PM_2.png

  5. Under Treatment Name, enter the name of the treatment. (Patients won't see this).  Then, click Select to search for and select the ADA code associated with this treatment:

    Screen_Shot_2022-09-08_at_12.03.54_PM_2.png

  6. In the Duration dropdown menu, select a specific length for this appointment OR select Let System Calculate to automatically use the default appointment length from this treatment from Dentrix, Open Dental, or Eaglesoft:

    Screen_Shot_2022-09-08_at_12.05.13_PM.png

  7. Under Available for Patient Type, select the type(s) of patient(s) you want this appointment to be available for - New, Existing, or Recall:

    Note: Only select Recall Patient for appointments associated with the recall/continuing care you've set up in Dentrix, Open Dental, or Eaglesoft (usually Prophy and Perio).  For all other appointments, select New Patient and/or Existing Patient.
    Screen_Shot_2022-09-08_at_12.05.46_PM.png

    If you selected Existing Patient, you'll see an additional "Is covered by insurance" toggle appear.  Toggle this on (blue) if this treatment is covered by insurance for existing patients:

    Screen_Shot_2022-09-08_at_12.05.46_PM_2.png

  8. Click Save.   

     

Step 1a: Adding a Recall Rule (for Recall Treatments Only)

Click Here for Instructions

To add a Recall Rule for recall/continuing care treatments:

  1. Click Settings in the left-hand menu again to return to your Smart Scheduling settings page.

  2. Click the Recall Rules button, then click +Add Rule.

  3. In the Recall Name dropdown, select the recall/continuing care treatment from Dentrix, Open Dental, or Eaglesoft that corresponds to the treatment you added in the previous step. (For example, if you created a treatment called Exam & Cleaning, you would likely choose Prophy or Adult Prophy from the list here):

    Screen_Shot_2022-09-08_at_4.53.02_PM.png

  4. Then, click Select to search for and select the ADA code associated with this treatment:

    Screen_Shot_2022-09-08_at_4.53.47_PM.png

  5. In the Duration dropdown menu, select a specific length for this appointment OR select Let System Calculate to automatically use the default appointment length from this treatment from Dentrix, Open Dental, or Eaglesoft:

    Screen_Shot_2022-09-08_at_12.05.13_PM.png

  6. Optional: If you want to include an exam, bitewings, and/or full mouth x-rays in this appointment, toggle on Add Exam?, Add Bitewings?, and/or Add FMX? (blue). 

    Screen_Shot_2022-09-08_at_4.59.07_PM_2.png

    • If you selected Add Exam: Click Select to choose the corresponding ADA code and in what situations you want this to be added to the appointment (on the first visit of each year or always). 

    • If you selected Add Bitewings: Choose the corresponding recall treatment from the Recall Name list.  Then, click Select to choose the corresponding ADA code.

    • If you selected Add FMX:  Choose the corresponding recall treatment from the Recall Name list.  Then, click Select to choose the corresponding ADA code.

    Screen_Shot_2022-09-08_at_4.58.37_PM.png

  7. If children have a different procedure code for the main recall treatment you're adding, toggle on Child has different Procedure Code? and repeat steps 4 - 6 for the child procedure.

  8. Click Save.

  9. On the Recall Rules page, toggle the rule to on (blue):

    Screen_Shot_2022-09-09_at_11.43.11_AM_2.png

 

Step 2: Adding a Smart Scheduling Rule

Depending on how your practice operates, you need to create either a single Smart Scheduling rule for the treatment you're adding OR create multiple rules that are provider-specific.  Select the option below that best fits how your providers work:

For Practices Whose Providers Use Specific Assigned Operatories (Not Common)

To create Smart Scheduling rules for the treatment you added:

  1. Click Settings in the left-hand menu again to return to your Smart Scheduling settings page.

  2. Click the Smart Scheduling Rules button, then click +Add Rule:

    Screen_Shot_2022-09-09_at_8.17.19_AM_2.png

  3. Click Rule Name and type in the name of the treatment plus the name of one of the providers that offers that treatment.

    Screen_Shot_2022-09-09_at_8.18.36_AM.png

  4. In the Treatment dropdown menu, select the treatment you created in the Step 1: Creating a Treatment section above.

    Screen_Shot_2022-09-09_at_8.18.51_AM.png

  5. Click +Add Providers and select the provider whose name you used in the Rule Name.  Then click OK.

    Screen_Shot_2022-09-09_at_9.24.34_AM.png

  6. Click +Add Operatories and select the operatory/operatories in which this provider offers this treatment.  Then click OK.

    Screen_Shot_2022-09-09_at_9.25.07_AM.png

  7. In the Time Block section:

    • If this treatment is offered by this provider any time your office is open: Leave Active Always toggled to on (blue).

      Screen_Shot_2022-09-09_at_9.26.28_AM.png

    • If this treatment is ONLY offered by this provider ON SPECIFIC DAYS & TIMES: Toggle Active Always to off (gray).  Then select the days and times that this provider offers the treatment.

      Screen_Shot_2022-09-09_at_9.26.17_AM.png

  8. Click Save.

  9. On the Scheduling Rules page, toggle the rule to on (blue):

    Screen_Shot_2022-09-09_at_11.43.39_AM_2.png

  10. Repeat Steps 2 - 8 for each provider that offers this treatment.

 

For All Other Practices

To create a Smart Scheduling rule for the treatment you added:

  1. Click Settings in the left-hand menu again to return to your Smart Scheduling settings page.

  2. Click the Smart Scheduling Rules button, then click +Add Rule:

    Screen_Shot_2022-09-09_at_8.17.19_AM_2.png

  3. Click Rule Name and type in the name of the treatment (or any other name for the rule that you'd like; it's up to you).

    Screen_Shot_2022-09-09_at_8.18.21_AM.png

  4. In the Treatment dropdown menu, select the treatment you created in the Step 1: Creating a Treatment section above.

    Screen_Shot_2022-09-09_at_8.19.06_AM.png

  5. Click +Add Providers and select all the providers that offer this treatment.  Then click OK.

    Screen_Shot_2022-09-09_at_9.24.45_AM.png

  6. Click +Add Operatories and select all the operatories in which providers perform this treatment.  Then click OK.

    Screen_Shot_2022-09-09_at_9.25.17_AM.png

  7. In the Time Block section:

    • If this treatment is offered any time your office is open: Leave Active Always toggled to on (blue).

      Screen_Shot_2022-09-09_at_9.26.28_AM.png

    • If this treatment is offered ONLY offered ON SPECIFIC DAYS & TIMES: Toggle Active Always to off (gray).  Then select the days and times when this treatment is offered.

      Screen_Shot_2022-09-09_at_9.26.17_AM.png

  8. Click Save.

  9. On the Scheduling Rules page, toggle the rule to on (blue):

    Screen_Shot_2022-09-09_at_11.43.39_AM_2_2.png

 

 

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