The online booking feature allows recare, new, and existing patients to book appointments online.
Pre-requisites for using online booking
Recare scheduling.
Recare patient communications. Patients receive email and text message reminders with the option to book online.
No roaming providers. Providers must be assigned to always work in certain operatories. Online booking offers open time slots to a patient based on which operatories providers can be scheduled in.
Setting up online booking
Set up or modify recare types. .
For each location, verify that the information is correct, and upload a logo. These will be seen by patients.
For each provider, verify that his or her user information is correct, and upload a photo. These will be seen by patients.
For each location, set up the appointment reasons for online booking.
For each location, set up the default appointment lengths for online booking.
For each location, set up the available hours for online booking.
For each location, enable online booking.
For each location, set up or modify patient communications. Ensure that there is at least one active recare email reminder. In the sample email messages for your active recare email reminders, you should see a Book Now button.
On the website for each of your locations, use the HTML provided by Dentrix Ascend to include a link to the online booking website for that location.
Tip: To view your progress with getting a location completely set up for online booking, with the correct location selected, select the Schedule Template option on the Settings menu to open that location's Schedule Template page, and then click (or tap) Setup Progress.
Workflow (patient)
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The patient does one of the following:
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If booking from an email or a text message reminder (recare):
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When the patient receives an email or a text message reminder, he or she clicks (or taps) Book Now (for an email message) or the link (for a text message).
The patient is taken to the online booking website and sees available times for dates spanning from the recare due date to two months after.
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If booking from a link on your website (new or existing patient):
When the patient of record or a prospective patient visits your location's website, he or she clicks the link to book an appointment online.
The patient is taken to the online booking website.
The patient selects whether he or she is a prospective patient (New) or a patient of record (Existing). The patient selects an appointment Reason and a Provider (if known, and the patient has a preference).
The available appointment time slots (if any) appear based on which time blocks allow online booking for the specified Patient type, Reason, and Provider.
Notes:
Open times that don't conflict with appointments and events that are already scheduled appear.
Open times that are at least as long as the default appointment length for the appointment (based on the recare appointment type, new patient appointment reason, or existing patient appointment reason) appear.
Within a time block, for each open space of time that can fit multiple appointments (based on the default appointment lengths associated with those appointments), Dentrix Ascend offers only the first available time slot. For example:
A patient is trying to schedule a 60-minute appointment.
You have openings from 8:00 AM to 11:00 AM and from 1:00 PM to 2:00 PM in the applicable time block.
The patient will see availability only for 8:00 AM and 1:00 PM.
After the patient takes the 8:00 AM time slot, the next patient will see availability only for 9:00 AM and 1:00 PM.
When you create, move, or delete an appointment or event, the change is published to online booking within 30 seconds.
When you inactivate a provider or an operatory, it is purged immediately from online booking, and the corresponding hours are removed from the available hours setup.
Nightly, online booking automatically searches for openings for the next several months.
Changes to online booking hours is published nightly.
Office hours are not taken into account.
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The patient does one of the following:
If booking from an email or a text message reminder (recare):
The patient selects an available time slot and then clicks (or taps) Book now.
Within 30 seconds, the patient is informed that the appointment has been booked or, if there is an error, to call the office.
If an "appointment scheduled" patient communication has been set up, the patient will receive that notification.
If booking from a link on your website (new or existing patient):
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The patient selects an appointment time, selects the I acknowledge and accept the following: Terms of Use check box, and then clicks (or taps) Enter patient information.
The patient enters his or her name, birth date, phone number, and email address; optionally types comments for the office; and then clicks (or taps) Verify.
Dentrix Ascend sends the patient an email message with a verification code, which the patient must enter to finish booking the appointment.
Within five minutes, the patient is informed that the appointment has been booked or, if there is an error, to call the office.
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Showing or hiding your scheduling template time blocks
On the View menu, set the Show Schedule Template time slots switch to On or Off. Then, click (or tap) Close.
With Show Schedule Template time slots set to On, the schedule displays the time blocks of your scheduling template. However, you can schedule any appointment within a time block; the time blocks are for reference only.
With Show Schedule Template time slots set to Off, the schedule does not display the time blocks of your scheduling template.
Workflow (office)
Identify and verify information for appointments that were booked online:
The appointment tile has a booked online (cloud) symbol to indicate that it was booked online by the patient.
Tip: You can also identify appointments that were booked online by generating the Appointments Booked Online Report.
On the Appointment Information panel, the appointment has the "Booked Online" text and symbol in the upper-right corner.
On the Appointment Information panel, the appointment has an Unconfirmed status.
On the Appointment Information panel, the appointment has a recare procedure attached (recare appointments from email and text message reminders only).
On the Appointment Information panel, the appointment reason appears in the Other box (new patient or existing patient appointments from website links only).
On the Appointment Information panel, the appointment has a note that the appointment was booked online by the patient and when it was booked. It also includes any comments from the patient.
If the patient for the appointment appears to be new or is not a perfect match for an existing patient on record, Dentrix Ascend asks you to verify the patient. When verification is needed, a symbol appears in the upper-left corner of the appointment tile to indicate that the booking needs to be assigned to a patient.
To finalize the patient assignment, click (or tap) the appointment tile to view the appointment information, and then do one of the following:
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Click (or tap) one of the possible matches (if any are listed; up to two may be listed). Text and numbers in red indicate the differences between what is in Dentrix Ascend and what the patient entered online.
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Click (or tap) Search for another Patient to view additional matches or to use the search box to find the correct patient.
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Click Create New Patient to create a new patient record and keep the patient's information attached to the appointment.
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Note: Each time a patient books an appointment online, a corresponding entry is added to the audit log.
Viewing the Appointments Booked Online Report
The Appointments Booked Online Report displays that appointments that were booked online by patients within or for a specified date range.
To view the report
If you are not already viewing the correct location, select it on the Location menu.
On the Schedule menu, click (or tap) Appointments Booked Online.
The Appointments Booked Online page opens.
Set up the following options:
Date Range - According to the selected Date Filter Options, includes appointments that were booked online for a date that is within the specified date range or that were booked online on a date that is within the specified date range. The default range is the past 30 days.
Date Filter Options - With Appointment date selected, includes appointments that were booked online for a date that is within the specified Date Range. With Day the patient booked online selected, includes appointments that were booked online on a date that is within the specified Date Range.
Report Type - Includes appointments for All booking types, for only Existing Patients, for only New Patients, for only Recare, or for only Unassigned Bookings.
Provider - Includes appointments for All Providers or a specific provider.
Operatory - Includes appointments in All Operatories or a specific operatory.
Click (or tap) Search.
Adding recare types
You can add recare types, which you can attach to patients' records to help you track recare appointments for those patients. Dentrix Ascend comes with the most common types already setup, but you can create your own recare type or customize an existing type to suit your preferences. You can use the recare types that you set up to attach recare to patients, using a default interval; however, you can change the interval on a patient-by-patient basis.
Note: Recare types are global (available to all locations across your organization).
To add a recare type
On the Recare Setup page, click (or tap) Create New.
The options for adding a recare type become available.
Set up the following options:
Type - Type a name for the recare type.
Description - Type a description for the recare type.
Interval - Enter a number, and select Weeks, Months, or Years to specify how often a patient with this recare type attached to his or her record should be seen for this type of recare.
Each time you complete a recare appointment, the due date for the corresponding patient's next recare appointment (of the same recare type) advances by the specified interval.
Primary Recare Type - If an appointment is typically scheduled around this recare type (for example, a cleaning), select this check box. If the procedures that you associate with this recare type are typically additional services that accompany a primary type (for example, X-rays), clear this check box.
Notes:
Only primary recare types can trigger automated text and email messages for recare reminders.
Only primary recare types are available for use with online booking.
Procedures - Add the procedures that you want to associate with this recare type. Begin typing a procedure code or description, continue typing as needed to narrow the results, and then select the desired procedure from the list. Repeat this for as many procedures as you want to associate with this recare type.
If you associate a procedure with this recare type, when you complete an appointment for the specified procedure, and if the recare type is not already attached to the record of the patient for whom the appointment was scheduled, a message will appear and allow you to choose whether or not you want to attach recare to the patient's record.
Click (or tap) Save.
Updating location information
When your organization was signed up to use Dentrix Ascend, Henry Schein One entered basic information about each location, which you can update as needed.
To update your location information
On a location's Location Information page, set up the following options:
Location name - The name of your location as you want it to appear on account statements and other correspondence sent to your office by Henry Schein One, billing statements sent to patients, and claims.
Location logo - A logo for this location. This logo will appear online if you are using the online booking feature. To attach a logo, click (or tap) Select Image, browse for and select the image file, crop the image as desired, and then click (or tap) Apply.
Address - The street address, city, state, and ZIP Code of your location as you want them to appear on billing statements sent to patients and on claims (box 56). Henry Schein One may use this to contact your office.
Phone number - The main contact phone number of your location. Henry Schein One may use this to contact your office.
Email - The main contact email address of your location. Henry Schein One may use this to contact your office.
Website - The website address of your location.
NEA facility ID - There may be cases when you need to know your NEA facility ID. It appears here for your reference.
Preferred fee schedule - The fee schedule that you prefer to use at your location.
Note: By default, the location's default fee schedule (the fee schedule that was created by the system automatically for the location) is selected. It is recommended that you use the default selection because maintaining fees for the location's fee schedules and procedure codes will be simpler due to the fact that updating a fee for a procedure code in the location's default fee schedule affects the fee for the same procedure code on the location's Procedure Codes page and vice versa.
Local tax - The amount of tax that is to be charged (for example, 6.50%) if your state requires sales tax to be charged for all products and services you offer. Currently, this is for reference only.
Track appointment tasks and require reasons for incomplete tasks - When completing an appointment, you can have Dentrix Ascend remind you to complete all appointment tasks and specify a reason for not completing all appointment tasks if you do not complete them all. To turn on appointment workflow compliance set the switch to Yes. To turn off this feature, set the switch to No. Changing this setting will not take effect until after you log out and log back in.
Note: With this compliance reminder feature turned on, when you complete appointments, Schedule Appointment messages no longer appear to remind you to schedule a patient's next recare appointment if that appointment has not been scheduled yet. With this compliance feature turned off, when you complete appointments, Schedule Appointment messages appear as applicable, and Update Patient Recare messages appear if a patient does not have the scheduled recare attached to his or her patient record.
Local timezone - The time zone in which your office is located.
Organization Information - For your reference, the name, customer ID, login ID, and address of your organization appear.
Notes:
Users can use the Customer ID or Organization Login to log in to Dentrix Ascend.
You cannot change the Customer ID; Henry Schein One assigns it to your organization.
You can change the Organization Login from your website profile setup.
Claim Provider - You can set up your location or its corresponding business entity (such as a corporation) to be the billing provider on claims that are submitted for procedures performed at that location. This tab is available only if the Use this location as a claim provider for insurance switch is set to Yes.
Location Access Restrictions - To allow access to this location only through designated internet gateways, after you add the necessary External static IP addresses, set the switch to On. To allow access to this location from anywhere, set the the switch to Off.
Click (or tap) Save.
Editing user accounts
You can edit information for user accounts in your organization's database. User accounts provide secure access to your organization's database. Each person who uses Dentrix Ascend should have his or her own user account.
Note: You cannot change a user's password (even your own) from the User Accounts page. A user can change his or her password by clicking (or tapping) the Forgot Password? link on the login page and following the instructions given or, if the person is logged in, by opening the My Account page and changing the password on the Change Password tab.
To edit a user account
On the User Accounts page, select a user account.
The options for editing the user account become available.
Change the user's information, such as the user name or email address, on the following tabs as needed.
Basic Info tab
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To attach a picture, click (or tap) Select Image, browse for and select the image file, crop the image as desired, and then click (or tap) Apply.
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Name - The first name, middle initial, and last name of the user.
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Username - The name that the person must use to log in. Each user in your organization must have a unique user name. Only letters and numbers are allowed; spaces and special characters are not. The maximum allowed length is 56 characters. Also, the user name cannot be "Admin" or "Administrator."
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Email - The email address of the user. This is used for administrative purposes and is required for every user account.
Note: If you change a user's email address, Dentrix Ascend will send a verification email message to the user's original email address. That email will contain a link that the user must click (or tap) to verify that the new email address is correct.
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Phone 1 - The primary contact phone number of the user (for example, a home phone number).
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Phone 2 - The secondary contact phone number of the user (for example, a mobile phone number).
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Is Provider - If the user performs dental procedures (such as a general dentist or a hygienist), select Yes. Otherwise, select No.
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Inactivity Timeout - The length of inactivity (no interaction with the Dentrix Ascend website from your computer or device) after which Dentrix Ascend will log the user out automatically. The recommended length is 10 minutes, but there are also options for 30 minutes, 1 hour, 2 hours, 4 hours, and 8 hours.
Note: If you have Dentrix Ascend open on multiple tabs of your browser at the same time, the inactivity is monitored on each tab separately. For example, if you open Dentrix Ascend on a tab and then later on another tab, continue working on the second tab, and then the first tab does not have any activity for the specified length of time, you are logged out of Dentrix Ascend automatically on that tab but can continue working on the second tab.
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User Roles & Locations tab
Single Site
Multiple Sites
Do any of the following as needed:
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If your organization has only one location, to change the user's rights to your location, select a different User role. A user must be assigned a role for your location. The change will not take effect until the next time the user logs in to Dentrix Ascend.
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If your organization has multiple locations, to change the user's rights to a location, select a different User role for a selected Location. A user must have access to at least one location, and a user can have only one role assigned for each location. The change will not take effect until the next time the user logs in to Dentrix Ascend.
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If your organization has multiple locations, to add rights for the user to access a location, click (or tap) Add New Role, and then select a user role and a location (only unassigned locations are available for selection). A user can have only one role assigned for each location. The next time the user logs in to Dentrix Ascend, he or she will be able to access the selected location, according to the specified rights of the selected user role.
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If your organization has multiple locations, to remove rights to a location, click (or tap) the X button next to the location that you want to remove this user's access to. Since each user must have access to at least one location, this button is available only if there is more than one role-location combination listed. The next time the user logs in to Dentrix Ascend, he or she will not be able to access the location that was removed.
Important: Your organization's business owners, doctors, and office managers should be the only ones who have administrative security roles.
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Provider Info tab (Provider Only)
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Short Name - An abbreviated name that will be used to identify the provider throughout Dentrix Ascend.
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Title - The provider's title (for example, DMD or DDS).
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Specialty - The provider's specialty (for example, Dentist).
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Provider Appointment Color - The color to use for appointments with this provider as the rendering provider. You can click (or tap) the color swatch to select a different color.
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Tip: This option is not available if the provider is assigned as the primary provider for at least one patient. To view a list of the patients who have this provider as their primary provider, click (or tap) the [number of] patient(s) link in the yellow message box.
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Signature On File - To put a message on this provider's claims, stating that there is a signature on file for this provider, select Yes. Otherwise, select No.
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Contact Information - The provider's work address.
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Work IDs - The state ID (state license number), TIN (or SSN), NPI (for electronic claims), Medicaid ID, Provider number, Blue Cross/Blue Shield number, DEA number (for prescriptions), CS number (Controlled Substance number for Washington D.C prescriptions), and Blue Shield number of the provider.
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Fees tab (Provider Only)
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Fee Schedules - The fee schedule to use for billing patients for procedures performed by this provider.
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Contracted With - As needed, expand the sections (for example, A, D, and G) to view insurance carriers with names that start with those letters or numbers, and select the check boxes of the insurance carriers that this provider has a contract with to bill procedures.
Important: Each time you add an insurance carrier to your organization's database, for each provider (and location serving as a provider) that is contracted with that carrier, you must return to this Contracted With section and select the check box next to that carrier's name.
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Working Hours tab (Provider Only)
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If your organization has multiple locations, from the Working Hours for list, select a location. For an organization with only one location, your location appears for your reference.
Note: If your organization has multiple locations, the provider's working hours at other locations appear in pink with gray hatched lines for your reference. The provider's working hours at the location currently selected cannot overlap with the hours at another location.
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Do any of the following:
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A yellow time slot indicates that the provider is available during a time when the office is open. To make the provider not available at that time, click (or tap) it. The time slot turns white. You can click (or tap) the time slot again to make it yellow.
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To select or clear multiple time slots at once, drag across the desired time slots. Those time slots turn yellow or white.
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A gray time slot with gray hatched lines indicates that the office is closed. If the provider needs to work outside of normal office hours, click (or tap) or drag across the desired time slots. Those time slots turn yellow with gray hatched lines. You can click (or tap) any of those time slots again to make them gray with gray hatched lines.
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To reset the provider's working hours to be that of the location's, from the Manage button menu, click (or tap) Use Location Hours.
Note: If the provider's hours have never been customized, they are the same as the location's hours by default.
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Any changes you have made will take effect on the next day (as indicated by the red text at the top).
To change when the changes will start, from the Manage button menu, click (or tap) Setup Working Hours. In the Setup Working Hours dialog box, change the Set start day, and then click (or tap) Apply.
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By default, the provider's working hours will repeat every week. To change the cycle, from the Manage button menu, click (or tap) Setup Working Hours. In the Setup Working Hours dialog box, select a different option under Define size of week cycle, and then click (or tap) Apply.
Then, for each week in the cycle specify the provider's working hours. Use the navigation buttons in the upper-left corner to navigate between the weeks.
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Note: If you are viewing the calendar by provider and attempt to schedule an appointment outside of the provider's working hours, the Select Time Slot dialog box will appear to allow you to keep the appointment scheduled at the original time or move it to an available time slot.
To keep the appointment scheduled at the original time, click (or tap) Save. To move it to an available time slot, select one of the suggested times, and then click (or tap) Save.
To allow the Select Time Slot dialog box to appear or to bypass it every time you attempt to double-book or triple-book a provider, on the Calendar page, from the View button menu, set the Warn when double-booking switch to On or Off.
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Click (or tap) Save.
Once you edit a user account, the user will receive an email message stating what information for his or her user account has changed.
Customizing appointment reasons for online booking
Dentrix Ascend has some pre-defined appointment reasons that patients can choose from when scheduling their appointments online. You can customize or delete any of those reasons, and you can add your own reasons.
Note: Appointment reasons are location specific (each location of your organization has its own set of reasons).
To customize appointment reasons for online booking
On a location's Schedule Template page, click (or tap) Appointment Reasons.
The Appointment Reasons dialog box appears with the Appointment Reasons tab selected by default.
Do any of the following as needed:
Add a reason - Click (or tap) New Appointment Reason to make the options to add a new reason available. In the Appointment Reason box, enter text to describe the reason as you want it to appear to patients. In the Duration of Appointment box, enter the number of minutes that appointments of this type usually take. Be aware that the online booking website will show only the available time slots that are at least as long as the specified amount of time for this appointment reason when patients select this reason, and patients will not be able to change the duration. To save the reason, click (or tap) Save.
Edit a reason - Select an existing reason to make the options to edit that reason available. In the Appointment Reason box, change the text that describes the reason as you want it to appear to patients. In the Duration of Appointment box, change the number of minutes that appointments of this type usually take. Be aware that the online booking website will show only the available time slots that are at least as long as the specified amount of time for this appointment reason when patients select this reason, and patients will not be able to change the duration. To save the changes, click (or tap) Save.
Delete a reason - Select an existing reason to make the options for that reason available. Click (or tap) Delete. On the confirmation message that appears, click OK.
To close the dialog box, click (or tap) Done.
Note: Allow up to 24 hours for online booking changes to take effect.
Setting up default recare appointment lengths for online booking
When a patient uses the online booking feature to schedule a recare appointment, the length of the appointment for that recare type is determined automatically. However, you can set specific appointment lengths for each recare type to suit your preferences.
Note: Online booking settings are location specific (each location of your organization has its own online booking settings).
To set up default appointment lengths
On a location's Schedule Template page, click (or tap) Appointment Reasons.
The Appointment Reasons dialog box appears.
On the Recare Types tab, do one of the following:
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To have the appointment length for each recare type be determined automatically, set the Automatically set duration based on schedule history switch to On. Dentrix Ascend will adjust the appointment lengths offered to a given patient for each recare type based on that patient's appointment history if different than the system defaults. Dentrix Ascend will adjust the system default for each recare type as needed every two weeks based on its analysis of the practice's appointment history.
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To specify a custom appointment length for each recare type, set the Automatically set duration based on schedule history switch to Off. Next, for each Recare Type, select it, enter the desired appointment length in the Duration of Appointment box that appears, and then click (or tap) Save. For each recare type, the appointment lengths offered for booking online will be the same for all patients (they will not adapt to each patient's appointment history).
Note: With set lengths for all patients, as your practice's efficiency changes over time, you will have to manually adjust the lengths to keep them up to date.
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To close the dialog box, click (or tap) Done.
Note: Allow up to 24 hours for online booking changes to take effect.
Setting up available hours for online booking
To allow patients to book appointments online, you must set up time blocks that specify which types of patients can schedule appointments, when and with whom they can schedule them, and the appointment reasons that they can choose from.
Note: Online booking settings are location specific (each location of your organization has its own online booking settings).
To set up available hours for online booking
On a location's Schedule Template page, set up the hours of availability for online booking as needed:
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Add time blocks
Edit time blocks
Delete time blocks
When adding or editing a time block, make sure that the following options, which are required specifically for online booking, are selected:
What type of appointments can be booked online? - At least one of the following appointment types:
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Recare - To allow patients to book online when they receive email and text message reminders.
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New Patients - To allow new patients to book online using your practice's website.
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Existing Patients - To allow existing patients to book online using your practice's website.
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What appointment reasons can patients choose from? - At least one of the appointment reasons.
Adding time blocks for a scheduling template
A scheduling template is a set of time blocks that you set up to reserve periods of time on your schedule in each operatory and on each day of the week for certain types of services and other activities. The time blocks appear on the calendar as a guide for which types of appointments to schedule on which days of the week, at which times of the day, and in which operatories. However, since Dentrix Ascend does not restrict you from scheduling any type of appointment in any time block, your office's policies regarding scheduling will have to determine how strictly staff members who schedule appointments should adhere to the purpose of any time block. In contrast, time blocks that are set up to allow patients to schedule appointments online allow patients to schedule only the specified types of appointments in the corresponding time slots online.
To create a scheduling template, set up time blocks that specify when, with whom, and in which operatories you can schedule appointments for patients and that specify, for online booking, which types of patients can schedule appointments online and the appointment reasons that they can choose from.
Note: Time blocks are location specific (each location of your organization has its own scheduling template).
To add a time block for a scheduling template
On a location's Schedule Template page, do one of the following:
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Add a new time block - Do the following:
Select an Operatory that you want to add a time block in.
Do one of the following:
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Click (or tap) the starting time on a day of the week.
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Click and drag (or tap and hold and then drag) from the starting time to the ending time on a day of the week.
The Time Slot dialog box appears.
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Duplicate a time block - Do the following:
Select an Operatory that has a time block that you want to make a copy of.
Click (or tap) the copy symbol in the lower-right corner of a time block.
Click (or tap) the time when you want the copied time block to start. You can place the copy on the same day as or on a different day than the original time block. However, time blocks cannot overlap, and you cannot copy a time block to another operatory.
If needed, you can edit the copied time block by clicking (or tapping) it; otherwise, ignore this step and the steps that follow.
The Time Slot dialog box appears.
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Set up the following options:
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Title - A name for the time block. The title does not have to be unique across days or operatories.
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Day Of week - The day of the week for the time block.
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Available - The time range for the time block.
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Providers that can be booked - The providers for the appointments in the time block. To add a provider, click (or tap) in the box, and then select a provider (or All providers) on the list that appears. To remove a provider, click (or tap) the X next to that provider's name.
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Color - The color for the time block. The selected color is used for the border, and a lighter shade of that color is used for the background.
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What type of appointments can be booked online? - For this time block, either select Recare (to allow patients to book online when they receive email and text message reminders), New Patients (to allow new patients to book online using your practice's website), and/or Existing Patients (to allow existing patients to book online using your practice's website); or select None (to not allow online booking).
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What appointment reasons can patients choose from? - If patients can book appointments online in this time block (Recare, New Patients, and/or Existing Patients is selected), select the reasons that patients can choose from to schedule their appointments.
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Click (or tap) Save.
Note: Allow up to 24 hours for online booking changes to take effect.
Tip: To help you identify which time blocks are for which providers in a selected operatory, you can Filter by Provider: with All selected, all time blocks appear normally; with a specific provider selected, the time blocks for that provider appear normally, and other time blocks appear faded.
Enabling or disabling online booking
The online booking feature allows patients to book recare appointments online. You can turn this feature on and off as needed.
Note: Online booking settings are location specific (each location of your organization has its own online booking settings).
To enable or disable online booking
On a location's Schedule Template page, do one of the following:
To enable online booking, if the Online Booking switch (at the top of the page) is set to Off
, turn it On.
To disable online booking, if the Online Booking switch (at the top of the page) is set to On
, turn it Off.
Note: Allow up to 24 hours for online booking changes to take effect.
Getting a link to the online booking website
Each of your locations has its own online booking website. On each of your locations' websites, you can include a link to that specific location's online booking website. Dentrix Ascend provides you with a way to quickly get the necessary HTML code for these links.
To get a link to the online booking website
On a location's Schedule Template page, click (or tap) Book on your website.
The Patients can book online using your website dialog box appears.
Use the HTML code provided to add a link to the online booking website on your location's website.
Click (or tap) Close.
Customizing recare communications
You can customize the schedule and content of a recare communication (an email message and a text message that get sent to patients automatically regarding their prophy recare�using procedure codes D1110 and D1120).
Notes:
Patient communications are location-specific (each location of your organization has its own communication settings).
A patient (assuming he or she is his or her own primary contact) receives patient communications only if the patient's status is New or Active. Also, if a new or an active patient has a non-patient primary contact, the primary contact receives patient communications.
When a patient confirms an appointment from an email or a text message, Dentrix Ascend adds an entry for it in the audit log.
To customize a recare communication
On the Recare tab of a location's Patient Communications page, click (or tap) a communication.
Samples of the corresponding email message and text message appear, and the options for the communication become available.
Due Date (before)
When a patient receives an email message, according to the recare communications setup, that has a Book Now button, he or she can click that button to schedule an appointment online.
Click (or tap) Edit.
The wizard for editing the recare communication appears.
Set up the appointment communication options on the following tabs as needed:
Notification Schedule tab
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Set up the following options:
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Send Reminder - Specify the number of hours, days, months, or years before or after the due date of a patient's prophy recare.
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Exclude automated message - Turn this setting Off to use the default, automated message and any custom message that you specify later on in the wizard. Turn this setting On to use only a custom message that you enter later on in the wizard.
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Continue sending - Turn this setting On to keep sending a patient this message at a specified interval (Repeat every ...) after this notice is sent out initially until the specified number of notices (up to 10) have been sent (Discontinue after ... notices). Turn this setting Off to send this message only once.
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Click (or tap) Next to proceed to the next tab of the wizard, or click (or tap) any tab.
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Preferred Sending Method tab
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Select the format that you prefer to use for the message:
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Email - Send this message by email. If a patient receiving the message does not have an email address, Dentrix Ascend will attempt to send the patient a text message.
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Text - Send this message by text. If a patient receiving the message does not have a valid mobile phone number, Dentrix Ascend will attempt to send the patient an email message.
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Click (or tap) Next to proceed to the next tab of the wizard, or click (or tap) any tab.
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Email Message tab
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Customize the email message as needed:
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Subject - Type the subject of the email message as you want it to appear for patients.
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Automated message - You cannot change the content, layout, or formatting of the default message. The correct patient names and appointment times will be inserted accordingly into the message. There is no automated message if the Exclude automated message setting is On on the Notification Schedule tab of the wizard.
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Custom message - Type and format any custom text that you want to include in the message.
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Click (or tap) Next to proceed to the next tab of the wizard, or click (or tap) any tab.
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Text Message tab
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Customize the text message as needed:
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Automated message - You cannot change the content, layout, or formatting of the default message. The correct patient names and appointment times will be inserted accordingly into the message. There is no automated message if the Exclude automated message setting is On on the Notification Schedule tab of the wizard.
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Custom message - Type any custom text that you want to include in the message.
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Click (or tap) Next to proceed to the next tab of the wizard, or click (or tap) any tab.
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Practice Info tab
The logo, name, address, and phone number of the selected location as they will be displayed on an email message appear. The name and phone number of the selected location as they will be displayed on a text message appear. To change the location information, click (or tap) the Edit Practice Information link. From the Web Profile page, you can upload a logo and/or click the link to update the location's information.
On the Practice Info tab, click (or tap) Done to save the settings on all the tabs of the wizard.
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