EZ 2000 Manual - Confirmation List

Confirmation List 

Appointment confirmations can be managed using the Confirmation List.  Here you can track confirmation status, and send batch e-mails, postcards, and text messages.

In the Appointments module, click the Appointment Lists button , then Confirmations.

The patients listed are those who have scheduled appointments that fall within the criteria set in the View area.  If you click on one member of a family, all family members will highlight in red text. Commlog entries are not automatically made from this window.  Double click an appointment to open the Edit Appointment window.

Customize email and text messages, postcards, and default options in Recall and Confirmation Setup. 

View: Select filtering options, then click Refresh to update the list.
  - Under Refresh: Click the dropdown to include all appointments, only Recall, or to exclude Recall.  An appointment is considered Recall when it has procedures that are marked Is Hygiene Procedure on the Edit Procedure Code window. 
  - From/To Date: Enter the timespan of the list.  The dates default to the next two business days.
  - Provider: Only view patients for a specific Provider.
  - Clinic: Only visible if Clinics is turned on in Show Features.

Set Status:  Keep track of your progress. To manually set a status, click on a patient, or press Ctrl and select multiple patients.  Then click the Set Status dropdown and select a status.  Status options can be customized in Definitions, Appt Confirmed.

Printing Postcards
Postcards can be sent to anyone. See Recall and Confirmation Setup to define the number of cards per sheet, offsets, messages, and variables such as [date] and [time]). 

When no patients are selected and Postcard Preview is clicked, all unconfirmed appointments for patients with Mail or 'none' as a Preferred Confirmation Method are selected, and a preview displays.  If you select patients first, then click Postcard Preview, a postcard preview for all selected patients will display, regardless of confirmation status or preferred method.

Emails
To E-mail confirmations, an e-mail address must be entered on the Patient Edit window. We recommend setting the Preferred Confirmation Method to E-mail as well. The email message that will be sent is defined in Recall and Confirmation Setup.
   - When no patients are selected, and E-mail is clicked, all unconfirmed appointments for patients who have e-mail as the Preferred Confirmation Method are automatically selected.
   - If you select patients, then click E-mail, Open Dental will attempt to e-mail the selected patients regardless of confirmation status or preferred method.
Click OK on the confirmation message to e-mail all selected patients.  The appointment status will change to the e-mail default.

Text Messages
To send text messages, on the Patient Edit window a wireless cell number must be entered, and yes must be selected for Text Messages.  We recommend setting the Preferred Confirmation Method to TextMessage as well. The text message that will be sent is defined in Recall and Confirmation Setup.
  - When no patients are selected, and Text is clicked, all unconfirmed appointments for patients who have TextMessage as the Preferred Confirmation Method are automatically selected.
  - If you select patients first and click Text, Open Dental will attempt to send text messages to all selected patients, regardless of confirmation status or preferred method.
Click OK to text all selected patients.  The appointment status will change to the text message default.

Open Dental bridges with CallFire to send text messages.  See CallFire Setup.

Labels
Address labels can be printed on a standard sheet of 30. If no patients are selected, and Label Preview is clicked, you will see a preview of labels for all patients, regardless of Preferred Confirmation Method. You can also select individual patients.

Confirmation Reports
You can create a customized Confirmation Report and send the data to a simple text file. From there, you can merge it with any Word template to print your own customized postcards, letters, etc.

1.  Click Run Report.

2. Highlight the fields to include in the report, then click OK.
3. On the Query window, click Export and save the file to another location.

See Supplemental Services for companies that provide appointment reminders, sms text messages, etc. as an add-on service.