In this article you will learn how to:
- Review demographic information and notes input by new leads
- Schedule a patient's first appointment
- Turn a lead into a patient
- Confirm an appointment
- Check a patient in
- Add procedure notes and inventory items
- Create an invoice and record payment
- Check a patient out
> View Video Below <
1. You will receive a dashboard notification every time someone submits the Contact Us form on your website. It will show up as a new lead. Click Review to see any demographic information and notes that they input.
Note: make sure you are designated to receive the New Lead dashboard notification.
2. Click Show Schedule to schedule your patient’s first appointment.
3. Click the available date and time that your patient wants to make an appointment and click Save to turn them into a patient.
- When you type the new patient’s name, you will see them come up as a lead and their information will auto-populate.
4. Once you have created the appointment, you will be able to see it on your schedule.
- Yellow question mark
indicates the appointment is scheduled. It will change to green once the patient confirms their appointment. 
5. When a patient confirms or cancels their appointment either by email or text, their update will be documented within the appointment, including the patient's name, date and time. This helps to understand who changed the appointment status and follow up with the patient if needed.
If the patient does not confirm, you can give them a call and manually change the appointment status as confirmed.
6. Click Check Patient In when the patient comes to the office on the day of the appointment.
7. Click the appointment and click Write a Procedure Note to write procedure notes for the appointment.
8. Write the procedure notes.
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Include a quick sketch where you will make a procedure. Once it is saved, the sketch is added to the chart note and is accessible in the patient’s file.
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Add any inventory item used during the procedure. It will automatically appear on the invoice when the receptionist checks the patient out.
- Leave procedure notes in the Procedure Notes section.
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Commit is committing the record and it is only editable via addendum at that point, which is HIPAA compliant.
- Save will move the procedure note to the dashboard notification where you can come back and finish later.
Note:
If you start a new chart/op note in a separate tab and then close the tab inadvertently, your note contents are not retained. To avoid losing your note content, a pop-up will warn you so you can cancel the tab closure and complete your note as needed. This pop-up warning will appear every time you try to close a tab with a chart/op note.
9. Click Create Invoice to check the patient out.
10. You have options to add two different charges: regular charges and products from your inventory.
- Any procedure added to that appointment and any item added to the procedure note will auto-populate as a line item.
- You can add several procedures and items to one appointment.
11. You can apply an adjustment, such as discounts, in the addition of line items by clicking Edit.
12. Create Invoice or Create Invoice & Record Payment at the same time. It is a little bit quicker to do the second option.
13. Select the payment option. If the patient is paying with card, enter the last 4 digits of the credit card.
14. Click Apply Payment and it will take you back to the appointment in the scheduler.
15. You will see a zero outstanding invoice is already created.
16. Click Check Patient Out when the patient is walking out the door.
Note: If a patient is checked out and a procedure/chart note hasn't been started a dashboard notification "Requires Chart Note" will appear. The notification is available only for appointments that are checked out.
17. Click Confirm.
Grey Out Checked Out Appointments
If you want the appointments that have been checked out to grey out to visually indicate that the patient has been checked out you can do it by turning on a toggle button in Practice Profile.
Go to Practice Account -> Practice Profile -> Appointments tab. Turn the toggle button on.
Video
Content Timelines per Minute:
00:00 - 00:12 - Introduction. Video overview
00:13 -01:49 - Lead generation page
01:50 - 2:32 - New lead dashboard notification
2:33 - 3:01 - List of current leads in the calendar
3:02 - 4:54 - Book an appointment for a lead and convert the leads to the patient
4:55 - 8:41 - Scheduling an appointment for a patient. Appointment window overview
8:42 - 8:51 - Appointment statuses
8:52 - 10:23 - Appointment icons
11:24 - 11:52 - Checking out the patient
11:53 - 13:27 Creating the invoice
13:28 - 15:22 Recording payment