Setting up the scheduled patients summary and lists

You customize which scheduled patients will show in the Scheduled Patients Summary, Scheduled Patients List and Scheduled Patient Phone List sections of the report.

To set up scheduled patients options

1.   In the Office Manager, click Analysis, and then click Practice Advisor.

The Practice Advisor dialog box appears.

Note: If Dentrix passwords are enabled, to open the Practice Advisor, a user must have security rights to “Practice Analysis, Open.”

2.   Click Daily Huddle Report.

The Daily Huddle Report dialog box appears. (You can also open this dialog box in the Appointment Book and Appointment List; from the File menu, click Print Daily Huddle Report.)

3.   Select one of the Options if you want to load a set of previously saved report options.

Note: The “Default,” “Daily Huddle Detailed,” “Daily Huddle Schedule Only,” and “Daily Huddle - All Detail” options are the only available options if a set of report options has not been save previously. These default report sets cannot be deleted or renamed.

If you select one of the set of saved options before saving the current options being viewed, a message appears and asks if you want to save the options. You have the following options:

·        Click Yes to save the current options being viewed as a report option set, type the New Option Name, and then click OK.

·        Click No to replace the current options being viewed with the selected option set.

·        Click Cancel to return to the Daily Huddle Report dialog box with the current options still being viewed. The options from the saved set you selected are not loaded.

4.   For the selected saved report options set or default report options set, under Select Report Sections & Related Options, click Scheduled Patients Setup (this button is only available if the Scheduled Patients Summary, Scheduled Patients List and/or Scheduled Patient Phone List check box is selected).

The Scheduled Patients Setup dialog box appears.

5.   Set the following options to determine which patients with an appointment for today and/or tomorrow will be included on the report:

·        Select Report Sections & Order –

·        Appointments with Appointment Note – If a patient has an appointment with a note, the report will include the appointment note text, appointment status, and appointment reason for that appointment.

·        Appointments with a Lab Case – If a patient has an appointment that has been flagged as needing a lab case (in the Appointment Information dialog box, Lab Case is selected), the report will include the lab case status and appointment reason for that appointment.

·        Appointments with a selected Appointment STATUS – If a patient has an appointment with a status that matches your selections, the report will include the status and appointment reason for that appointment. Under Select Appointment STATUSes*, select the desired statuses, or select All to include all statuses. For example, you may not want to select a confirmed status that indicates an appointment was confirmed, but you may want to select statuses that indicate a follow-up is needed.

·        Appointment with a selected Appointment TYPE – If a patient has an appointment with a type that matches your selections, the report will include the appointment type and appointment reason for that appointment. Under Select Appointment TYPEs*, select the appropriate types, or select All to include all types.

·        Patients with more than [a specified number of] MISSED Appointments – If a patient has missed appointments equal to or in excess of the specified number, the report will include the number of missed appointments for that patient and the last missed appointment date. Under Number of MISSED* Appointments, enter a number (one or greater). The default is 1 missed appointment.

·        Patients who have Medical Alerts – If a patient has a medical alert, the report will include medical alerts for that patient and the appointment status and appointment reason for that patient’s appointment.

·        Patients who have Patient/Family Alerts – If a patient has an alert and/or that patient’s family has an alert, the report will include the number of patient and family alerts and the appointment reason for that patient’s appointment.  If the guarantor of that patient’s family has an appointment for Today, the guarantor will be listed with a plus sign (+) beside his or her name; or if the guarantor does not but another family member does, the oldest family member with an appointment for Today will be listed with a plus sign (+) beside his or her name.

·        Patients who have a Note in the Family File – If a patient has a note in his or her Family File record, the report will include the text of the note for that patient, and the appointment status and appointment reason for that patient’s appointment.

·        Patients with a BIRTHDAY within [a specified time period] – If a patient has a birthday within the specified time period, the report will include the birth date and age of that patient and the appointment reason for that patient’s appointment. Under BIRTHDAY* within, enter a number, and then select the number of weeks, months, or years. The default is “1 months,” which will include patients with a birthday that is within one month before or after Today.

·        New Patients – If a patient has a First Visit Date in the Family File (for offices that enter all patient information before the new patient visit) and/or a new patient (NP) appointment, the report will include whether or not patient information has been entered in the Family File for that patient and the appointment reason for that patient’s appointment.

·        Patients who were Referred TO another provider at previous Appointment – If a patient was referred to a specialist during his or her last appointment (the patient’s Last Referred To date is the same as the patient’s Last Visit Date), the report will include the referral date, name of the specialist, and the specialty of the doctor on that patient’s referral.

·        Patients who have Treatment Plans – If a patient has treatment-planned procedures, the report will include the total dollar amount of those procedures and the appointment reason for that patient’s appointment.

·        Patients who have an Unscheduled or Broken Appointment – If a patient has an unscheduled or broken appointment on the Unscheduled List, the report will include the number of unscheduled or broken appointments for that patient and appointment reason for that patient’s appointment.

·        Patients who have overdue CONTINUING CARE with No Future Appointment – If a patient has a specified continuing care type that is overdue, is not attached to any appointment for Today or Tomorrow, and does not have a return visit scheduled, the report will include that continuing care type attached to the patient’s appointment. Under Select CONTINUING CARE* Types, select the desired types, or select All to include all types.

·        Patients who have a Family Member with No Future Appointment – If a patient’s family member (excluding those with a statuses of “Archived,” “Non-Patient,” and “Inactive”) does not have an appointment, the report will include the appointment reason for that patient’s appointment, the number of family members in that patient’s family, and the family member without a future appointment. If the guarantor does not have a future appointment, the guarantor will be listed with plus sign (+) beside his or her name; or if the guarantor does but another family member does not, the oldest family member that does not have an appointment will be listed with plus sign (+) beside his or her name.

·        Patients who have a CONSENT Date > [a specified time period] ago – If a patient has a consent date entered in the Family File that is older than the specified time period, the report will include the date of that consent and appointment reason for that patient’s appointment. Under CONSENT* Date older than, enter a number, and then select the number of weeks, months, or years. The default is “1 year,” which will include patients that have a consent date older than one year.

·        Patients who have a previous QUESTIONNAIRE response > [a specified time period] ago – If a patient has a response to a questionnaire that is older than the specified time period, the report will include that questionnaire response date and the description of that form. Under QUESTIONNAIRE* Response older than, enter a number, and then select the number of weeks, months, or years. The default is “1 year,” which will include patients that have a questionnaire response that is older than a year.

·        Patients who have No Email Address – If a patient does not have an email address listed in his or her Family File record, the report will include the appointment status and appointment reason for that patient’s appointment. If the patient’s guarantor has an appointment Today, the guarantor is listed with a plus sign(+) beside his or her name. If the guarantor does not but another family member does, the oldest family member that has an appointment Today is listed with a plus sign(+) beside his or her name.

·        Patients who do not have a Home, Work, Fax, Mobile or Other PHONE # – If a patient does not have a phone number of the specified types, the report will include the phone numbers that patient does have and the appointment reason for that patient’s appointment. Under Select PHONE* Number Types, select the desired phone number types, or select All to include patients that have any of the phone number types listed.

·        All scheduled patients with all of their phone numbers are listed on a separate pages if you have selected to generate the Scheduled Patients Phone List from the Daily Huddle Report dialog box.

·        If a patient has a privacy request for no phone calls, “PRIVATE” appears where a phone number would appear if there were no privacy request.

If the patient’s guarantor has an appointment Today, the guarantor is listed with a plus sign(+) beside his or her name. If the guarantor does not but another family member does, the oldest family member that has an appointment Today is listed with a plus sign(+) beside his or her name.

·        Patients who have No Insurance – If a patient is uninsured, the report will include the appointment status and appointment reason for that patient’s appointment.

·        Patients who have an Account Balance over $[specified amount] – If a patient’s family account balance is greater than the specified amount, the report will include that account’s balance, the total amount of any pending insurance claims, and the date of the last payment made on that account. Under Account BALANCE* over, type the maximum allowable balance. The default is $10, which will include patients with an account balance greater than $10. If the patient’s guarantor has an appointment Today, the guarantor is listed with a plus sign(+) beside his or her name. If the guarantor does not but another family member does, the oldest family member that has an appointment Today is listed with a plus sign(+) beside his or her name.

·        Patients who have a family Payment Agreement Past Due – If a patient’s family has a payment agreement with an overdue payment, the report will include that family’s payment agreement balance, amount past due, and date of the last payment on that agreement. If the patient’s guarantor has an appointment Today, the guarantor is listed with a plus sign(+) beside his or her name. If the guarantor does not but another family member does, the oldest family member that has an appointment Today is listed with a plus sign(+) beside his or her name.

·        Patients who have a Guarantor Note in the Ledger – If a patient’s family has a guarantor note, the report includes the guarantor note and billing statement note for that family and the appointment status and appointment reason for that patient’s appointment. If the patient’s guarantor has an appointment Today, the guarantor is listed with a plus sign(+) beside his or her name. If the guarantor does not but another family member does, the oldest family member that has an appointment Today is listed with a plus sign(+) beside his or her name.

·        Patients who have a selected BILLING Types – If a patient’s family has a specified billing type, the report will include that patient’s billing type at the time of the appointment. Under Select BILLING* Types, select the desired billing types, or select All to include patients that have any of the billing types listed.

·        Move Up or Move Down – You can specify the order of the report options. Select an item, and then click the appropriate button to move the selected item up or down one item in the list until the desired position is achieved.

·        Select All or Remove All – You can click the appropriate button to select or clear all the items in the list. At least one report option must be selected before clicking OK.

·        Sort Options –

·        By Provider, Date/Time and then Patient – With this option selected, the appointments displayed in each boxed section of the Scheduled Patients List and displayed on the Scheduled Patients Phone List will be sorted alphabetically in ascending order by Provider ID, chronologically in descending order by Appointment Date/Time, and then alphabetically in ascending order by Patient Name.

·        By Date/Time and then Patient – With this option selected, the appointments displayed in each boxed section of the Scheduled Patients List and displayed on the Scheduled Patients Phone List will be sorted chronologically in descending order by Appointment Date/Time and then alphabetically in ascending order by Patient Name.

·        By Patient and then Date/Time – With this option selected, the appointments displayed in each boxed section of the Scheduled Patients List and displayed on the Scheduled Patients Phone List will be sorted alphabetically in ascending order by Patient Name and then chronologically in descending order by Appointment Date/Time.

·        Use Appointments For –

·        Today – With this option selected, the appointments displayed on the Scheduled Patients List, Scheduled Patients Summary, and Scheduled Patients Phone List will have an Appointment Date that is the same as Today.

·        Tomorrow – With this option selected, the appointments displayed on the Scheduled Patients List, Scheduled Patients Summary, and Scheduled Patients Phone List will have an Appointment Date that is the same as Tomorrow.

·        Today and Tomorrow – With both options selected, the appointments displayed on the Scheduled Patients List, Scheduled Patients Summary, and Scheduled Patients Phone List will have an Appointment Date that is the same as Today or Tomorrow.

6.   To save any changes, click OK.

7.   To save the set of report options you have chosen for future use, click Save Options.

From the Save Options dialog box, type a name for the option set, and then click OK.