SMS Reception Scheduling Solution User Guide

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SMS ReceptionSchedulingSolutionUser Guide
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Objectives

• To provide SMS reminders for appointments which
  are programmed to be sent
• To reduce or remove the need for the office
  receptionist/secretary to ring patients prior to
  appointments
• To allow patients to confirm their appointments
  by SMS
• To have a simple interface for viewing patient
  responses in the same console
• To increase the certainty of patients turning up
  for appointments
• To provide a more cost effective method of
  communicating with patients

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Dentist Scheduler and Confirmation Console

• Page Guide

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SMS Reception Pages

• Login Page
• Patient Registration Page
• Search Page
• Patient Record Page
• Appointment Record Page
• Menu Bar

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Login Page
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Login Page

• This will contain username, password and submit
  button
• Multiple organisations and multiple users are
  facilitated within the one Login
• Different users have their own appointment
  contact DB
• Graphics and Logos can be adjusted to each log-in

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(No Transcript)
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Patient Registration Page
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Patient Registration Page Includes

• Registration details
• First Name
• Surname
• Patients Mobile Phone Number
• Date of Birth (Required to differentiate between
  people with same name)
• Additional Info Any comments about the patient
• We have a comment box which we store in the DB
• Optional Extra for Orthodontists or other Child
  Focused Services
• Parent 1s Name
• Parent 1s Mobile Phone Number
• Parent 1 Tick Box- To be ticked if they are to be
  sent SMS
• Parent 2s Name
• Parent 2s Mobile Phone Number
• Parent 2 Tick Box- To be ticked if they are to be
  sent SMS
• SMS will be delivered to patients number and to
  the parents numbers which are ticked upon
  registration
• Copy is slightly different for parents as
  mentioned on the messages slide.

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Patient Registration Page Ctd.

• Appointment scheduling
• Appointment Date Calendar pop up
• Appointment Time (Drop Downs Hours (0-23),
  Minutes (5 minutes increments))
• Procedure to be carried out on the patient. This
  should be chosen from a drop down menu. An
  example list is
• ADJ
• BAND/BOND
• CHECK EXPANDER
• CHECK VISIT
• CHECK X RAYS
• CONSULT ADULT
• CONSULT CHILD
• EMERGENCY VISIT
• FIT EXPANDER
• FIT RETAINERS
• IMP RETAINERS
• NEW EXAM
• RECALL EXAM
• RECORDS
• REPO BRACKETS

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Patient Registration Page

• Bulk Upload Facility for quick registration of
  patients
• Bulk Uploading files containing registration
  details
• The full spreadsheet must be in text format
• Details must be laid out exactly as described
  below
• Patients Mobile Phone Number, First Name,
  Surname, Date of Birth, Parent 1s Name, Parent
  1s Mobile Phone Number, Parent 1s status for
  receiving messages, Parent 2s Name, Parent 2s
  Mobile Phone Number, Parent 2s status for
  receiving messages
• If details not available e.g. parent 2 wont be
  included na must be entered in the cell for
  each blank detail
• For parents to receive SMS messages true must be
  entered in the cell for status. For parents not
  to receive SMS na must be entered in the cell for
  status
• Mobile Phone numbers must be entered in
  international format e.g. 353877777777
• Works for Excel Version Office 97 and onwards
• This option is available to users on request and
  will appear at the bottom of the Patient
  Registration Page

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Patient Registration Page
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Bulk Upload Function for Registration
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Example Bulk Upload Excel Spreadsheet
Patient Mobile Phone Number
Patient First Name
Patient Surname
Patient Date of Birth
Parent 1 Name
Parent 1 Mobile Phone Number
Parent 2 Name
Parent 2 Mobile Phone Number
Parent 1 SMS Delivery Status- Deliver
Parent 2 SMS Delivery Status- Dont Deliver
Details not available for that cell na must be
entered
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Search Page
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Search Page

• Searches can be carried out in three categories
• By personal details
• Name (first name or surname or both can be
  included)
• Date of birth
• Each of these searches will produce the Patient
  Record Page
• By phone number
• This will produce the patient record page(s) for
  that mobile
• By appointment dates. This is not the day of the
  message being sent, it is the day of the
  appointment scheduled
• A calendar pop-up is used for the search
• The appointment date search produces the
  appointments records page

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Search Page
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Name Search Result Page
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Appointment Date Search Result Page
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Patient Record Page
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Patient Record Page

• Patients Record Page will include all details on
  registration page
• Name (First Name and Surname)
• Date of Birth
• Mobile Phone Number
• Parent 1s Name
• Parent 1s Mobile Number
• Parent 2s Name
• Parent 2s Mobile Number
• Additional Info
• Appointments History
• A record of all appointments in the past and
  scheduled for the future
• New Appointment Scheduling
• A facility for scheduling new appointments is in
  the patients record page
• Unsubscribe Button
• This will put the patient in an inactive state
  but still leave data there for historical record
  purposes

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Patient Record Page
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Alter Patient Details Page
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Patient Appointment History Page
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Patient Schedule New Appointment Page
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Appointments Record Page
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Appointments Record Page

• The appointments record page is a page showing
  the scheduled appointments for a selected day
• The console defaults to the Appointment Records
  Page for todays date upon logging in
• It shows the following
• Date of Appointments Currently Being Viewed
• Time of Appointment
• Patients Name
• Procedure Being Carried Out in Appointment
• View Messages Function for viewing Patients and
  Parents Responses to the reminder messages. This
  function will appear when responses have been
  sent. If no responses are sent then the function
  wont appear until they do
• Delivery Reports for all reminders sent for that
  appointment, includes patients message and parent
  1 and parent 2 if chosen. Status description
  appears when you scroll over the icon
• Modification/deletion of appointments function

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Appointment Records Page
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View Messages Function
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Modify / Delete Appointments Function
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Delivery Report Status
Message Failed- Person didnt receive the message
and wont receive it. Reasons include the phone
being switched off, out of coverage, an inactive
mobile number
Message Delivered- Person has received the
message to their phone
Message Enroute- Message is still in transit or
the confirmed delivery report hasnt arrived yet
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Menu Bar
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Menu Bar

• The Menu Bar will include
• Appointments Links to Appointment Record Page
• Patient Registration - Links to Patient
  Registration Page
• Search - Links to search page
• M-Wizard For message history and traffic
• Help- Creates an e-mail pop-up
• Logout of Appointment Scheduler

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Appointment Records Page
Patient Registration Page
Search Page
M-Wizard Console- Message history and traffic
Help E-Mail
Logout Shuts down System
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Messages
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Outgoing Messages

• Messages can be sent at a pre-programmed time to
  be specified in advance. This can be time of day
  and number of days in advance e.g. 2 days in
  advance of the appointment at 6pm
• System Set Lock out periods can be set up to
  facilitate messages to suit the services business
  hours e.g. Monday messages to be sent on
  Thursdays to allow for responses on Friday while
  the office is open
• Messages are on the free shortcode 50456 in
  Ireland and the Standard Rate 61123 in the UK
• Message copy will include
• the persons first name (personalisation)
• The day and date of the appointment (appointment
  details)
• And they get this two days before the appointment
  
• Messages should be sent to patients phone number
  and where checked in the tick box the parents
  numbers. The message will continue to be sent to
  these parents numbers until the boxes are
  unticked in the alter details section of the
  patient records page
• Patients message will be different to Parents
  Message
• Patients Name you have an appointment.
• Parents Name has an appointment.
• Remainder of copy can be specified
• E.g Name u've an appt. with Dr Griffin on Wed
  15/12/2004 at 1000. Confirm reply with "OK". Or
  call 012834026
• Copy of the messages can be changed by contacting
  Textus. See Phase 2 for details of future changes
  on messages

50456
Name u've an appt. with Dr Griffin on Wed
15/12/2004 at 1000. Confirm reply with "OK". Or
call 012834026
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Incoming Messages

• Incoming Messages are visible in the appointments
  record page by clicking on the view messages
  button
• The outbound message should encourage response
  confirmation by SMS e.g. confirm reply with OK
• The view messages button will only appear if a
  response has come from the reminder sent out for
  that particular appointment
• Only the last response message for each mobile
  number will be visible in the console, for
  additional messages M-Wizard must be used

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User Guide
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User Guide

• Patient Registration
• How to Register a New Patient
• How to Register a New Patient and Make their
  first Appointment at the Same Time
• Search Page
• How to Search for a Patient and their Patient
  Record page
• Patient Record Page
• How to make a new appointment for a previously
  registered patient
• How to deactivate a patient from the system
• Appointment Records Page
• How to delete a future appointment
• How to modify a future appointment
• How to check appointments for a future date
• How do I check confirmation messages
• How to use the calendar

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How to Register A New Patient
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How to Register a New Patient Step 1

• To register a patient in SMS Reception you must
  first click on the patient registration icon in
  the menu bar to bring up the patient registration
  page
• This is the second button in from the left
• You need only click once, double clicking is not
  necessary

Patient Registration Page Button
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How to Register a New Patient Step 2

• The Patient Record Page has three sections as
  shown below. For registering a patient you need
  only focus on the first section Patient
  Information

Section 1 Patient Information
Section 2 Appointment Scheduling
Section 3 Bulk Upload
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How to Register a New Patient Step 3

• Enter the patients details in the boxes shown
• The mobile phone number must be entered without
  spaces i.e. 0867776666
• To enter the date of birth click on the calendar
  icon to the right of the box. You must enter
  months and years before clicking on the number
  for the date. Further info in the How does the
  Calendar Work Guide
• As much info as required can be entered in the
  Additional info box

Use icons to choose Month, Year and then Date
Enter Patients Mobile Number without Spaces
When the calendar icon is clicked the calendar
pop-up appears
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How to Register a New Patient Step 4

• If parent/guardians details are to be entered
  there is space for both of the patients parents
  to be included in the system
• 6. To register a parent/guardian their first name
  and surname should be entered in the Name box and
  their own mobile phone number should be entered
  in the box below this
• If the parent is to receive appointment reminder
  messages to their phone the tick box must be
  clicked. If this isnt ticked they will not
  receive any alerts
• If a second parent/guardian is to be included
  their details should be entered in the below the
  first parents details in the space provided

SMS to Parent Tick Box must be ticked for Parent
to receive an SMS
Different Numbers should be entered for each
recipient
This is an example of a parent who wont receive
a message as the box isnt ticked
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How to Register a New Patient Step 5

• When you are happy with all the details which
  have been entered for the patient click on the
  Register Patient Button to complete the
  registration
• Registration Successful will appear in the top
  left of the screen

Click on the Register Patient Button to confirm
registration
The registration is complete when this appears
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How to Register a New Patient and Make their
first Appointment At the Same Time
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How to Register a New Patient and Make their
first Appointment At the Same Time Step 1

• The first four steps of this section are the same
  as Step 1 to 4 of the How to Register A Patient
  section. If you are familiar with these skip to
  Step 5
• To register a patient in SMS Reception you must
  first click on the patient registration icon in
  the menu bar to bring up the patient registration
  page
• This is the second button in from the left
• You need only click once, double clicking is not
  necessary

Patient Registration Page Button
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How to Register a New Patient and Make their
first Appointment At the Same Time Step 2

• The Patient Record Page has three sections as
  shown below. For registering a patient and an
  appointment at the same time you need only focus
  on the first two sections Patient Information
  and Appointment Scheduling

Section 1 Patient Information
Section 2 Appointment Scheduling
Section 3 Bulk Upload
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How to Register a New Patient and Make their
first Appointment At the Same Time Step 3

• Enter the patients details in the boxes shown
• The mobile phone number must be entered without
  spaces i.e. 0867776666
• To enter the date of birth click on the calendar
  icon to the right of the box. You must enter
  months and years before clicking on the number
  for the date. Further info in the How does the
  Calendar Work Guide
• As much info as required can be entered in the
  Additional info box

Use icons to choose Month, Year and then Date
Enter Patients Mobile Number without Spaces
When the calendar icon is clicked the calendar
pop-up appears
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How to Register a New Patient and Make their
first Appointment At the Same Time Step 4

• If parent/guardians details are to be entered
  there is space for both of the patients parents
  to be included in the system
• 6. To register a parent/guardian their first name
  and surname should be entered in the Name box and
  their own mobile phone number should be entered
  in the box below this
• If the parent is to receive appointment reminder
  messages to their phone the tick box must be
  clicked. If this isnt ticked they will not
  receive any alerts
• If a second parent/guardian is to be included
  their details should be entered in the below the
  first parents details in the space provided

SMS to Parent Tick Box must be ticked for Parent
to receive an SMS
Different Numbers should be entered for each
recipient
This is an example of a parent who wont receive
a message as the box isnt ticked
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How to Register a New Patient and Make their
first Appointment At the Same Time Step 5

• Once you are happy with the information you have
  entered in the Patient Information Section move
  down to the Appointment Scheduling Section
• N.B. Do not click on the register patient button
  at this stage as it will mean that your
  appointment wont be saved

Do not click on this button at this stage
The details in this section must be filled out
next
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How to Register a New Patient and Make their
first Appointment At the Same Time Step 6

• To register the appointment three items need to
  be entered
• 9. The Date in the future for which the
  appointment is to be made. This defaults to the
  present day. You must click on the calendar to
  choose the date for the appointment in the future
• 10. The Time the Appointment is to be at. Choose
  the hour (24 hour clock) from the left drop down
  and the minutes (in 5 minute increments) in the
  right drop down
• 11. The Procedure / Treatment which the
  appointment is being made for. These will have
  been set up as per the practices instructions

When the calendar icon is clicked the calendar
pop-up appears
Click on the icon to adjust the hour of the
appointment
Click on the icon to adjust the minute
Click on the icon to select the procedure to take
place
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How to Register a New Patient and Make their
first Appointment At the Same Time Step 7

• 12. Once you have entered in your details for the
  appointment check back to make sure they are
  correct
• 13. If you are happy that all the details are
  correct click on the Save Appointment Register
  Button
• This will save the Patients Record and their
  Appointment
• If a specific detail is not correct you can
  change that detail. If all details are not
  correct press the clear button to start again

Click on this button if all details have been
entered correctly
Click Clear to start again
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How to Register a New Patient and Make their
first Appointment At the Same Time Step 8

• When you click on Save Appointment Register the
  system will immediately register the patients
  details and schedule the appointment for the date
  you entered
• 14. Registration Successful will appear in the
  top left of the screen
• You can check the appointments by clicking on the
  appointments page icon or search for the patient
  by clicking on the search icon
• 15. To enter another register another patient and
  their appointment straight away click on the
  clear button to get a clear page

The registration is complete when this appears
Click Clear to register the next patient and
appointment
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How to Search for a Patient and their Patient
Record Page
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How to Search for a Patient Step 1

• To search for a patient in SMS Reception you must
  first click on the Search icon in the menu bar to
  bring up the Search page
• This is the third button in from the left
• You need only click once, double clicking is not
  necessary

Search Page Button
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How to Search for a Patient Step 2

• 2. The search page is divided into three sections
  as shown below. To search for a patient you only
  use the First Section

Section 1 Search by Personal Details
Section 2 Search by Mobile phone number
Section 3 Search by Appointment Date
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How to Search for a Patient Step 3

• You can search for a patient by Name or by Date
  of Birth. Either will produce the same results
• 3. To search by name you can enter either their
  first name (see A), surname (see B) or both
• 4. To search by date of birth enter the date
  using the calendar tool (See C)
• 5. Once you have entered the search details click
  the search button to start the search

Name Search
Date of Birth Search
A
C1
First Name Search
Click Search to start the search
Click on the icon for the Calendar Pop-Up
B
C2
Once you have entered the date of birth in the
calendar it will automatically fill the box
Surname Search
Click Search to start the search
Click Search to start the search
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How to Search for a Patient Step 4

• The results of the search will be presented with
  the patients who arise with details matching the
  parameters you set
• Click on the name of the patient you are looking
  for to bring up their patient record page
• Click back to return to the search page to modify
  your search parameters or to begin a new search

Name Search Results
Date of Birth Search Results
First Name Search Results
A
C
Click on the name you are looking for to bring up
the Patient Record page
Results Matching the parameters
Results Matching the parameters
Click to Modify your Search
Surname Search Results
B
Results Matching the parameters
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How to Search for a Patient Step 5

• 8. Once a persons name is clicked from the
  search results page their patient record page is
  shown

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How to Make a New Appointment for a Previously
Registered Patient
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How to Make a New Appointment for a Previously
Registered Patient Step 1

• To make a new appointment for a previously
  registered patient you must first bring up the
  Patient Record Page (Steps 1 to 5 of How to
  search for a Patient will show this)
• 1. On the Patient Record Page click on the
  Schedule New Button beside New Appointment to
  open the new appointment scheduling page pop-up

Click the schedule new button
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How to Make a New Appointment for a Previously
Registered Patient Step 2

• On the Schedule Appointment Page you will see the
  patients basic info listed.
• To register the appointment you must enter three
  details
• 2. The Date in the future for which the
  appointment is to be made. You must click on the
  calendar to choose the date for the appointment
  in the future
• 3. The Time the Appointment is to be at. Choose
  the hour (24 hour clock) from the left drop down
  and the minutes (in 5 minute increments) in the
  right drop down
• 4. The Procedure / Treatment which the
  appointment is being made for. These will have
  been set up as per the practices instructions

When the calendar icon is clicked the calendar
pop-up appears
Click on the icon to adjust the hour of the
appointment
Click on the icon to adjust the minute
Click on the icon to select the procedure to take
place
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How to Make a New Appointment for a Previously
Registered Patient Step 3

• Once you have entered the details for the
  appointment double check them to make sure
  theyre alright and then click the schedule new
  button to activate the appointment
• Once the Schedule New Button is clicked the
  pop-up will say Appointment Added Successfully
  and it will automatically close itself within 5
  seconds

Click on Schedule New button to confirm the
appointment
Window will automatically close in 5 seconds
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How to Deactivate a Patient
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How to De-Activate a Patient Step 1

• To deactivate a registered patient you must first
  bring up the Patient Record Page (Steps 1 to 5 of
  How to Search for a Patient will show this)
• 1. On the Patient Record Page click on the
  Unsubscribe Button beside Current Status. This
  will move the Patient to an inactive state. Their
  records will still remain on the system

Click the unsubscribe button
Status Changes to Inactive
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How to Modify or Delete a Future Appointment
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How to Modify or Delete a Future Appointment
Step 1

• To modify or delete a future appointment you must
  first open the Appointments Record Page by
  clicking on the Appointment Button in the Menu
  Bar

Appointments Page Button
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How to Modify or Delete a Future Appointment
Step 2

• 2. On the appointments record page, choose the
  date the appointment is currently scheduled for.
• Once you are on the appointment record page for
  the correct date, click on the modify / delete
  button of the patient whose appointment you want
  to change

Once you have found the patient whose appointment
you want to modify click on the mod/del button
Use the calendar to find the correct date
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How to Modify or Delete a Future Appointment
Step 3

• To delete an appointment click delete On the mod
  / del page
• To modify the current appointment time choose the
  new date, time and procedure and click modify.
  This will automatically update the appointment
  for the new time

Click Modify once you have chosen your new date
Click Delete to cancel the appointment
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How to Check Appointments for a Future Date
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How to check appointments for a Future Date
Step 1

• To check appointments for a future date you must
  first open the Appointments Record Page by
  clicking on the Appointment Button in the Menu
  Bar

Appointments Page Button
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How to check appointments for a Future Date
Step 2

• 2. Click on the calendar icon to the right of
  the date at the bottom of the page. This will
  bring up the calendar selection tool

Click on the calendar icon
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How to check appointments for a Future Date
Step 3

• 3. You must first choose the month and year on
  the calendar. These will automatically appear as
  the current month and year. You can change these
  by following the guidelines below
• Years can be moved up and down by clicking on the
  arrows to the left and right of the current year
  shown
• To move up in single year increments click the
  single arrowed icons to the left and right of the
  year shown
• To move up or down in 10 year increments click on
  the double arrows to the left and right of the
  year shown
• Months can be chosen by clicking the arrows to
  the left and right of the month shown
• 4. Once you are happy with the year and month
  selected you can choose the date by clicking on
  the number for the date. This will close the
  calendar and move your chosen date to the box

Year
Month
Double Arrow for 10 year increments
Move Months Up and Down
Single Arrow for 1 year increments
When the calendar icon is clicked the pop-up
appears
Date Button
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How to check appointments for a Future Date
Step 4

• 5. Click view and the appointment record page for
  your chosen date will appear

Click View to Bring up the record page for your
chosen date
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How to Check Confirmation Messages
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How to check confirmation messages Step 1

• To check confirmation message you must first open
  the Appointments Record Page by clicking on the
  Appointment Button in the Menu Bar

Appointments Page Button
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How to check confirmation messages Step 2

• Messages will begin to appear on the appointments
  record page from 6pm on the night before the day
  before the appointment. This is when the messages
  are programmed to be sent out. Confirmation
  messages will appear as a View Messages icon to
  the left of the delivery reports. If there is no
  View messages Icon then none of the contacts
  for that patient have replied to confirm their
  appointment
• To view these confirmation messages click on the
  View Messages Icon

View Messages Icon indicates confirmation
messages may have been received.
A Blank space in the View Messages field
indicates no response has been received
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How to check confirmation messages Step 4

• 4. In the Message Replies Page there can be up to
  three different replies. These are the Patient,
  Parent 1 and Parent 2. Only replies received will
  appear, along with the time and date they were
  received

Person who has replied
Message copy
Time and Date the message was received
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How Does the Calendar Work
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How does the Calendar Work?

• Click on the calendar icon to the right of the
  box where the date needs to be entered. This will
  launch the calendar in a new pop-up
• You must first choose the month and year on the
  calendar. These will automatically appear as the
  current month and year. You can change these by
  following the guidelines below
• Years can be moved up and down by clicking on the
  arrows to the left and right of the current year
  shown
• To move up in single year increments click the
  single arrowed icons to the left and right of the
  year shown
• To move up or down in 10 year increments click on
  the double arrows to the left and right of the
  year shown
• Months can be chosen by clicking the arrows to
  the left and right of the month shown
• Once you are happy with the year and month
  selected you can choose the date by clicking on
  the number for the date. This will close the
  calendar and move your chosen date to the box

Year
Month
Double Arrow for 10 year increments
Move Months Up and Down
Single Arrow for 1 year increments
When the calendar icon is clicked the pop-up
appears
Date Button