I was working with an office recently and they have a program specifically for patients who do not pre-appoint. These patients are mostly retired and have very flexible schedules. They don’t want to tie down their schedules in four or six months so they just say, “Call me when you get an opening.” This office had a manual tracking system for these patients but wanted to find a way to incorporate this into their Dentrix system. Since you cannot put a patient on the ASAP list unless they have a scheduled appointment, we had to come up with something creative … so we gave these patients a specific status that we could search for within the Continuing Care system.
If you go to the Family File and open the Continuing Care window, highlight the Prophy or Perio and click edit, you will notice a drop down menu for Status. These status types are customizable in your definitions. Go to the Office Manager > Maintenance > Practice Setup > Definitions and, in the drop down menu, find Continuing Care Status. Highlight one you can change and rename it to “LMF – Last Minute Fills” or “On-call – ASAP list” then click Change. Now you will find this new status in your drop down menu in the patient’s Continuing Care box on his or her Family File. You will need to assign this status to any patient who you want to be on a call list but do not pre-appoint.
When you go to run your list of these patients, go to the Appointment Book and open the Continuing Care list. Click on Temporary View, select the type, status, due date, and then click OK. This is a great way to create an ASAP list without clogging up your appointment book with unnecessary “fake” appointments.