Wednesday, March 5, 2014

Get creative with your ASAP list

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.

Dayna Johnson, Certified Dentrix Trainer
Dayna loves her work. She has over 25 years of experience in the dental industry, and she’s passionate about building efficient, consistent, and secure practice management systems. Dayna knows that your entire day revolves around your practice management software—the better you learn to use it, the more productive and stress-free your office will be. In 2016, Dayna founded Novonee ™, The Premier Dentrix Community, to help cultivate Dentrix super-users all over the country. Learn more from Dayna at and contact Dayna at

1 comment:

  1. Great tip! I have been trying to figure out a way to put these patients somewhere that I could access them (besides sticky notes all over my computer) This will be a huge help!