Appearance
The Settings module lets users navigate through various tabs Appearance, Widgets, Confirmation, Others, and Referrer. Each tab contains specific settings that can be configured to tailor the system to the user’s needs.
The appearance tab lets you customize the patient form’s visual appearance and data, including the logo, practice name, visible address, and other visible details.
General
The General section allows you to add and update information displayed on the patient form, including the practice logo, practice name, contact number, display address, and other relevant details about the practice. This helps ensure that the patient form accurately reflects the practice’s branding and contact information.
Theme :
The theme section is for customizing the visual appearance of the form. You can adjust or reset the colors of the branding section and various button colors on the form. Customizing the style allows each practice to maintain its distinct identity.
Preview section :
On the right side of the Appearance tab, you will find a Preview section. This feature allows you to visualize how the added data and styles will appear on the patient form before saving the appearance settings.
Additionally, you will find two buttons that enable you to switch between mobile and laptop views. These options let you preview the exact appearance of the patient form on different devices, ensuring an optimal layout across all screen sizes.
Widgets
The Widgets tab displays the default link used by patients to access the patient form. It also allows users to generate a customized form link that patients will use to book appointments. Additionally, this tab provides a feature to redirect patients to other websites or resources after successfully booking an appointment, offering more flexibility in the booking process and post-appointment engagement.
Form link customization
Default link : The default link patients use to access the All in One Dental patient form.
Use Custom Link : If the Custom Link feature is turned on, you can create a personalized link to access the patient form. This allows you to provide a branded and easy-to-remember URL for patients, enhancing the user experience and maintaining consistency with your practice’s online presence.
Redirection settings
Show default confirmation page : If this feature is enabled, the confirmation page will appear after successfully booking the appointment, without redirecting or navigating the patient elsewhere.
Redirect to custom link : If the Redirection feature is enabled, the patient will be redirected to the specified link after the confirmation page, following the entered duration. This feature allows you to direct patients to another page or resource after their appointment is confirmed, offering additional information or actions as needed.
Confirmation
PMS Settings
Confirm Status (es) : You can choose specific appointment statuses to be marked as confirmed, but only if the PMS appointment status is set to “scheduled.” This feature ensures that only appointments in the “scheduled” status can be confirmed, helping maintain accurate scheduling and preventing premature confirmation.
All in One Dental Status
Confirmation Text : This feature lets you determine whether a confirmation text will be sent to patients before their scheduled appointments.
If “Don’t send confirm prompt” is enabled, no confirmation text will be sent to patients. However, if “Send confirm prompt” is enabled, patients will receive a confirmation text from the practice before their scheduled appointment, based on the time specified in the time section.
For instance, if the time duration is set to 10 hours (meaning a confirmation text will be sent 10 hours before the scheduled appointment), and a patient books an appointment at 2 PM for a time slot at 5 PM or within less than 10 hours (or the time specified in the time section), no confirmation text will be sent.
Additionally, if any appointment status is already set to “confirmed” no confirmation text will be sent to the patient. This ensures that confirmation texts are sent only when needed and within the designated time frame.
This ensures clear communication and helps reduce no-shows.
Confirmed In All in One Dental :
After receiving the confirmation text, patients are required to choose an option indicating whether they will attend the appointment or not. If the patient agrees to attend, the status will update accordingly, reflecting the selected option from the dropdown. This process ensures accurate tracking of patient attendance and keeps the schedule updated.
Cancelled In All in One Dental :
After receiving the appointment reminder text, if the patient chooses not to attend, the status will be updated to reflect the selected option from the dropdown. This ensures that the appointment status is accurate and that the practice can take necessary actions, such as rescheduling.
Others
Accepting Patients : This feature enables/disables the form.
If turned off, patients won’t be able to book appointments. Instead they see the message, “This practice isn’t currently accepting patients”. All form settings including form URL are retained.
This setting is ideal when a practice wants to temporarily stop accepting online bookings without altering schedules.
Verify patient’s email or phone number : If turned on, patients will be asked to verify either their phone or email through OTP before booking the appointment. Using this feature is encouraged but not mandatory.
Ask patient for their insurance info : Patients will be asked to enter their insurance details. You can customize the list of insurance that appears to your patients. See Link. The details entered by patients are added to the patient notes.
Auto Sync Appointment : If this feature is turned off, appointments will initially appear in the Action Center tab of the Appointment module. From there, the practice can manually review and either “approve” or “decline” them before they are synced to the PMS. Only the approved appointments from the Action Center will be visible in the appointment list and saved to the PMS, while the declined appointments will be deleted.
Additionally, if one or more appointments in the Action Center are pending (neither “approved” nor “declined“), the Auto Sync Appointment feature cannot be turned on.
This ensures that all appointments are verified before being integrated into the system.
Enable Block scheduling : Block scheduling feature offers practices more granular control over when and where they want to take specific appointments.
If this feature is turned on, the block type option will be enabled in reason for visit settings.
- The block type dropdown features a list of all blockout definitions from your PMS along with an extra option(Open Schedules).
- You can choose one or multiple blockouts from here.
- Patients will only see appointment slots available within these specified blockout times.
- If the open schedule option is enabled, we will also show slots that aren’t reserved for any other blockouts. (Choose this if you want a hybrid approach of block scheduling and general scheduling).
If this feature is turned off, the block type option will be disabled in reason for visit settings. We will show slots available through provider schedules.
Blockouts to remove : This setting is enabled only when block scheduling is turned off.
You can choose between blocking all blockouts or just non-scheduling blockouts (Blockouts with Block appointment Scheduling enabled in Open Dental). By default we will only remove non-scheduling blockouts.
Additional notification emails :
Whenever an appointment is scheduled, the practice receives an email notification. You can add multiple email addresses here, separated by commas, to keep them in CC when the practice receives the email.
Sync schedule : This feature ensures that schedule data from your PMS is synchronized, allowing the time slots displayed on the patient form to remain accurate and up-to-date.
By syncing schedules, any changes made in your PMS will automatically reflect in the patient booking interface, providing a seamless scheduling experience for both patients and providers.
Sync others : This feature ensures seamless synchronization of the following data from your PMS:
- Operatories
- Providers
- Confirmation Definitions
- Appointment Types
Once synced, the updated data will be accurately reflected on both the patient form and the dashboard, ensuring consistency and up-to-date information across your scheduling platform. You must wait for one syncing process to complete before using the other.
Referrer
The Referrer tab helps practices track which referral sources are leading to more appointment bookings and makes it easier for practices to understand how well different referral channels are performing and allowing practices to improve their strategies for increasing bookings.
Creating referrer link
You can create a referrer link by clicking the “Add” button at the top of the tab. This feature allows you to easily generate and manage referral links for your practice.
Referrer Name : In the “Name” section, enter the name of the referrer. This helps identify the origin of the referral for monitoring and reporting purposes.
Source Type : In the type dropdown section, select the source type that corresponds to the referrer, such as “Google, Facebook, Twitter” or another given source category. At a time, you can only select one source type for each referrer. However, you can associate multiple source types under the same referrer name by creating new links with the same referrer name. This allows you to monitor different sources for the same referrer name.
After the process, a link will be generated through which patients can reach the form and book appointments from different sources. This feature enables practices to monitor the source platform for each appointment, providing valuable insights for tracking referral effectiveness.