Operatory setup includes naming operatories, assigning default providers and clinics, and marking operatories as hygiene or Web Sched operatories. When an appointment is scheduled in an operatory, the operatory's default provider (provider or hygienist) and clinic is assigned.
In the main menu, click Setup, Appointments, Operatories.
Operatories sort order affects the left to right order of operatories in an Appointment View.
- If using Clinics, click the Clinic dropdown or [...] to filter by clinic.
- To change sort order, use the up/down arrows on the right. These arrows are only enabled when the selected clinic is All.
Add or Edit an Operatory
Double click an operatory to edit, or click Add to add a new operatory.
- Op Name: The title of the operatory in the Appointment schedule. Titles longer than one line automatically wrap to a second line. Titles longer than two lines will be cut off.
- The background color of the operatory name is based on the default provider's appointment color (Edit Provider Window). If there is no provider set for the operatory, the background color is gray.
- Abbrev (max 5 characters): The abbreviation that identifies this operatory in various lists throughout the program.
- Is Hidden: When checked, removes this operatory as a selection option for Appointment Views and various lists. Operatories cannot be deleted. Hiding an operatory is not allowed if future appointments are scheduled in it.
- Clinic: If using Clinics, this is the clinic associated with this operatory. Click the dropdown or [...] to select. The clinic affects which operatories can be assigned to an appointment view (e.g. only clinic A operatories can be assigned to clinic A appointment views). It also determines the default clinic assigned to appointments scheduled in the operatory.
- Provider: The default provider assigned to appointments scheduled in the operatory. Click the dropdown or [...] to select. If using clinics and providers are restricted to clinics in Security, only providers available for the selected clinic are options. If operatories are assigned to provider time blocks in the Schedule, it overrides the operatory provider.
- Hygienist / Is Hygiene: The Hygienist is the default hygienist assigned to appointments scheduled in the operatory. Click the dropdown or [...] to select. If the hygienist is the main provider for this operatory, also check Is Hygiene to assign the hygienist as the default provider when appointments are scheduled in this operatory.
- Note: To assign the dentist to all appointment procedures placed in a Provider Only operatory (including hygiene procedures), set the dentist as both the Provider and Hygienist for the operatory. Otherwise, hygiene procedures (e.g. PA's) may be assigned to the hygienist even though scheduled in a provider operatory.
- Set Prospective: When checked, the status for all patients in this operatory will be set to 'prospective' (Edit Patient Information window). This is useful in large clinics that set tentative appointments for patients that may not show up. Typically, one or more operatories are set up for prospective patients, and all patients scheduled have a status of 'prospective'. When you move the appointment out of this operatory, and into one that is not “Set Prospective,” patient status automatically changes to 'patient'.
- Is Web Sched: When checked, this operatory will be considered when determining available time slots for Web Sched Recall appointments.
- Is New Pat Appt: When checked, this operatory will be considered when determining available time slots for Web Sched New Patient appointments.
Some databases may have duplicate operatories. These operatories can be merged. Merging affects all appointments set in the selected operatories.
- In the Operatories window, select multiple operatories with Ctrl + click, click and drag, or Shift + click.
- Click Combine. A confirmation message will appear. Click OK to continue.
- Click the operatory to keep, then click OK.
- If appointments are scheduled in both operatories but do not overlap, a message will ask to move the appointments into the merged operatory. Click OK to automatically move the appointments.
- If appointments are scheduled in both operatories that do overlap, they will need to be manually moved before the operatories can combine. A warning message will appear. Click OK to view a list of conflicting appointments. This list can be printed. When all conflicts are resolved, reopen the Operatories window to combine.
- Duplicate operatories will be marked hidden and appointments merged. Operatories cannot be deleted.
Prompts to Change Provider
When you move an appointment from the PinBoard to the appointment schedule, or from one operatory to another, you may be prompted to change the provider. If operatories are assigned to default providers, or to provider time blocks in the schedule, this is often what you want to do.
To turn the prompt off:
- Do not assign providers to operatories (Provider or Hygienist).
- Also make sure provider time blocks are not assigned operatories in the daily schedule (Edit Day window).