Setting up Web Sched Recall

This page explains how to set up Web Sched Recall.

General Steps:

  1. Sign up for Web Sched Recall. To send text message reminders, also sign up for Integrated Texting.
  2. Define options that affect available time slots (Operatories Considered, Recall Types, Blockouts and Provider Time).
  3. Review Recall List Settings (customize message text, review defaults). See Recall List Setup.
  4. Set Automation Options.
  5. Turn on and customize Web Sched Notify Messages (optional).
  6. Check patient information.

To open the Web Sched Recalls setup window, in the Main Menu, click eServices, Web Sched, Recalls.

Operatories Considered

Only operatories marked Is Web Sched are considered for available time slots for Web Sched Recall appointments. To change an operatory's setting:

  1. Double click a row to open Operatory Setup.
  2. Double click the operatory.
  3. Check/uncheck the Is Web Sched box.
  4. Save changes and close Operatory Setup.

Web Sched Recall Confirm Status

Select the confirmation status to apply to appointments scheduled using Web Sched Recall. To customize options, see Appointment Confirmation Status. Defaults to Created from Web Sched.

Recall Types

Recall types (prophy, childprophy, and perio) determine due date intervals and time pattern/appointment length. To edit a recall type's settings:

  1. Double click a row in the Recall Types grid to open Recall Types Setup.
  2. Make changes as needed.
  3. Close the Recall Types area. You may be prompted to synchronize recalls for all patients.

Note: All recall types show in the Recall Types grid, but only special types will receive Web Sched Recall reminders.

Blockouts and Provider Time

These settings affect available time slots for Web Sched Recall appointments.

Ignore Blockout Types: By default, Web Sched Recall does not consider Blockouts as available time. However, you can allow scheduling during specific blockout times by ignoring a blockout type.

  1. Click Edit to open a list of all blockout types.
  2. Highlight any blockout types to ignore (Web Sched Recall appointments can be scheduled in the blockout).
  3. Click OK.

Time Slots: Under the Available Time Slots area, select how provider selection affects available time slots.

Note: When there are openings in multiple operatories, appointments scheduled using First Available provider as the criteria will be scheduled in the operatory on the farthest left of the schedule (order of 1).

Allow patients to select provider: When more than one provider has available openings, allow patients to select a provider in the Web Sched Recall interface. To add provider descriptions and photo, see the Edit Provider Window, Web Sched tab.

The Available Time Slots area provides a preview of open time slots for up to a month, based on selected criteria:

Recall List Settings

Default settings for the Recall List affect when and to whom automated Web Sched Recall reminders are sent, as well as the message content. Click Recall Setup to review settings (see Recall List Setup).

Customize Messages: For both email and text, there are Web Sched messages for three reminders (first, second, third). Double click on a reminder to make changes.

Below are examples of the default text for the first Web Sched reminders (1).

Variable options include:

Other Defaults: For automated reminders, patients are sent a Web Sched Recall reminder when they meet the default criteria for the Recall List (would show in the list today). We recommend reviewing the Recall List default settings.

A patient shows in the Recall List when:

The date range is determined by these settings:

Exclude: These options affect whether patients with scheduled appointments show in the list.

Reminders: Once the first Web Sched Recall reminder is sent, the reminder intervals affect when the second and third reminder are sent.

Automation Options

These settings determine automated preferences. Automation is optional. You can always manually send Web Sched Recall reminders from the Recall List.

Send Email Messages Automatically To: Select whether or not automated email Web Sched Recall reminders are sent, and if yes, to which patients.

Send Text Messages Automatically To: Select whether or not automated text Web Sched Recall reminders are sent, and if yes, to which patients.

Max number of texts sent every 10 minutes per clinic: Determines how many messages are sent in a batch. Defaults to 2. Limiting the batch amount can be useful when there are many messages to be sent (hundreds) and you are worried about possible message failure. If blank, there is no limit.

Note: The automated eServices Schedule also affects when automated recall reminders are sent. See eServices Setup Miscellaneous Tab.

Web Sched Notify Messages

When a patient successfully books a Web Sched Recall, Web Sched New Patient or Web Sched ASAP appointment online, you can opt to send them an automated message via text, email, or both to notify them of appointment details. To turn on and customize messages, see Web Sched Notify Messages.

Patient Requirements

To receive a Web Sched Recall reminder, patients need to have basic information entered. We recommend checking the following for each patient on the Edit Patient Information window.

Technical Details

When using Web Sched Recall, make sure your general recall settings are correct. See General Recall Setup.

Provider Assignment Logic:

Appointment Detail Logic

Clinic Logic: Web Sched will first check for available openings in operatories of the patient's clinic. If the patient has no clinic, it will look at operatories for the clinic of the last scheduled or completed appointment. If no clinic can be determined, only time slots in operatories assigned to no clinic are considered (operatories flagged Is Web Sched with None as the clinic).

Aggregated Messages: When multiple family members are sent a Web Sched Recall reminder, the message will be aggregated into one and a commlog will be generated for each patient. The aggregated message format cannot be changed.

Aggregated text message recall reminder:
"Dental checkups due: [FamilyListURLs]. Visit links to schedule appointments or call [OfficePhone]."

Aggregated email message recall reminder:
"These family members are due for a dental checkup:"
"Please visit the links above or call our office today at [OfficePhone] to schedule your appointment."

The "[FamilyListURLs]" tag will be replaced lines that look like this: "Harry - Schedule appointment at".


Web Sched Troubleshooting

General eServices Troubleshooting

Web Sched Recall: What Patients See

In Open Dental

Scheduled appointments instantly show up in the Appointments Module.

Use the Web Sched Appointments Report to view and track appointments scheduled using Web Sched.