Web Sched Recall

In eServices Setup, click Recall.

See our video: Web Sched Recall.

General Steps to set up Web Sched Recall:

  1. Sign up for Web Sched Recall.
  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).
  4. Set Automation Options.

Setup

Search for openings after [ ] days: Enter the number of days in the future to search for the first available openings. Leave blank to include all available openings. For example, when 5 is entered, the first available opening offered to a new patient will be five days in the future. When left blank, an opening in the next 30 minutes could be offered.

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

Operatories Considered

Lists the operatories considered for available timeslots. Only operatories marked Is Web Sched are considered.

Double-click a row to open Operatory Setup.

Recall Types

Recall types (prophy, childprophy, and perio) determine due date intervals and time pattern/appointment length.

Double-click a row to open Recall Types. Edit Recall Types as needed.

Recall Setup: 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 to review settings. See Setup Recall.

Available Times for Patients

This area offers a preview of up to one month of open time slots for a location, based on the current settings.

Provider Rule

Select how provider selection affects available time slots.

Allowed Blockout Types

By default, Web Sched Recall does not consider Blockouts as available time. However, you can allow scheduling on top of specific blockout types. Click Edit to add a blockout type.

Other Settings

Prevent double booking: Check to block double booking of appointments, even if Appointment Rules would allow it.

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 Provider, Web Sched tab.

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 Misc.

Notification Settings: See Web Sched Notify Setup.

Technical Details

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

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:"
"[FamilyListURLs]"
"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 http://od.ag/w/LWVhHh".