Dental Intelligence will manage your patient activity for you and automatically notify the team member you have assigned when you want them to follow up! Use Auto Follow Ups to make sure you never lose track of a patient again. Watch these short videos to learn how to start:
*This is part of the Analytics Module. If you are interested in learning more, CLICK HERE to request a demo!
How to Turn on Auto Follow Ups
Step by Step Instructions:
Access your Settings by hovering over your Initials in the bottom left hand corner
Select Follow Ups from the left menu
Note: If you do not see Settings or the Follow Ups option, this means you have not been granted permission to these features in your user profile. Refer to an admin team member to enable these for you or work with them to complete these steps from their personal log in. This article will discuss how to enable permissions
Select the Auto Follow Up Settings option
Click into the Follow Up type you would like to enable
Fill in the required fields to customize them as needed
Enable the auto follow up by selecting the Toggle Button
Enter in the Time Frame and requirements for each follow up type. These will differ, refer to the Rule Preview to ensure it matches your preferences
Confirm who will be Assigned or responsible for the follow ups
The assignee options are as follows:
Unassigned: The follow up will not be assigned to any user and will be categorized as "Unassigned"
Role: Here you will be able to select from the existing roles within the office. If there is a team member with that role selected in their settings, they will be assigned to the follow up. If there are multiple team members this applies to, the follow ups will be assigned in a round robin order to help evenly distribute the workload
Team Member: Here you will be able to select from the existing user profiles created for your team members. If you select multiple team members, the follow ups will be assigned in a round robin order to help evenly distribute the workload
Appointment Providers: This is determined by the type of Auto Follow Up, refer to the next section to learn more about these criteria
Click Save
How Does Dental Intelligence Identify Which Providers Are Assigned to Auto Follow Ups?
The "Appointment Providers" assignee option is determined by the type of Auto Follow Up:
Unscheduled Treatment Follow Ups
We will analyze the treatment that is unscheduled for each individual patient that matches the auto follow up criteria. If we find any restorative procedures, we look for the last completed non-hygiene appointment and assign the follow up to the restorative provider on that appointment.
If the only unscheduled treatment is hygiene, we get the last completed hygiene appointment and use the first hygienist attached to that appointment.Appointment Confirmation Follow Ups
We look at the next future appointment for each individual patient that matches the auto follow up criteria.
If it is of type hygiene, we use the first hygienist attached to that appointment.
Otherwise, we use the first restorative provider attached to it.Hygiene Recare Follow Ups
We look at the last completed hygiene appointment and use the first hygienist attached to that appointment for each individual patient that matches the auto follow up criteria.Unscheduled Broken Appointment Follow Ups
We look at the latest broken appointment for each individual patient that matches the auto follow up criteria.
If its hygiene - we use the first hygienist attached to that broken appointment.
Otherwise, we will grab the first restorative provider attached to that broken appointment
Using Follow Ups Daily
Ready to start using Follow-Ups? Check out this article to learn how!
Viewing Follow Up Results
Once the team is using Follow-Ups, you can track individual or team performance. See how much value you're bringing back into the practice by using Follow Ups. Check out this article to learn how!
Follow Up Types & Definitions
Using Auto Follow Ups you can keep track of:
Appointment Confirmation
Appointment Confirmations
By turning on Appointment Confirmation Auto Follow Ups, di. will notify you when a patient has not confirmed their appointment.
This will create a follow-up for patient that has an appointment that does not have "confirmed" as a stand-alone word in the status description of the appointment.
Through settings, you can identify the team member(s) that will receive these notifications and when you want the notification delivered.
This does not replace your current patient reminding system, but notifies you when those systems have failed to confirm the patient's appointment.
Important Information:
If the follow up is not completed and the day of the appointment has passed the follow-up will be removed
Review your appointment status configuration in your practice management system to be sure that the stand alone word "confirmed" is in the description of each status you use for confirmation, included electronic confirmations.
Hygiene Recare
By turning on Hygiene Recare Auto Follow Ups, di. will notify you when a patient has not scheduled their Hygiene Appointment.
Through settings, you can identify the team member(s) that will receive these notifications and when you want the notification delivered.
The biggest cause for patient attrition is simply not rescheduling their future Hygiene appointment. Auto Hygiene Recare Follow Ups will ensure that you never lose track of these patients.
Important Information:
If a hygiene appointment has been scheduled for the patient then di. will automatically close the follow-up
If a hygiene appointment is broken this follow-up will show up as an Unscheduled Broken Appointment
Unscheduled Broken Appointment
By turning on Unscheduled Broken Appointment Auto Follow Ups, di. will notify you when a patient has broken an appointment and is no longer scheduled.
Through settings, you can identify the team member(s) that will receive these notifications and when you want the notification delivered.
Rescheduling broken appointments is one of the fastest ways to keep your schedule full, increase your production and ensure that the patient is receiving their needed treatment.
How to break an appointment: Dentrix Eaglesoft Open Dental
Important Information:
If a broken appointment is rescheduled then di. will complete that auto follow up
If the follow-up is removed you will not be notified again to follow-up on this broken appointment
If the patient already has another appointment scheduled then di. will not automatically generate an Unscheduled Broken Appointment Follow Up
Unscheduled Treatment
By turning on Unscheduled Treatment Auto Follow Ups, di. will notify you when a patient has not scheduled their restorative treatment.
Through settings, you can identify the team member(s) that will receive these notifications, a minimum treatment plan value and when you want the notification delivered.
Practices have achieved a 17% average increase in treatment acceptance when using this solution.
Important Information:
Dental Intelligence will create unscheduled treatment follow ups that fit the criteria you have set. It will also create unscheduled treatment follow ups for hygiene procedures; "D1351", "D1353", "D4341", "D4342", "D4355", "D4381", "D4921", "D5994", "D4220", "D4346", "D6081" that also fit the criteria you have set.
If a patient already has an appointment scheduled we will not create an Unscheduled Treatment Follow Up.
Please note, unscheduled treatment follow-ups will only be closed if the future appointment is not hygiene.
If an appointment is scheduled for a patient that already has an Unscheduled Treatment Follow Up Dental Intelligence will complete that auto follow up.
Past Due Account
By turning on Past Due Accounts Auto Follow Ups, di. will notify you on the day a patient's balance is past due, enabling you to immediately take action.
Through settings, you can identify the team member(s) that will receive these notifications, a minimum balance and define what is past due.
Important Information:
If a patient is no longer fits the Past Due criteria you have set, di. will complete that auto follow up for you
Past Due Claims
By turning on Past Due Insurance Claims Auto Follow Ups, di. will notify you on the day a claim is past due, enabling you to immediately take action.
Through settings, you can identify the team member(s) that will receive these notifications, and define what is past due.
Important Information:
If a patient is no longer fits the Past Due criteria you have set, di. will complete that auto follow up for you
Note: Completed Past Due Claims Follow Ups are not tracked in the Follow Ups Results page. This is because claims are not under the control of the practice. The history of the follow up will still be tracked in the Patient Card Activity