Online Scheduling is a part of the Engagement Module. If you're interested in learning more, CLICK HERE to request a demo!
Tracking the performance of online scheduling efforts is essential for the financial growth and success of dental practices. By using a tool like Dental Intelligence's Online Scheduling Performance dashboard, you can gain a comprehensive understanding of your practice's scheduling operations, which can help to identify areas for improvement and optimizing performance.
We recommend starting your Online Scheduling journey by watching our webinar! We'll show you how to leverage Online Scheduling in Dental Intelligence to increase the number of visits in your practice.
As long as Online Scheduling is enabled for your practice, the Online Scheduling Performance dashboard can be accessed from the lefthand navigation in Dental Intelligence by clicking on the Schedule dropdown, then clicking Performance.
Scheduled Appointments Data
The Scheduled Appointments chart shows statistics on new and returning patients based on the date range you have chosen. The Online Scheduling Performance dashboard provides the following insights:
Number of new patient appointments scheduled directly by team members
Number of existing patient appointments scheduled directly by team members
Number of new patient appointments that were scheduled online
Number of existing patient appointments that were scheduled online
Number of existing patient appointments that were scheduled using Predictive Scheduling automation
You can also view appointment data across multiple locations in the Online Scheduling Performance Board. Click here to learn how!
Please note that data on the Performance Dashboard can take up to an hour to reflect any changes. It will sometimes be quicker than this, but should never take longer.
Review the Scheduled Appointments report to see a list of appointments and obtain detailed information pertaining to each individual appointment. Just click View Scheduling Appointments.
The Scheduled Appointments report includes the following appointment information:
Patient name
Patient status (new or existing)
Service scheduled
Date the appointment was requested
Appointment date
PMS appointment ID
Method of scheduling (online schedule page, Dental Intelligence dashboard, etc)
Provider
Practice location
Appointment status
In the appointment Status column of the Scheduled Appointments report, there are two layers of statuses shown: Dental Intelligence scheduling statuses and your practice management software ("PMS") statuses.
Requested: This status is specific to Dental Intelligence and it shows when the appointment is created. It is not set up to create appointments in the PMS or if the appointment fails to create due to lack of bridge connectivity.
Scheduled: This status means that the appointment is created in your PMS.
Cancelled: This status applies if the appointment was deleted or canceled in your PMS or someone rejected the appointment request in the Personal Assistant inbox.
Completed: This status will show only if the appointment is completed in your PMS. The appointment being in the past doesn't mean completed, it has to be a proper PMS status.
Expired: This status will show if a patient requests an appointment and a practice team member doesn’t click 'Reject' or 'Approve' before the request expires. Expiration time is based on your practice's appointment request settings.
Rejected: This status will show if the patient requests an appointment that a practice team member rejects in the Personal Assistant inbox or the practice management software.
Click Download Report to see additional data.
Most Used Insurance by New Patients
Use the Insurance Most Commonly Used by New Patients pie chart in the Online Scheduling Performance dashboard to get an idea of your new patient demographic and opportunities to tailor your services to fit their needs.
Monitor URL Activity
The URL Activity section of the Online Scheduling Performance dashboard allows you to track how many times a Dental Intelligence Online Scheduling link was opened compared to how many scheduled appointments originating from that link made it on your schedule. From this dataset, you can view:
Internal link name and link URL
Number of times a link was opened
Number of times a link was scheduled from (across current practice and all practices, if a multi-location user)
Number of new patients who used the link to schedule
Number of existing patients who used the link to schedule
Your practice's General Scheduling link activity will always be shown at the top of the list, before the rest of your custom scheduling links. Click on the download icon on the far right of the table to export link activity data.
💡 Tip: For improved tracking of your URL activity, you assign a descriptive Internal Name to each link, making it easier for you to remember where the link is hosted or which email campaign it was included in. This can be done in your settings when you create custom scheduling links.
Examples:
If you have integrated an online scheduling link on your practice website, you can label it as 'practice-website' for easy tracking of leads generated from the website.
Similar naming conventions can be applied to links originating from sources such as Yelp, Facebook, and Healthgrades.
You may also title the online scheduling link in your newsletters as 'newsletter' to distinguish it from other sources.