How Andre Keeps Quick Fill Clean and Current In Eaglesoft
I have always recommended that an office who has pages and pages of Appointments in Quick Fill, start by deleting the entire Quick Fill List (QFL). HORROR!!!! Yep. Most are so bogged down with patients who should never have been on the QFL in the first place. Why not just start fresh? The office can just call the Patterson Technology Center (“Support”) at (800) 475-5036, and they can assist the practice in deleting the entire QFL.
Now that it’s clear…
There are ONLY three (3) scenarios when a Patient should be added to the quick fill:
Scenario 1
A Patient is considered for a “Sooner Appointment” Appointment. This is NOT a “call list when we have an opening”. These are Patients who might have a lab case due that could be brought in sooner if the lab case comes back or something similar. I never advise offices to use “call list”.
Process: Future appointments (tomorrow and beyond) can be marked with a “Sooner If Possible” (SIP) by checkbox
Using the SIP check box, this appointment will be listed in the QFL. The current appointment will not be affected.
Scenario 2 A patient who at the end of a Walkout says they cannot schedule because they “don’t know their schedule” but are sincere in their desire to schedule.
Process Create a “Quick Fill” appointment immediately from OnSchedule and make notes about any requested timeline for follow-up (i.e. “patient needs early morning”. “Patient is out of the country till June 1st and will call back” or “Doctor needs+15mins from standard prep time”.).
To create an immediate Quick Fill Appointment from the schedule double Click on the schedule (like making a normal appointment; when the Appointment window opens, use the drop-down list at the top left of the Appointment window to change from a Patient Appointment to a Quick Fill Appointment.Make sure to Select the Appointment Type, Select the Correct Provider and adjust the time duration if needed.
Scenario 3 A patient who the Clinical Crew request follow-up (i.e., doctor said “Whatever happened to Charles? Can someone get him in?”).
Process The patient can be added as a “Quick Fill” appointment immediately from OnSchedule (see scenario 2 process) and make notes about requested timeline for follow-up.
Question What if a patient “Cancels” an appointment and they say they cannot schedule because they “don’t know their schedule”.
Answer Go back to Scenario 2.
Question What do you do if a Patient No-shows (“Breaks”)?
Answer Unless the office has “empty chairs” and New Patient numbers are less than 20 per dentist per month, Failed Appointments should NOT go on the Quick Fill but should be contacted through recall guidelines. I recommend that these patients are contacted through third-party Patient Communication software like RevenueWell, Weave, Solution Reach, etc., above and beyond the Quick Fill List.
There should never be a patient on Quick Fill beyond 90 days without informing the doctor.
DISCLAIMER:
This is a resource guide and all decisions on each dental office setup should remain the sole decision of the dentist/owner of the practice. Eaglesoft is a registered trademark of Patterson Dental Company. All other software or products mentioned are the property of their respective owners. Although Andre Shirdan was an employee of Patterson Dental, he is not associated with Eaglesoft or Patterson Dental Company or endorsed by Patterson or any other Company Mentioned in this blog
