HeartLand Onboarding

For each office we need to know the name of the Profile or Profiles you want to display for patients to schedule and their corresponding Dentrix ID.

For Each profile, this can be an office or an individual provider, we must map it to a corresponding Provider in your Dentrix system.

The ID in () is the same ID in your Dentrix system. If you are unsure of the ID or how to look it up, you can do the following:

• From the Maintenance menu in the Office Manager, point to Practice Setup, and then click  Practice Resource Setup.

Once you know the providers and IDs you want to setup for scheduling, we need to set their Operatory assignments. This means any Operatory they are scheduled into on any day needs to be selected. If we are not creating individual Hygiene profiles, all Hygiene chairs must also be selected. If it is unknown how to do this, you can set it as follows: 

• From the Maintenance menu in the Office Manager, point to Practice Setup, and then click  Practice Resource Setup.

• Select the Provider you are wanting to add to LocalMed and click Edit.

If a new provider to your practice you must click New to create them in your system before they can be added to LocalMed.

The Provider Information dialog box appears.

Make sure the Operatories the provider works in are highlight in Blue like the image below:

Now that you know the ID of the Provider and Operatories are selected, open up their schedule as follows to ensure it is accurate:

1.  In the Setup menu in the Appointment Book, click Provider Setup.

The Provider Setup dialog box appears.

2.   Select the provider you want to set a schedule for.

3.   Click Setup.

The Provider Setup dialog box appears.

4.   Select the days of the week the provider usually works.

Note: Dentrix defaults to Monday through Friday.

5.   Set the working hours for each selected day.

a.   Click the search button to the right of the day.

The Set Time Limits dialog box appears.

b.   To change the time range for a time block, click the Start Time or End Time search button of the time block you want to change.

The Select Time dialog box appears.

c.   To change the time in intervals of 10 minutes, click the left arrow to decrease or the right arrow to increase the time. Or, drag the slider to the left or right.

d.    Click OK when you are finished.

e.   Repeat steps b through d for all other start and end times.

f.   Repeat steps a through f for all other workdays.

We will need a list of Appointment Types the Office would like to schedule and the times lengths each will need to be scheduled for. 

Our standard set of appointment types we setup for each office are the following:

• New Patient Cleanings (Adult and Child)
• Returning Patient Cleaning (Adult and Child)
• Emergency/Tooth Pain (New and Returning)
• Consultation (New and Returning)

Once you know what Appointment Types you need to Setup, you will need to make sure a Multi-code in Dentrix has the appropriate time length set for that Appointment Type. If you are unsure how to do this, follow the steps below:

1. In the Maintenance menu in the Office Manager, point to Practice Setup, and then click Multi-Code Setup.

2. Select the multi-code that you want to edit and then click Edit

3. Update the Procedure Time to the proper amount of units needed

4. Click Ok and Save Changes

Similar to Provider Hours, you need to make sure the hours for each Operatory are set. 

To set up an operatory

1.   In the Setup menu in the Appointment Book, click Operatory Setup.

The Operatory Setup dialog box appears.

2.   Select the operatory that you want to set up, and then click Setup.

The Operatory Setup [Operatory Name] dialog box appears.

3.   Do one or more of the following:

• To close an operatory, clear the check box next to the appropriate weekday.
• To change an operatory's hours from the default, click the search button next to the appropriate weekday and the Set Time Limits dialog box appears.

4.   Do one of the following:

• Type new start and end times.
• Click the search buttons and select the appropriate times from the Select Time dialog box.

5.  Click OK.

The last step in the LocalMed process is to give us the local schedule rules for the Office.

This includes but is not limited to:

1. Which Operatory each Appointment Type (Step 4) can be scheduled into
2. Which Appointment Type a specific provider (Step 1) can be scheduled for
3. Insurance the Practice does not want to allow scheduling for Online
4. Days or times appointments should not be scheduled online