®
Site # __________________
Getting Data From Your Practice Management System Step 1: Initial Setup - 3 Month Report
This one-time-only setup helps ensure that the PhoneTree software has all the information needed to incorporate data from your appointment schedules into automated messages. Because not every appointment type or provider might be represented on your daily appointment report (for example, a certain provider may be on vacation at the time of report creation, therefore showing no appointments), you will initially set up PhoneTree to read from an appointment report showing three months of appointment information. This guide will show you how to create this report.
Step 2: Daily Operation - Daily Report
Once your PhoneTree system has seen all possible providers, appointment types, and other information for three months out, then you’re ready to create your daily report, from which PhoneTree will make calls on a daily basis. This will be almost exactly like creating a threemonth report, except that it will show appointments only for the upcoming day. It is from this report that PhoneTree will create messages each day. After your PhoneTree has been configured with a 3-month report, you will be able to import a daily report with the instructions provided here.
© 2006 PCS. Specifications subject to change without notice.
Revised 4/20/06
Page 1
PERSONAL COMMUNICATION SYSTEMS • 2400 REYNOLDA ROAD • WINSTON-SALEM, NC 27106 www.phonetree.com •
[email protected] • 1.800.555.0559 • 800.245.4221 FAX
®
Site # __________________
Getting Data From Your Practice Management System
Medent: Appointments - 3 Month Report
In order for your PhoneTree system to be custom-configured, it is necessary that you use your practice management system to save or export your daily appointment report. Place this file in a location where you will be able to browse to it from the PhoneTree computer. Your PCS support representative will configure PhoneTree to read from this file. This one time step is required for correct configuration. Here’s how to do this using the Medent system:
1. Open Medent to the main screen. From the Options menu, choose Printer Setup.
2. A new window opens called Printer Profile. From the list of items, click on the drop down box for Reports to Screen? and select Yes.
3. A window will appear, click No.
4. You will revert back to the main screen again. From the menu on the left click Appointments. The Appointments menu opens. From the menu on the left, click Office Appointments.
© 2006 PCS. Specifications subject to change without notice.
Revised 4/20/06
Page 2
PERSONAL COMMUNICATION SYSTEMS • 2400 REYNOLDA ROAD • WINSTON-SALEM, NC 27106 www.phonetree.com •
[email protected] • 1.800.555.0559 • 800.245.4221 FAX
Getting Data From Your Practice Management System, continued
Site # __________________
5. The Office Appointments menu opens. Next, click Print Office Appointments.
6. The List of Doctor’s Appointments window opens. Enter a 3 month date range in the Select Appointments From Date and Thru Date boxes. For instance, if today was 4/20/06, then enter 4/20/06 in the From Date box and 7/20/06 Thru Date box. Next, make sure the following are set: Select Whole Days Appointments - Yes, Include Phone Numbers on Report - Yes, Run Report for All Doctors - Yes, (S)ingle Space or (D)ouble Space - Single. Then, click Done.
7. The Print Option window will appear. In the Enter Print Option field, type D for Doctor Order and then press enter on your keyboard.
8. The Font Option window will appear. In the Enter Font Option field, type S for Small Font and then press enter on your keyboard.
Page 3
© 2006 PCS. Specifications subject to change without notice.
Revised 4/20/06
PERSONAL COMMUNICATION SYSTEMS • 2400 REYNOLDA ROAD • WINSTON-SALEM, NC 27106 www.phonetree.com •
[email protected] • 1.800.555.0559 • 800.245.4221 FAX
Getting Data From Your Practice Management System, continued
9. Next, you are presented with the screen. During this screen, Medent is query the data.
Site # __________________
10. After the data has compiled, your web browser window will automatically open, DO NOT CLOSE THIS WINDOW! From the File menu, choose Save As.
11. You will now be asked where you want to save this file. Direct the file to the Desktop and name it ptappts then click the Save as type drop down box and choose Text File. Then, click Save. This step creates the file and you will now be able to locate it on the desktop of your computer. Congratulations— you’re done!
Page 4
© 2006 PCS. Specifications subject to change without notice.
Revised 4/20/06
PERSONAL COMMUNICATION SYSTEMS • 2400 REYNOLDA ROAD • WINSTON-SALEM, NC 27106 www.phonetree.com •
[email protected] • 1.800.555.0559 • 800.245.4221 FAX
®
Site # __________________
Getting Data From Your Practice Management System Medent: Appointments - Daily Report
In order for your PhoneTree system to be custom-configured, it is necessary that you use your practice management system to save or export your daily appointment report. Place this file in a location where you will be able to browse to it from the PhoneTree computer. Your PCS support representative will configure PhoneTree to read from this file. Once configured, each day PhoneTree will read this file and use it to make calls. Here’s how to do this using the Medent system:
1. Open Medent to the main screen. From the Options menu, choose Printer Setup.
2. A new window opens called Printer Profile. From the list of items, click on the drop down box for Reports to Screen? and select Yes.
3. A window will appear, click No.
4. You will revert back to the main screen again. From the menu on the left click Appointments. The Appointments menu opens. From the menu on the left, click Office Appointments.
© 2006 PCS. Specifications subject to change without notice.
Revised 4/20/06
Page 5
PERSONAL COMMUNICATION SYSTEMS • 2400 REYNOLDA ROAD • WINSTON-SALEM, NC 27106 www.phonetree.com •
[email protected] • 1.800.555.0559 • 800.245.4221 FAX
Getting Data From Your Practice Management System, continued
Site # __________________
5. The Office Appointments menu opens. Next, click Print Office Appointments.
6. The List of Doctor’s Appointments window opens. Enter a date range that reflects the date for which you wish to confirm appointments in the Select Appointments From Date and Thru Date boxes. For instance, if you want to confirm tomorrow’s appointments, then enter tomorrow’s date in both the From Date and Thru Date boxes. Next, make sure the following are set: Select Whole Days Appointments Yes, Include Phone Numbers on Report - Yes, Run Report for All Doctors - Yes, (S)ingle Space or (D)ouble Space - Single. Then, click Done.
7. The Print Option window will appear. In the Enter Print Option field, type D for Doctor Order and then press enter on your keyboard.
8. The Font Option window will appear. In the Enter Font Option field, type S for Small Font and then press enter on your keyboard.
Page 6
© 2006 PCS. Specifications subject to change without notice.
Revised 4/20/06
PERSONAL COMMUNICATION SYSTEMS • 2400 REYNOLDA ROAD • WINSTON-SALEM, NC 27106 www.phonetree.com •
[email protected] • 1.800.555.0559 • 800.245.4221 FAX
Getting Data From Your Practice Management System, continued
9. Next, you are presented with the screen. During this screen, Medent is query the data.
Site # __________________
10. After the data has compiled, your web browser window will automatically open, DO NOT CLOSE THIS WINDOW! From the File menu, choose Save As.
11. You will now be asked where you want to save this file. Direct the file to the Desktop and name it ptappts then click the Save as type drop down box and choose Text File. Then, click Save. This step creates the file and you will now be able to locate it on the desktop of your computer. Congratulations— you’re done!
Page 7
© 2006 PCS. Specifications subject to change without notice.
Revised 4/20/06
PERSONAL COMMUNICATION SYSTEMS • 2400 REYNOLDA ROAD • WINSTON-SALEM, NC 27106 www.phonetree.com •
[email protected] • 1.800.555.0559 • 800.245.4221 FAX
