Scheduling: Configuration Guide

RevenueWell’s Scheduling has been upgraded to make scheduling smoother for patients and more efficient for your team. Whether you’re brand new to RevenueWell Scheduling or have used it before, this version includes powerful enhancements you’ll want to take advantage of—like PMS-based scheduling with writeback (for compatible systems), smarter office settings, and a redesigned Appointment Request form that improves the patient experience. Scheduling allows patients to request appointments online 24/7, reducing barriers to care and helping your practice fill its calendar faster. All appointment requests are collected in one place for easy review, approval, or follow-up—saving staff time and maintaining full control over your schedule.

Let's jump into the settings to customize how your office's Scheduling will function! ⬇️

To access Scheduling Settings:
1. Click on the settings gear icon.
2. Select Scheduling in the settings menu.
3. Now you're in your Scheduling Settings, where you can customize availability, appointment types, and more! Here you'll see the following:
  - PMS Sync: A toggle that enables appointments, approved appointment requests, and moved/rescheduled appointments to write back to their PMS.*
    
    Note - Enable the Scheduling ‘PMS Sync’ to ensure all appointments appear in RevenueWell, providing full visibility and accurate reporting in Insights.
  - Appointment Request Form: The link to the practice’s appointment form.
  - Default Online Scheduling Availability: The practice can set its hours of availability for online scheduling.
  - Online Scheduling Settings: Configuration for how to structure availability.
  - Appointment Types: The appointment types the practice has available.
  *Writeback for moved/rescheduled appointments is only available to practices using Eaglesoft v18+, Open Dental v22+, Dentrix v23+, or Dentrix Ascend. If you're unsure of your version, please consult your PMS support team or check within your practice management system.
These are the times when Scheduling appointments are available. By default, these times will match your office's open hours, but if different, the hours set here will override any office hours in the Settings tab (for Scheduling purposes only).

You are able to make changes to these times however you would like, or block off specific days & times for closures.

Clicking any time in the Availability table will open the edit modal. Within the edit modal, you can:
1. Add available times for that day.
2. Remove available times for that day.
3. Edit available times for that day.
4. Choose to “Block Whole Day.”
5. Click "Save" to save the changes.
6. Click "Cancel" or the “X” to close the modal without saving.
Within their hours of availability, practices can further configure details about how available appointments function. This allows practices to determine how frequently appointments can start, how much advance notice is required, how far into the future they allow bookings.
- Appointment Frequency: Appointment frequency determines how frequently appointments can start. Most offices will keep this setting at 30 minutes or 1 hour since most patient appointments are about that long
- Limit Booking: Limiting booking allows offices to control how much advance notice is required before a patient can request an appointment. Options range from 4 hours before an appointment time to 2 weeks prior.
- Calendar Range: This setting decides how far out patients can request their appointments. Options range from 1 week to 2 years.
By default, practices will start with the five most common appointment types. They can always disable the ones they don’t want or offer, as well as add other types too!

Here you see the following displayed:

Core Settings:
- Appointment Label – The name of the appointment type (shown to patients).
- Description – Short description displayed under the Appointment Label.
- Patient Type – Restrict visibility to new patients, returning patients, or both.
- Duration – The length of the appointment.
- Status – Toggle to enable/disable the appointment type.
- PMS Calendar Availability – Pulls availability directly from the PMS so patients only see valid time slots. Required for AI/Direct Scheduling.
- Operatory Schedule – Select which operatories the system should reference when showing availability.
- Patient Provider Preference – Option to let patients choose their preferred provider.
AI & Direct Scheduling Settings:

For AI and Direct Scheduling customers, if PMS Calendar Availability is enabled, the following AI/Direct Scheduling features become available:
- Enable for AI Assistant – Allows the AI to offer and book this appointment type during patient interactions.
  - Select a Category from a predefined list.
    - These categories help the AI identify and match appointment types during conversation.
    - The list includes patient-friendly language to ensure natural communication.
  - Set a Description:
    - You can enter a custom description or leave the field blank to use the default description tied to the selected category.
- Direct Scheduling – Writes appointments directly to the PMS calendar without staff approval.
  - PMS Appointment Type Mapping – Required; links RW appointment type to the correct PMS type.
  - Operatory Mapping – Required; identifies which operatories can be used for this type.
  - Appointment Category (optional) – Select a predefined category for better reporting and natural language recognition.
Direct Scheduling allows patients to book certain appointment types in real time. These appointments pull live availability directly from your PMS and, once booked, are automatically written to both RevenueWell and your PMS—no staff approval required.

Who Can Use Direct Scheduling:
- Eaglesoft v18+
- Open Dental v22
- Dentrix v23+
- Dentrix Ascend
How You Can Use Direct Scheduling:
- On Its Own – If your PMS supports it and the Direct Appointment Booking feature is enabled.
- With RevenueWell AI Assistant – The AI Assistant can book eligible appointment types instantly via Web Chat, Voice, or SMS.
⚠️ Important: If Direct Scheduling is enabled for an appointment type, patients can also book it through your lead forms. Be sure to review your appointment type settings before turning this on.

For Direct Scheduling to work properly, confirm the following settings are in place:
- PMS Sync is turned on in Scheduling Settings.
- PMS Calendar Availability is enabled for the relevant appointment types.
- Direct Scheduling is enabled for the relevant appointment types.
- Each RevenueWell appointment type is mapped to a PMS appointment type.
- Each appointment type has assigned operatories (rooms/chairs).
- Each appointment type has assigned providers.
Direct Scheduling uses multiple factors to provide accurate appointment times:
- PMS Sync is turned on in Scheduling Settings.
- PMS Calendar Availability is enabled for the relevant appointment types.
- Direct Scheduling is enabled for the relevant appointment types.
- Each RevenueWell appointment type is mapped to a PMS appointment type.
- Each appointment type has assigned operatories (rooms/chairs).
- Each appointment type has assigned providers.