Scheduling: Managing Your Calendar

So you've worked your way through the Scheduling: Configuration Guide, now, how do you use RevenueWell's Scheduling solutions? Don't worry, it's super easy!

It starts right back in your online scheduler settings page. Come here to copy your online scheduler link. This link can then be posted wherever your office wants, and patients then just click the link to submit an appointment request!
Insurance Verification customers can now view insurance verification information with appointment requests, making it even easier to review and manage incoming requests efficiently.

Once the Scheduling link has been shared, scheduling alerts will start populating in Scheduling and on the homepage! Some alerts may require action, while others will alert offices that changes have been made. Offices will be alerted that there are new appointments to review when the Scheduling icon shows a blue dot.
1. The homepage alerts help keep track of incoming appointments and guarantee that offices don't miss any items that need attention. By clicking on these alerts, you can view each item in the Scheduling Alerts slide-out.
2. To access the Scheduling Slide-Out Alerts:
  
  After a user clicks on the bell, they will be able to see all new and old submitted appointment requests. The office can see some info about the appointment request here, including:
  - Patient name
  - Date & time of desired appointment
  - Appointment type
  - Date of submission
  - Insurance Verification indicator icon
    - Green badge - indicates that IV was run successfully for the appointment request
    - Red badge - indicates that IV was unsuccessful for the appointment request.
      
      Click on any request to review that appointment.
3. To focus on specific alerts, click the Filters button at the top of the Scheduling Alerts Slide-Out.
  
  Available filters include:
  - Type: Directly Scheduled, Appointment Requests, Rescheduling, Cancellation
  - Status: Pending review, Approved, Dismissed
  - Source: Appointment Form, Website Widget, RW AI (if applicable)
Insurance Verification customers can now view insurance verification information with appointment requests, making it even easier to review and manage incoming requests efficiently.

Appointment requests will be handled differently based on whether or not PMS Based scheduling is enabled. Learn about how to process each kind of request below!
- If PMS Scheduling is off, you will see the following:
  - Patient Information: Birthday, phone number, email
  - Appointment Type
  - Lead Source
  - Patient Comments
  - Insurance Status
  Preferred Date & Time to be manually reviewed and added to the practice’s PMS.
  
  Since this is an appointment request submitted without PMS scheduling, we’ll only collect and display the patient’s preferred days and times (morning, afternoon, or evening) based on the practice’s Default Online Availability.
  
  After clicking "Add to Schedule" to accept the appointment request, an additional window opens where the office can make edits, link patients, and choose to send a response to the patient.
  
  Once the office is all finished, they can save their changes. Then can go back and see previously accepted or declined appointment requests. If the office accepts the request, it will appear on the RevenueWell Calendar and must then be manually added to the practice’s PMS.
- When PMS-based scheduling is enabled, patients select a specific date and time directly from the availability pulled from the PMS. This creates a more detailed “Request Date & Time” section.
  
  Here, clicking "Select" will open the Add Appointment modal on the calendar, pre-filled with the details from the appointment request. Choosing "Preview" will take you to the relevant spot on the calendar so you can visualize how the appointment fits into the existing schedule. A standard "Accept/Dismiss" dialog will also appear next to the time block for quick action.
  
  Once you click "Accept," the "Accept an Appointment" window will appear, where you can edit or confirm the appointment details, choose if you would like to respond to the patient, and click "Save" to sync to the PMS.
  
  If choosing to "Decline" you will see the "Decline an Appointment" window launched with the option to send a response. Click "Confirm" to decline the request.
- Directly Scheduled Appointments
  
  For offices with Direct Scheduling, appointments booked directly will show up in Scheduling Alerts. Directly scheduled appointments are indicated with a blue overlay over the alert.
  
  Each alert for a directly scheduled visit will show:
  - Patient's name
  - Appointment type
  - Appointment date and time
  - Messages from the patient
  - Booking date and time
If a new patient submits a request, you are now able to create a patient profile from RevenueWell that will write back to the PMS. To do so:

1. Choose "Select" from within the appointment request.

2. If there is no record of the patient, you will see a “Not Connected” error. Click “Link Patient Profile.”

3. On the next page, select “Create a patient profile.”

4. Here you can see the information that the new patient submitted with their request. Click "Create Patient" and RevenueWell will link that patient to their appointment and write back the new patient to your PMS.

5. Once the appointment is saved, the appointment will follow its normal workflow of an unconfirmed appointment.
To manually add an appointment in RevenueWell, follow the steps below:
1. Open Scheduling.
2. Select the Calendar tab.
3. Click Add Appointment.
4. Select Search patient profile to link an existing patient or create a new patient profile.
5. Enter the appointment details.
6. Click Save.
7. The new appointment will now display on your RevenueWell Calendar.
To manually add a Time Block to your calendar in RevenueWell, follow the steps below:
1. Open Scheduling.
2. Select the Calendar tab.
3. Click Time Block.
4. Enter the time block details (date, time, and duration).
5. Click Save.
6. The time block will appear greyed out on your RevenueWell Calendar.
The following time blocks created in the PMS will appear in the RevenueWell Scheduling calendar.

Eaglesoft (V 16+):
- Provider Hours – Lunch
- Custom Hours – Provider Out of the Office
- Custom Hours – Lunch
- Holidays (Pre-Defined)
- Holidays (Custom)
- Block
Open Dental (V 22+):
- Schedule Practice Holiday
- Schedule Blockout
Dentrix (V 23+):
- Practice Hours Exception – Closing the office for a day
- Practice Hours Exception – Yearly holiday closures
- Provider Hours Exception – Vacation or time off on a selected date
- Appointment Book Event
Dentrix Ascend:
- Events (all PMS-created DxA events impacting provider or practice availability)
Fuse:
- Block
The following rules apply to all PMS time blocks displayed in Scheduling:
- PMS-created time blocks are read-only within RevenueWell.
- RevenueWell-created time blocks remain inside RW only and do not write back or sync to any PMS.
- Visibility improvements do not impact existing scheduling rules, provider availability calculations, or writeback logic.