OrthoTrac - Phonetree

®
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.
© 2008 PCS. Specifications subject to change without notice.
Revised 10/08
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PERSONAL COMMUNICATION SYSTEMS • 2400 REYNOLDA ROAD • WINSTON-SALEM, NC 27106
www.phonetree.com • support@phonetree.com • 1.800.555.0559 • 800.245.4221 FAX
®®
Site # __________________
Getting Data From Your Practice Management System
OrthoTrac (Ver. 11): 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 technical 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 OrthoTrac system:
Click this icon.
1. Open OrthoTrac to the main screen. At the top, click
the icon with the magnifying glass (this opens the
Contact Expert).
2. From the list of selections below, select Patient
Fields and choose Next Appt Date. Now the words
Next Appt Date appear at the top next to the word
Where. In the drop-down box, set it to is equal to.
Enter the date
range here…
…then
click here.
3. Enter a 3 month appointment date range in the equals
and thru fields. For instance, if today was 10/21/08,
enter 1/21/09 in the equals box and 7/4/06 in the
thru box.
© 2008 PCS. Specifications subject to change without notice.
4. Next, click Search.
Revised 10/08
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PERSONAL COMMUNICATION SYSTEMS • 2400 REYNOLDA ROAD • WINSTON-SALEM, NC 27106
www.phonetree.com • support@phonetree.com • 1.800.555.0559 • 800.245.4221 FAX
Getting Data From Your Practice Management System, continued
Site # __________________
5. A new screen appears that shows you the list of the
patients it has found for this date. Now you will
choose from the list of fields below to add the fields
needed for the PhoneTree export file, which are: Pt
Hm Phone, Pt ID, Pt Appt Date, Pt Appt Time,
Patient's Doctor, Pt Appt Type, and Pt Appt Office.
After adding all the fields, click on the Report button
to the right.
6. On this new Print Options screen, choose Export
Contents.
7. Now you will be prompted to save the file. Save it
directly to your PC’s Desktop, and call the file
ptappts. Click Open. Then click OK on the Print
Options window.
8. Now you will see a progress window that shows the
exported file being created. When the export process
is complete, click the Apply button on the Contact
Expert and save this report template for future use.
Name the template PhoneTree Data File. That’s it —
you’re done!
Page 3
© 2008 PCS. Specifications subject to change without notice.
Revised 10/08
PERSONAL COMMUNICATION SYSTEMS • 2400 REYNOLDA ROAD • WINSTON-SALEM, NC 27106
www.phonetree.com • sales@phonetree.com • 1.866.370.1850 • 800.245.4221 FAX
®
Site # __________________
Getting Data From Your Practice Management System
OrthoTrac (Ver. 11): 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 technical 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 OrthoTrac system:
Click this icon.
1. Open OrthoTrac to the main screen. At the top, click
the icon with the magnifying glass (this opens the
Contact Expert).
2. When you created the 3 Month Report, you saved
your file settings to a report template. To use that
template, click Load.
Enter the date
range here…
3. Select PhoneTree Data File from the list and click OK.
© 2008 PCS. Specifications subject to change without notice.
4. Enter an appointment date range that reflects the
date you wish to confirm appointments for in the
equals and thru fields. For instance, if you want to
confirm tomorrow’s appointments, then enter
tomorrow’s date in both the equals and thru boxes.
Then, click Search.
Revised 10/08
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PERSONAL COMMUNICATION SYSTEMS • 2400 REYNOLDA ROAD • WINSTON-SALEM, NC 27106
www.phonetree.com • support@phonetree.com • 1.800.555.0559 • 800.245.4221 FAX
Getting Data From Your Practice Management System, continued
Site # __________________
5. When this screen appears, click Report.
6. On this new Print Options screen, choose Export
Contents.
7. Now you will be prompted to save the file. Save it
directly to your PC’s Desktop, and call the file
ptappts. Click Open. Then click OK on the Print
Options window.
8. Now you will see a progress window that shows the
exported file being created. When the export process
is complete, click the Apply button on the Contact
Expert and save this report template for future use.
Name the template PhoneTree Appts. That’s it —
you’re done!
Page 5
© 2008 PCS. Specifications subject to change without notice.
Revised 10/08
PERSONAL COMMUNICATION SYSTEMS • 2400 REYNOLDA ROAD • WINSTON-SALEM, NC 27106
www.phonetree.com • sales@phonetree.com • 1.866.370.1850 • 800.245.4221 FAX