Comprehensive Guide to the Desktop App

This detailed guide provides an in-depth overview of the various sections of the Practice by Numbers (PbN) Desktop App, explaining the functionalities and data presented on each page. Use this guide to navigate the app effectively and optimize your practice management. 

Please note that the features below are based on your subscription type, so some features may not be available for all practices.  

1. Daily Dashboard: The Daily Dashboard provides a snapshot of daily activities and pending actions, ensuring you stay on top of all essential tasks.

• Filters: Customize your view by filtering tasks such as appointment requests, payments, feedback, and more. This feature allows you to focus on specific types of activities or requests.
• Action Needed: This section highlights tasks that require immediate attention, including new appointment requests, payment confirmations, and other critical actions. Each task is time-stamped and can be marked as completed or ignored.
• Notifications: Displays unread notifications related to various activities, such as appointment bookings, payment receipts, and patient feedback, ensuring that no important updates are missed.

2. Production and Phone Metrics: As you scroll down on the Home page you will see a detailed overview of the day's production and phone metrics, crucial for tracking practice performance.

• Today's Production: Shows the total production value for the current day, helping you assess daily revenue.
• Scheduled: Displays the total value of scheduled appointments, providing a forecast of expected revenue.
• MTD Projection: Month-to-date projection of production, offering insights into monthly performance.
• Daily Goal Forward: Indicates the daily production goal, helping to track progress towards monthly targets.
• Phone Metrics: Includes metrics for incoming, outgoing, and missed calls, return time, and call durations, offering a complete picture of phone communication efficiency.
• Demo Mode Activation: Allows you to activate demo mode for training or demonstration purposes without affecting real data.
• Disable Notifications: An option to disable all notifications to avoid interruptions during meetings or focused work.
• Disable SMS and Call Notifications: Specific settings to disable SMS and call notifications, useful during off-hours or when focusing on other tasks.

3. Patient Search and Overview: This section provides comprehensive information about individual patients, aiding in personalized care and efficient management.

• Patient Details: This section contains vital information such as contact details, status (active/inactive), and financial details.
• Account and Treatment: Displays account balances, treatment history, and future appointments, facilitating financial and treatment planning.
• Family Information: Shows details about family members linked to the patient, helping manage family appointments and histories.

4. Communication Center: The Communication Center streamlines patient interaction through an integrated messaging system, providing numerous features to enhance communication and patient engagement.

• Message List: Displays all incoming messages from patients, sorted by date and time. You can filter messages based on various criteria and manage inboxes and assigned messages to ensure efficient handling of patient communication.
• Message Window: Allows you to view, respond to, and manage patient messages directly within the app, ensuring timely communication. This window supports:
  • Sending Forms: Easily send forms to patients for them to complete and return.
  • Sending Treatment Plans: Share detailed treatment plans with patients, facilitating better understanding and consent.
  • Review Requests: Prompt patients to leave reviews, helping improve practice reputation.
  • Payment Requests: Send payment requests to patients for outstanding balances.
  • SMS Templates: Use predefined templates to send consistent and professional messages quickly.
  • Emojis: Include emojis in your messages to add a personal touch and convey emotions effectively.
  • File Uploads: Attach files to messages for sharing documents, images, or other relevant information.

5. Call Log: The Call Log section tracks all incoming and outgoing calls, essential for managing patient communication.

• Call Details: Lists all calls with details such as phone number, duration, date, time, and type (missed, followed up, or unhandled).
• Filters: Allows you to filter calls by status and date, making it easy to find specific calls or monitor recent activity.
• Call Pop-Ups: With notifications enabled you will also get a call pop up when a phone call comes into the office. 

6. Appointment Schedule: The Appointment Schedule provides a detailed view of the day's appointments, helping manage time and resources effectively.

• Schedule View: Displays appointments by time and provider, offering a clear view of the day's schedule. You can filter appointments based on various criteria, such as confirmation status or insurance status, to get a more focused view.
• Appointment Details: Shows specific details about each appointment, including procedures, financials, and patient notes. This detailed view ensures that all relevant information is at your fingertips.
• Appointment Filters: Allows you to filter appointments by different parameters such as confirmation status or insurance status, helping you manage and prioritize appointments effectively.
• Pending Appointments Review: Enables you to review pending appointments that need confirmation or follow-up, ensuring that no appointment is overlooked.

7. Patient Flow: This section helps manage the flow of patients through the practice, ensuring efficient use of operatories and reducing wait times.

• Check-in Status: Shows the check-in status of patients, helping staff manage arrivals and seating.
• Operatory Status: Displays the status of each operatory, including readiness to seat patients and any alerts.

An in-depth look at this feature can be found here. 

8. Task Management: The Task Management page organizes tasks related to patient care and practice operations, ensuring nothing is overlooked.

• Task Summary: Provides an overview of overdue tasks, tasks due today, tasks due tomorrow, and all tasks.
• Task List: Displays detailed information about each task, including status, due date, and assignee, allowing for efficient task tracking and completion.

9. Marketing IQ: This section tracks the return on investment (ROI) of marketing efforts aimed at generating new patients.

• ROI Snapshot: Displays key metrics such as leads generated, patients scheduled, appointments completed, and patient production, helping assess the effectiveness of marketing campaigns.
• Leads List: Shows detailed information about marketing leads, including source, status, and follow-up actions.

10. Team Messaging: The Team Messaging interface facilitates communication among practice staff, promoting collaboration and coordination.

• Message List: Displays messages between team members, sorted by date and time, ensuring that all communications are organized and easily accessible.
• Message Window: Allows sending and receiving messages, sharing updates, and coordinating tasks within the team. This feature supports:
  • Chat as a Location: It is recommended to chat as a location, especially when using the Patient Flow. This ensures that all team members are aligned and can access relevant information easily.
  • Operatory and Provider Alerts: When set as a location, operatory and provider alerts will appear with a banner, making it easy to identify important notifications and respond promptly.

11. Huddle: The Huddle section provides a snapshot of the day's key metrics, offering a quick overview of practice performance.

• MTD Prod: Shows the month-to-date production, helping track progress towards monthly goals.
• AR Due: Displays accounts receivable due, indicating pending payments.
• Tx Pending: Lists treatments pending, helping manage ongoing patient care.
• Unscheduled Fam Members: Shows the number of unscheduled family members, aiding in scheduling follow-up appointments.
• Scheduled for Doctors: Details of scheduled appointments, patients scheduled, new patients scheduled, and available units for each doctor.

13. Call Center: The Call Center page will soon be available for use with PbN's new phone system, enhancing communication management within the practice.