Martin Curry | Scheduling and Managing Appointments in Oryx

Purpose

To provide a structured guide for scheduling and managing patient appointments using the Oryx system.

Step-by-Step Procedure

1. Logging into the Oryx System

1. Open the Oryx login page.
2. Enter your username and password.
3. After successful login, you will arrive at the Welcome Back to Oryx dashboard.

2. Navigating to the Scheduling Feature

1. Click on Schedule from the navigation menu.
2. Select the appropriate date on the calendar to view or create appointments.

3. Scheduling an Appointment

• For New Patients:

  1. Click on the desired time slot.
  2. Select Add New Patient.
  3. Input the following mandatory details:
     • First Name (ensure no extra spaces).
     • Last Name.
     • Email Address.
     • Mobile Phone Number.
     • Date of Birth (if unavailable, temporarily use today’s date).
  4. Click Send Welcome Text to notify the patient.
  5. Save the patient information by clicking Add Patient.

• For Existing Patients:

  1. Click on the desired time slot.
  2. Use the search bar to locate the patient by name or email.
  3. Verify and update their information if needed.
  4. Save the appointment details.

4. Specifying Appointment Details

1. Select Appointment Type:
   • For example: Oral Evaluation, Wisdom Tooth Extraction, or Root Canal.
   • If codes are required, refer to the system's Blueprint or Pricing Codes section.
2. Enter Duration (e.g., 60 minutes) and assign the provider.
3. Mark the status as Unconfirmed (default) until further confirmation.
4. Click Add to finalize the appointment.

5. Confirming Appointments

1. Once the patient confirms their appointment, update the status to Confirmed:
   • This action will change the status indicator to green.
   • Confirmation messages (email or text) are sent automatically.

6. Sending Notifications

• If automatic notifications do not work, manually send reminders:
  1. Click Send Reminder for text messages.
  2. Verify the notification is sent by checking the communication logs.

7. Reviewing the Patient’s Experience

1. Patients will receive a Welcome Email to set up their account.
2. They will be prompted to:
   • Sign the HIPAA agreement.
   • Provide additional personal and health information.
   • Schedule future appointments if needed.

8. Troubleshooting

• If codes or appointment details (e.g., treatment type, specific tooth) are unavailable:
  • Leave these fields blank temporarily.
  • Consult with the provider to update the details later.
• If email or text notifications fail:
  • Verify contact details.
  • Resend notifications manually as needed.

9. Managing and Updating Appointments

• Use the patient’s record to edit, cancel, or reschedule appointments.
• Document changes in the notes section if required.

10. Final Steps

1. Verify all appointments for the day are entered correctly.
2. Confirm that patients have been notified about their appointments.
3. Follow up on unconfirmed appointments as needed.

Notes

• Always ensure patient information is entered accurately to avoid notification errors.
• Reference the Pricing Codes section for updated codes and procedures.
• Consult with your supervisor or provider for unresolved issues.