Getting Data From Your Practice Management System
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- Ernest Rodgers
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1 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. Page 1 support@phonetree.com FA X
2 Lytec: 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 support representative will configure PhoneTree to read from this file. This one time setup is required for correct configurations. Here s how to do this using the Lytec system: 1. Open Lytec to the main screen. Using your keyboard, press the Ctrl and S keys at the same time to open the Scheduler. Next, click Print and choose Appointments by Date-Time. 2. The Appointments by Date-Time window opens. Enter a date range that encompasses the next 3 months in the Dates: boxes. For instance, if today was 6/26/06, then enter 6/26/06 in the first box and 9/26/06 in the second box. Set any other fields if necessary, then click Preview. 3. After the data has generated, you will receive a preview. At the top of the preview window, click on the Export Report icon (blue envelope with red arrow). 4. The Export window opens. Click on the Format dropdown box and choose Text, then click OK PCS. Specifications subject to change without notice. Revised 6/26/06 Page 2
3 , continued 5. You will now be asked where you want to save this file. Direct the file to the Desktop and leave the file name as it appears (AppointmentsDateStatus) then click the Save button. This step creates the file and you will now be able to locate it on the desktop of your computer. Congratulations you re done! Page 3
4 Lytec: 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 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 Lytec system: 1. Open Lytec to the main screen. Using your keyboard, press the Ctrl and S keys at the same time to open the Scheduler. Next, click Print and choose Appointments by Date-Time. 2. The Appointments by Date-Time window opens. Enter a date range that reflects the date(s) for which you wish to confirm appointments in the Dates: boxes. For instance, if you want to confirm tomorrow s appointments, then enter tomorrow s date in both the first and second boxes. Set any other fields if necessary, then click Preview. 3. After the data has generated, you will receive a preview. At the top of the preview window, click on the Export Report icon (blue envelope with red arrow). 4. The Export window opens. Click on the Format dropdown box and choose Text, then click OK PCS. Specifications subject to change without notice. Revised 6/26/06 Page 4
5 , continued 5. You will now be asked where you want to save this file. Direct the file to the Desktop and leave the file name as it appears (AppointmentsDateStatus) then click the Save button. This step creates the file and you will now be able to locate it on the desktop of your computer. Congratulations you re done! Page 5
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
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
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