DentFlow Guide Demo account

Waiting list

The lists the front desk works through by phone — who is waiting for a slot, gaps in the schedule, confirmations, recalls and portal requests.

For: reception, doctors, managers · Requires the „Vede programările” permission · The module must be switched on for the clinic

Confirmations

How do I confirm tomorrow's appointments

  1. Open Waiting list, the “To confirm” tab.
  2. Call the patient (tap the phone number to dial).
  3. Click “Confirmat” (Confirmed) on their row.
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The heading names the day: the next day the clinic is open, based on its hours and closed days — on Friday evening that is Monday, not Saturday. The list holds the appointments still “Scheduled”, in time order, with the procedure, doctor and phone. A confirmed row leaves the list; when none are left, the tab says “Nothing to confirm”.

“Open the day in the calendar” takes you to that day if you need to move something.

How do I confirm an appointment a patient requested

  1. Open the “From the portal” tab.
  2. Check the day, time, service, doctor and the patient's note.
  3. Click “Confirm” if the time works, or
  4. Click “In the calendar” to move or cancel it there.
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Patients with a portal account can request an appointment themselves. Until the clinic confirms it, it sits in the calendar as “Requested by patient” — a request, not an accepted appointment. “Confirm” makes it “Scheduled”. Requests are listed soonest first. When there are none, the tab says “No requests to confirm”.

The waiting list

How do I add a patient to the waiting list

  1. Click “Add patient”.
  2. Fill in “Pacient” (Patient; full name) and “Telefon” (Phone).
  3. Choose “Desired service”, “Preferred doctor” and “Prioritate” (Priority).
  4. Under “Disponibilitate” (Availability), enter when they can come (e.g. “mornings, weekend”).
  5. Click “Save”.
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“— Any —” leaves the service or doctor open. Priority is “Low”, “Normal”, “High” or “Urgent”. “Note” is for anything else.

The app sets the order: urgent first, then whoever has waited longest. It cannot be reordered by hand, so the front desk and the doctor call the same people in the same order. Each row shows the name, priority, status, service, doctor (or “Any doctor”), availability, how long they have waited and the note. When the list is long, “Load the next ones” brings the rest.

How do I record that I called or booked someone

  1. After calling, click “Contactat” (Contacted) on their row.
  2. After booking them in the calendar, click “Programat” (Booked).
  3. If they no longer want a slot, click “Withdrawn”.
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Row statuses:

  • “Pending” — nobody has called yet;
  • “Contacted” — called, no appointment yet;
  • “Scheduled” — has been given a slot;
  • “Withdrawn” — no longer wants a slot. “Reopen” puts them back to “Pending”.

“Programat” only marks the list; you make the appointment itself in the calendar, as usual.

The filters above the list — “Active”, “Waiting”, “Contacted”, “Booked”, “Dropped”, “All” — each show how many rows they hold. “Active” means those still waiting. Next to them, “⚠ … urgente” (… urgent) counts urgent requests in any status.

How do I offer a freed-up slot to people on the list

  1. Cancel or remove the appointment in the calendar, as usual.
  2. In “A slot opened up — who from the list?”, call the suggested patients from the top down.
  3. Click “Copy the offer” to copy the ready-made message.
  4. Click “Mark as contacted” for those you called.
  5. Book whoever accepts in the calendar.
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The window appears only if the clinic has turned on “Auto-fill on cancellation” — How do I turn on automatic slot offers. It shows the slot's day, time and doctor, and the matching patients from the list for that doctor, best match first.

Why: a cancellation is the one moment the clinic surely has something to offer — and that is exactly when the front desk is on the phone with whoever cancelled.

The window books nobody and sends nothing. If the browser blocks copying, the text appears in a field for you to select and copy by hand.

How do I edit or remove someone from the list

  1. Click the pencil on the row to open “Edit the entry”.
  2. Change what you need and click “Save”.
  3. To delete it, click the trash can, then “Remove from the list”.
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Gaps and recalls

How do I fill a gap in the schedule

  1. Open the “Gaps in the schedule” tab and pick the day (today by default).
  2. Click the gap to fill in the doctor's row (e.g. “14:00–15:30 · 90 min”).
  3. Call someone from “Pe cine chemi la …?” (Who to call for …?) or click “Invitation”.
  4. When they accept, click “Book”.
  5. Click the free time in the calendar and save the appointment.
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The tab shows free windows of at least 15 minutes in each doctor's schedule — the empty chair between two appointments. “Invitation” copies a ready-made message. “Book” opens the calendar on the gap's day, with the patient already chosen.

Who the list suggests, in this order:

  1. Patients with accepted treatment not yet started — marked “open plan”, with the procedure that is waiting. All they lack is a date.
  2. Patients who have not been in for over 6 months — they first need convincing that they need something, so they come second.

Anyone who already has an appointment is left out. If the day is full, the tab says “The day is full”.

How do I recall patients for a check-up

  1. Open the “Rechemare” (Recall) tab.
  2. Choose the period in “No visit for over” (3–24 months).
  3. Call the patient, or click “Mesaj” (Message) to copy the recall text.
  4. If they accept, click “Book” and pick the day and time in the calendar.
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The tab shows patients who have not been to the clinic for that many months and have nothing booked, longest first — the order the calls are made in. Each row shows the last visit, how long ago it was and the doctor. The button with circular arrows (“Reload the list”) fetches the list again.

The heading says how many are due for recall. At a large clinic the list shows only the first ones; the rest appear as these get booked. Archived or deceased patients are left out.

If the “Rechemare control periodic” (Periodic check-up recall) rule is on and the clinic has an SMS provider, the recall can also go out by itself; this tab is for those who prefer the phone. The demo clinic sends no messages at all.

Settings

How do I turn on automatic offers for freed-up slots

  1. Open the “Waiting list” tab.
  2. Turn on the “Auto-fill on cancellation” switch.
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From then on, after someone cancels or removes an appointment in the calendar, “A slot opened up — who from the list?” opens — How do I offer a freed-up slot.

How do I change the recall message text

  1. Open Settings → Notifications.
  2. Open the “Rechemare control periodic” (Periodic check-up recall) rule.
  3. Change the text and save.
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The text behind “Mesaj” (the “Rechemare” tab) is this rule's text — the clinic's own, if it changed it, otherwise the default. The patient's name, the clinic's name, the number of months and the clinic's phone fill in by themselves.

Nothing on the Waiting list screen sends messages by itself: “Invitation”, “Mesaj” and “Copy the offer” put the text on the clipboard, and you paste it into SMS, WhatsApp or wherever you talk with the patient.

The “Invitation” (Gaps in the schedule) and “Copy the offer” (A slot opened up) messages have fixed text, with the slot's day, time and doctor; they cannot be changed in settings.