Appointment Workflow

This section explains how the clinic responds to patient activities throughout the appointment lifecycle. Understanding this workflow helps front desk staff know exactly what to do at each stage.

How the Clinic Responds to Patient Activities

Patient Activity	What the Clinic Receives	Required Clinic Action
The patient searches for a clinic	Clinic availability is displayed based on the configured operating schedule	Keep the clinic schedule, provider availability, and treatment coverage up to date
The patient submits an appointment request	A new appointment request appears in the Clinic Portal	Review the request and patient information
The patient uses DR. ANNIE™ and authorizes sharing	The released evaluation and generated treatment information become available	Review the preliminary information before assigning a provider
The patient selects a preferred date and time	The requested visit date and time appear in the appointment details	Verify actual provider availability
The clinic confirms the request	The appointment status is updated	Assign the appropriate doctor and confirm the appointment
The patient arrives at the clinic	The patient presents an appointment QR code	Scan the QR code using the Clinic App and confirm the visit

Workflow Notes

Appointment vs. Evaluation Assignment

Appointment assignment and dental evaluation assignment are related but separate actions. Assigning a doctor to an appointment does not necessarily mean that the dental evaluation has also been assigned for provider review.

caution

• An appointment submitted through the Patient App is an appointment request and is not automatically confirmed.
• Clinic staff must review the request, verify provider availability, and assign the appropriate doctor before confirming the appointment.
• After the clinic reviews the request, the updated appointment status becomes visible to the patient in the Patient App.
• Clinic staff should continue to use the clinic's established PMS (Practice Management System) workflow for official scheduling, clinical documentation, and patient record management.

Best Practices for Front Desk Staff

• Keep schedules current — Regularly update clinic operating hours, provider availability, and treatment offerings to ensure accurate search results for patients.
• Review before confirming — Always verify actual provider availability against your PMS before accepting an appointment request.
• Assign evaluations separately — After accepting an appointment, remember to also assign the DR. ANNIE™ evaluation to the provider if one has been released.
• Use the Clinic App for quick actions — Accept/reject appointments, scan patient QR codes, and review provider candidates on the go.