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Schedule and reception

Schedule and reception for your dental clinic, with the day in view.

Book by surgery and professional, find the first free slot and follow each patient from arrival to close. The waiting room, the kiosk and the first-visit documentation work with the same schedule.

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Today, 6 OctSample
  • 6appointments
  • 2to arrive
  • 1waiting
  • 1in the chair
  • 2finished

To arrive

11:00Moya Beltrán, H.
Booked· Hygiene
12:00Esteban Lara, N.
Booked· General check-up

Waiting room

11:00Santos Ríos, E.
Waiting· Check-up
T3 · 6 min waitingCall the patient

In the chair

10:00Navarro Ibáñez, L.
In the chair· Filling
25 min in the room

Finished

09:00Peña Domínguez, S.
Finished· General check-up
09:00Mora Vidal, A.
Finished· Root canal

Schedule

A schedule by surgery and by professional, with the slot one click away.

See the day, the week, the month or a list, group by surgery or by professional and press “Find slot” to see the first free place.

  • Surgery or professionalGroup appointments by surgery or by professional and switch between the Day, Week, Month, List and Today views.
  • Find slotEnter the duration, the time of day and the days, and see the first free slots, taking hours, holidays, absences and blocks into account.
  • Privacy on shared screensPrivacy mode hides the names and leaves only the initials. You can also block the schedule and open it in a separate window, for a second monitor.
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Schedule · TodaySample
6 appointmentsFind slotNew appointment
Surgery 1Surgery 2
09:00
09:00Peña Domínguez, S.
Finished· General check-up
09:00Mora Vidal, A.
Waiting· Root canal
10:00
10:00Navarro Ibáñez, L.
In the chair· Filling
11:00
11:00Moya Beltrán, H.
Booked· Hygiene
11:00Santos Ríos, E.
Booked· Check-up
12:00
12:00Esteban Lara, N.
Booked· General check-up

First free slot

Esteban Lara, N.

12:00 · 30 min · Surgery 2

BookedBook appointment

Day flow

From “Booked” to “Finished”, with a timer the whole team can see.

Each appointment goes through Booked, Waiting, In the chair and Finished. A person, or the kiosk, sets each mark with its button: no state moves on its own.

  • Waiting room and surgerySee who is waiting and since when, and who is in the surgery and for how long. Those times feed the waiting and chair-time reports.
  • Appointments that do not moveIt warns you of appointments with no arrival or not closed and proposes marking “No-show”: it is only applied if you confirm.
  • Day sheet as a PDFPrint the day sheet as a PDF every morning. It is a PDF, not an offline mode: Oclivo needs the internet.
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Today · Surgery 1Sample
10:00–11:00Navarro Ibáñez, L.

Filling · Surgery 1

Finished
  1. Booked
  2. Waiting
  3. In the chair
  4. Finished

A person sets every change of state: nothing moves on its own.

Appointments that do not move

2 not arrived

Marking “No-show” is proposed and only applied if you confirm it.

Kiosk and waiting room

The patient checks in and the room calls by turn, without names.

At the kiosk, the patient identifies today's appointment and gets a turn. The waiting room screen shows the called turn and the surgery, never a name.

  • Arrival kioskWith the QR of the reminder, or with the appointment code and the year of birth. It only registers the arrival of an appointment today: it does not search patients or show data, and it uses no biometrics.
  • Waiting room screen without namesIt shows the called turn and the surgery, with the previous calls, and nothing that identifies the patient. Made for a public space.
  • Tablet in the surgeryThe patient signs consents and quotes on a tablet linked to the workstation with a single-use code.
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Arrival kioskSample

Hello, Marta. Arrival registered.

Your turn

T4

Please take a seat in the waiting room.

Waiting room screenSample

Turn

T4

Go to Surgery 2

No names or personal data: only the turn and the surgery.

Recalls and notices

Pending check-ups do not get lost.

Check-ups appear on their own, by rules for each treatment, and you work the list: pending, contacted, booked. The notice by e-mail, SMS or WhatsApp is ready, but today it is tested with a simulated provider.

  • Check-ups by rulesEach treatment can carry its own recall rule. The work list orders what is overdue and what is coming, and you can import a rule pack.
  • Contact recordedRecord the call, book the patient from the same list and see how many check-ups are left to book.
  • Appointment reminders, preparedReminders 24 or 48 hours before and the patient's confirmation with a YES. Partial feature: the three channels exist, but today they are tested with a simulated provider, and without a recorded consent nothing is sent.
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Reminders and check-upsSample
2
Overdue
5
Next 30 days
1
Contacted
2
Booked

  • Peña Domínguez, S.

    General check-up · 27 Sep

    Booked

    Appointment on 14 Oct

  • Moya Beltrán, H.

    Hygiene · 5 Oct · Call · 3 Oct

    Contacted

  • Esteban Lara, N.

    General check-up · 11 Oct · Not contacted

    Pending

Satisfaction · Survey after the visit

Esteban Lara, N.AnsweredPromoter

First visit

The new patient arrives with the paperwork done.

One link gathers the privacy notice, the consent to communications and the medical history form. The appointment warns “Documentation missing” until everything is received.

  • One linkIt is sent from the appointment and the patient completes it in a few minutes, before coming. You can switch on sending it automatically when a first visit is booked.
  • Forms you configurePrepare your forms and your medical history form, send them to the patient and receive them signed in their file.
  • Minors and representativesIf the patient is under 14, the privacy notice and the consent to communications are signed by their representative at the clinic.
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First-visit documentationSample

One link for the new patient

  • Privacy noticeReceived
  • Consent to communicationsReceived
  • Medical history formReceived

Appointment on 15 Oct · 10:00

First visitDocumentation complete

Floor plan and several sites

The clinic's floor plan, live, and all your sites in one view.

See each surgery on the plan with its state today and, if you have several sites, switch site or see the appointments of all of them at once.

  • Clinic floor planThe surgeries on the plan, with who is in them and whether there is a delay. It updates live.
  • Several sitesManage several sites with their permissions and schedule, and see the day's appointments of all of them with the Sites view.
  • Reports by siteSee the reports of the whole clinic or of a single site, depending on the indicator.
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Floor plan · today's stateSample

1 free · 1 with a patient waiting · 1 in the chair · 1 running late

  • Surgery 1In the chair
  • Surgery 2Patient waiting
  • Surgery 3Free
  • Surgery 4Late

Live

Sites view

6 appointments in 2 sites.

  • Centro site4 appointments
  • Norte site2 appointments

Everything it includes

The features of this area that exist today in the application, with sample data.

  • Schedule by surgery and professional

    Appointments by surgery and professional, in day, week, month or list view.

  • Find slot

    Press “Find slot” and see the first free place for the appointment.

  • Blocks, holidays and hours

    Block the schedule of a professional, a surgery or the site, with its holidays and its hours.

  • Privacy mode

    Hide the names in the schedule and leave only the initials, for the screens the patient sees.

  • Day flow and waiting room

    Booked, waiting, in the chair and finished, with timers the whole team can see.

  • Appointments that do not move

    It warns you of appointments with no arrival or not closed and proposes marking “No-show”.

  • Day sheet as a PDF

    Print the day sheet as a PDF every morning.

  • Clinic floor plan

    See the clinic's floor plan with each surgery and its state today.

  • Arrival kiosk

    The patient checks in with a QR or the appointment code, without going through reception.

  • Waiting room screen

    The room shows the turn and the assigned surgery, without patient names.

  • Tablet in the surgery

    The patient signs consents and quotes on a linked tablet.

  • The professional's “Today”

    See your patients of the day and what is pending for each one before you start.

  • Periodic recalls

    Pending check-ups appear on their own, by rules for each treatment.

  • Confirmation by phone

    Mark the appointment as confirmed by phone: it needs no notice channel.

  • Reminders and appointment confirmation

    Partial

    Reminders 24 or 48 hours before and confirmation with a YES. Partial feature: today it is tested with a simulated provider.

  • First visit

    One link gathers the privacy notice, the consent and the medical history form of the new patient.

  • Forms and medical history

    Send configurable forms to the patient and receive them signed in their file.

  • Several sites

    Manage several sites with permissions, schedule and reports by site.

Frequently asked questions

What clinics usually ask about this area.

Other areas

More Oclivo features, explained in depth.

Next step

Oclivo thinks of everything. You think of your patients.

Request a demo and go through your schedule, your odontogram and your payments with us, with sample data. No commitment and no lock-in contract.

Before, during and after the demo, there are real people on the other end.

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