Keywords: appointment ticket, excuse slip, appointment ticket layout, forms, appt ticket block
Summary
This article covers how to set up and use Appointment Tickets in Cloud 9, including how to configure layouts for printed and emailed tickets, set up the Appt Ticket Block message, and troubleshoot when the block text is not showing.
About Appointment Tickets
Appointment Tickets are excuse slips that the Orthodontist practice can email or print for the responsible party or patient in the event that the appointment has caused the patient to miss school or work. The Appointment Ticket provides documentation that can be given to the school or employer for the patient's appointment. Before using Appointment Tickets, you must configure the Appointment Ticket Layouts.
Examples of all of the available layouts can be found under Help > Documentation > Appointment Ticket Layouts. Familiarization with the templates is recommended before picking the layouts in the setup section.
Appointment ticket layouts are set in Edit > Practice Information Forms.
The forms tab includes some settings that are not for Appointment Ticket Layouts, so we will review each field below.
There is a field with a drop down for 'Printed Appt Tickets', which controls which template is used when you print an appointment ticket.
There is also a field for 'Emailed Appt Tickets', for when an Appointment ticket is emailed to a patient or responsible party from the schedule. (The path for this is to click on the Scheduled Appointment in the calendar, then click Email this Appointment Ticket.)
There is also a field for for 'Coupons' which is a template to choose to print Coupons books with the dollar bill icon in the contract editor. This feature is not used much anymore, it is mainly for when responsible parties want to mail in their payments and not be on autopay, but the functionality is still in Cloud 9.
There is a field called 'Statements' which is to determine the layout for printing statements from the Statement Queue. (See THIS ARTICLE for more details.) Examples of these layouts can also be found in Help > Documentation.
Finally there is the Appt Ticket Block. This is where you can put a custom message to display on the appointment ticket block. There is a 25 word/120 character limit on this field. (Screenshot below.) The appointment tickets that have a block where a message will show are: Appt Ticket Dymo Landscape, Appt Ticket Dymo, Appt Ticket Financial Full Page, Appt Ticket Financial, Appt Ticket Location (Full Page) with Location name, Appt ticket Location (Full Page), Appt Ticket Location No Financials (Full Page), Appt Ticket No Financials (Full Page) with Location Name, Appt Ticket Location No Financials, Appt Ticket Location with Location name, Appt Ticket Location.
What if I fill out the Appt Ticket Block but it is not showing when I print or email my Appt Tickets?
In this case, it likely wants to pull from the location settings. To fix this, navigate to Edit > Setup > Location > Pick Location Name > Click Edit > Forms tab. From that Forms tab pick the Printed Appt Tickets and the Emailed Appt Tickets and enter the text, (with 25 word limit/120 character limit), in the Appt Ticket Block. Save the changes and refresh or log out and back in to Cloud 9. Then, generate or email the appointment ticket again and the block text should pull.
It is important to note that the Appt Ticket Block text is different than the note. When you are in a patients schedule and you click 'Print This Appointment Ticket', a pop up will appear asking you to add a Note if applicable. Most practices will add something like, 'Have a nice day!' or 'See you again soon!' in this section of the appointment ticket.
Note: Planet DDS and Cloud 9 Software do not make any recommendations for Printer or Appointment Ticket paper with the exception of Dymo configured paper for a Dymo printer and template. For other templates or layouts please get in touch with your IT team to make sure your Printer settings are correct for the Appointment Ticket layout used in Cloud 9.
As always, if you have any further questions please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.