Keywords: MyTooth, pre-launch, checklist, setup, communication settings, manage users, appointment types, forms, packets, find slot options, online booking, go live
Summary
Before going live with MyTooth, several configuration steps must be completed. This checklist covers each required area in order, including communication settings, user access, appointment types, forms, and booking configuration, and ends with a recommended end-to-end test.
Overview
Before making MyTooth available to patients, there are several configuration steps that must be completed. This checklist covers each required area along with why it matters. We recommend working through these in order before directing any patients to your booking or form URLs.
Pre-Launch Checklist
1. My Profile
Navigate to Settings > My Profile and update your profile photo and contact details. This ensures your Organization Admin account has the correct information and access before you begin adding other users.
2. Communication Settings
Navigate to Settings > Communication and verify that the correct DPC Phone Number, Transaction Email, and Marketing Email are displayed for each of your locations. Send a test SMS and test email to confirm communications are functioning. This step ensures that appointment notifications and patient communications reach the correct channels.
3. Manage Users
Navigate to Settings > Manage Users and add all staff members who will need access to MyTooth. Assign each user the appropriate role (Organization Admin, Location Admin, Staff, or Support) and set their location access. This ensures all team members have the correct permissions in place before launch.
4. Appointment Types
Navigate to Scheduling > Appointments > Appointment Types and review, create, or update your appointment types. Each appointment type must be mapped to a Cloud 9 Appointment Type to ensure accurate scheduling integration. Without this mapping, appointment bookings may not sync correctly to Cloud 9.
5. Forms and Packets
Navigate to Forms > Forms and create the essential forms your practice needs — at minimum a consent form, HIPAA acknowledgment, and new patient intake form. Group these into packets as needed. This step ensures patients can complete digital paperwork before their visits.
6. Find Slot Options
Navigate to Scheduling > Find Slot Options and configure how MyTooth searches for available appointment slots on the patient-facing booking site. Select the appropriate slot-finding option (Let Patients Choose how to Schedule and Time Slots Only,) and configure same-day booking settings. This controls the core logic of how available times are presented to patients.
7. Online Booking Form Options
Navigate to Scheduling > Online Booking Form Options and configure the fields shown on your online booking form for both new and existing patient flows. Enable document uploads, add insurance payers, and set up any custom note fields relevant to your practice. Use the Preview button to confirm how the form will appear to patients before saving.
NOTE: Once all checklist items are complete, perform a full end-to-end test: book a test appointment as a new patient, complete a form submission, and confirm that the data appears correctly in both MyTooth Activity and Cloud 9 before going live.
To Return to the MyTooth Navigation Page: CLICK HERE.
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, chatting us online at cloud9support.planetdds.com, or calling us at 1.800.394.6050 (option 2) Monday–Friday, 8:00 AM–8:00 PM EST.