Cloud 9: MyTooth Scheduling Section – Cloud 9

Keywords: MyTooth, scheduling, online booking, appointment types, providers, find slot, confirmation messaging, schedule template, booking form, custom booking
Summary
This article covers how to set up and manage scheduling options in the MyTooth Admin Site. It walks through configuring providers, appointment types, find slot options, booking form options, confirmation messaging, schedule templates, and custom booking links for online patient scheduling.

Scheduling Setup in MyTooth for Cloud 9
The Scheduling Section of MyTooth allows you to review and configure scheduling options within the MyTooth Admin Site. All scheduling information is synced directly from Cloud 9 to ensure accuracy and consistency across both platforms. This article will review each tab and outline how to use the tools in each section to ensure your practice is happy with how appointments are offered, displayed, and booked through the patient-facing online booking experience. There are also tools to control how providers, appointment types, availability, and patient booking flows are presented online that we will review below.

Providers
Navigate to: Scheduling > Providers.

Once your Cloud 9 connection is established, all available providers will automatically appear under this tab. It is important to note that you cannot add or delete providers from within MyTooth; this must be done directly in Cloud 9 and will sync over on the next resync.

For each provider you can edit the following within MyTooth by clicking the clipboard icon:

Provider Display Name: The name shown to patients on the booking site.
Booking Online (Yes/No): Whether this provider appears as an option for online booking.
Status (Active/Inactive): Controls whether the provider is active in MyTooth.
Provider Photo: Upload a profile photo in PNG, JPG, or GIF format up to 10MB.
Appointment Types: Search for and assign which appointment types this provider can perform. Added types appear as selectable chips; click the X on any chip to remove one.

The following provider fields are synced from Cloud 9 and cannot be edited in MyTooth: Cloud 9 Provider ID, Cloud 9 Provider Name, Cloud 9 Provider Type, and Cloud 9 Provider Specialty.

NOTE: All updates made to a provider in MyTooth only affects the MyTooth interface. They do not modify provider data in Cloud 9.

Appointments
Navigate to Scheduling > Appointments.

In this section, you can manage the appointment configuration offered through MyTooth for online booking. The Appointments section contains two sub-tabs: Appointment Classes and Appointment Types.

The Appointment Classes sub-tab displays all appointment classes synced from Cloud 9 and is read only. It will display the:

Code: Appointment Class code from Cloud 9.
Description: Description of the Appointment Class.
Linked Appointment Types: Number of Appointment Types linked to this Class.
There is a search bar on the upper right to search through the Appointment Classes.

The Appointment Types tab is a screen that allows you to manage the individual appointment types available for online booking. Types are organized into three patient categories:

New Patients: Appointment types available only when a new patient is booking.
Existing Patients: Appointment types available only when an existing patient is booking.
Both: Appointment types available for all patients.

The Appointment Types Screen will display the below information about each Appointment Type.

Name: The appointment type name displayed to patients (e.g., Consults, Crowns, New Patient.)
Booking Online: Active or Inactive, (whether this type is available for online
Booking.)
Duration: Length of the appointment (e.g., 30 minutes, 60 minutes.)
C9 Appointment Type: The mapped Cloud 9 Appointment type for this booking type.
There are two icons on the far right of each entered Appointment Type. A clipboard, to edit the Appointment Type details, and a red trash can, which would allow you to delete that appointment type from the list.
You can filter the information through booking online option, whether it is available to new patients, existing patients, or both. There is also a search bar if you need to search through the different appointment types entered in MyTooth.

To add a new appointment type, click the Add Appointment Type button.

After clicking ‘+ Add Appointment Type’, the Add new appointment type screen will display. In it, you will need to enter:

Appointment Type: Name of the Appointment Type as it will appear in MyTooth.
Patient Type: This denotes which type of patient the appointment type is for, New, Existing or Both.
C9 Appointment Type: This is where you will pick which appointment type this corresponds to in Cloud 9. This is required and must be mapped to ensure that scheduling integrates correctly with Cloud 9.
Duration: This populates based on the appointment type picked in the previous field and cannot be edited in MyTooth.
Online Booking Toggle: This should be selected and toggled on, showing blue, if your practice wants the appointment to be booked online by patients through the booking URL. This is controlled directly in Cloud 9. To make an appointment with the ability to book online through MyTooth, navigate to Edit > Setup > Appointment Types in Cloud 9. Then, select the appointment type and click edit. Make sure the 'Allow Online Scheduling' is checked, then click Save. (Sample screenshot below.)
Description: This is an optional field. You can fill it in as a description for the appointment type to show in MyTooth, or leave it blank.

After you have entered the above information, click ‘Save’ to save the new appointment type in MyTooth.

Making Appointment Types Available for Online Booking
After appointment types are configured in MyTooth, there is one additional step required in Cloud 9 before patients will be able to see and book those appointments online.

The appointment type must be added to your Schedule Template and the template must be applied to the dates you want it to be available. Without this step, even if an appointment type is set to allow online booking, patients will not see any available time slots to book.

Here is what needs to be in place:

The appointment type must have Allow Online Scheduling checked in Edit > Setup > Appointment Types in Cloud 9 and be set to allow online booking in MyTooth.
The appointment type or its corresponding appointment class must be added to the Schedule Template in Edit > Schedule Templates in Cloud 9.
The schedule template must be applied to the dates you want the appointment to be available for booking.

Note: If patients are not seeing available times when booking online, confirm that the appointment type is on the schedule template and that the template has been applied to the correct dates. For more information on setting up and applying schedule templates, see the Cloud 9: Schedule Templates article.

Find Slot Options
Navigate to Scheduling > Find Slot Options.

This section lets you control how MyTooth searches for available appointment slots on the patient-facing booking site. When you first arrive to this page, everything will be locked. In order to make any changes, you must scroll down to the bottom of the screen and click the 'Edit' button. (Screenshot Below.)

Once you click the Edit button, it unlocks the page so you can make changes. The changes you can make are:

Allow Same Day Appointment Booking: This is a toggle. Toggled on, it allows patients to book appointments same day, toggled off, it does not allow that.
Booking Window (Days Ahead): This determines how far in advance patients can book. (15-196 days.)
Reschedule Notice Period (Hours): Minimum hours before appointment start that patients can reschedule. (0-168 hours.)
Booking Experience: This allows you to choose what patients see when they start booking. There are two options:
- Let Patients choose how to book. Patients see a fork: browse by provider, or see all available times and get matched with any provider.
  - Patients will see: “How would you like to book?” with two options: Choose my provider and Show me all available times.
- Time slots only. Patients see a flat list of available times without provider names. Any available provider is auto-assigned at booking. Best for practices with interchangeable providers or high appointment volume. NOTE: All times will appear in the practice's time zone, to make sure all appointments accurately reflect on the schedule.

Once you have made the desired changes, click the 'Save' button at the bottom right to make sure to save the changes.

Online Booking Form Options
Navigate to Scheduling > Online Booking Form Options.

This section allows you to configure which fields and options are displayed on the Patient Facing Booking site when patients book appointments online. You can configure different options for New Patient and Existing Patient booking flows. New Patient and Existing Patient have their own sub-tabs.

Document Uploads: Allow patients to upload documents during the booking process, including a patient photo, driver's license, and insurance card front and back. An OCR reader that automatically extracts data from uploaded documents is available for some options.
Insurance (Payer) Name: Add insurance payer names for patients to select from during booking. Each payer can be individually enabled or disabled, and you can add an optional message to display to patients.
- To use this feature, you must click the 'Add Insurance' button and add the Insurance Payers one by one. There will be a toggle where you can enable online booking or disable online booking for certain insurance companies. You can even add an optional message to display to patients as they add insurance.
Credit Card Capture (PDDS Pay Only): When enabled, patients will be asked to provide a valid credit card during booking to reduce no-shows. The card is validated but not charged. You can customize the message shown to patients explaining why the card is required. This cannot be toggled on unless PDDS Pay is enabled for the practice and location.
Custom Notes: Add custom note sections to the booking form to collect any additional information specific to your practice. Each section can be enabled or disabled individually.

NOTE: Use the Preview button on this screen to see how the booking form will appear to patients before saving your changes. After previewing the settings, be sure to click the 'Save' button in the upper right to save your changes.

For more information about the Booking URL, please see THIS ARTICLE.

Confirmation Messaging
Navigate to Scheduling > Confirmation Messaging.

This section is a per location settings panel inside the Scheduling section of the MyTooth admin. This is where you can customize a confirmation email and confirmation SMS that goes out to patients after they book an appointment online—and, separately, the same pair of messages that go out when a patient reschedules.

To change locations, you would navigate to the upper right corner and make sure the drop down has the correct location selected.

The upper left has a navigation bar where you can select to edit the SMS or email messages. Also, you can toggle to appointment confirmation or reschedule. (Screenshot Below.)

The left hand side is where you will make edits to how the confirmation appears. For this example, I will select 'Email' and 'Confirmation' for type for the below example.

The first box is for the Header Settings.

First, toggle the logo on if you have already uploaded the logo and want it to show. If you do not, toggle it off.
Next, set up the header. This is customizable, in the example below it says, 'Acworth Ortho Appointment Confirmation.'
The last field is for header subtitle. This should say something like, 'Thank you for scheduling your appointment at {location_name}.'
Tip: You can use {location name} or {organization name} for this field.

The next box directly below is for Confirmation Message.

This is a customizable field that you can put a message in to patients for all appointments. It says 'Your appointment details are below' in my example.
Tip: Appointment details (patient name, date, time, provider, appointment type) are automatically included in the confirmation.

The third box on the left hand side is for Additional Information.

There are a few options you can toggle on or off here.
Add to calendar button: This will appear as a button so they can add to their calendar.
Reschedule Link: This is the link that will allow them to reschedule if they need to and you wish to include that link in the confirmation message they receive after booking.
Reminders: This is optional but can be something like: 'Please brush and floss thoroughly before your appointment and bring any appliances.'
There are additional options you can add if you need to in this section. You will click 'Add Section' and then you can add for example Parking Information as the header and the text could be 'Please park in the lot directly south of the building.'

The final box for configuration on the left hand side for this email confirmation is Footer Settings.
The first is a toggle to show location settings. It will show the location's name and address at the bottom.
The second is Footer Text. In my example we have 'This is an automated confirmation email. Please do not reply directly to this message.'

**These confirmation messages will be automatically sent and patients will not be able to respond to them.
After you get to the bottom on the left hand side, look to the right hand side where you will see a preview of the appointment confirmation to make sure it looks how you want it to look. You can look as you go along but should double check it before saving. My example looks like this, (screenshot below.)

Once you've looked this over, scroll up to the top and click 'Save' in the upper right to save your changes. You should repeat this process for Email: reschedule, and SMS: confirmation and SMS: reschedule for each location in MyTooth.

Custom Booking Template
This tab allows for front office staff Generate a personalized booking link for a patient with pre-selected appointment details. The patient will verify their identity, then select an available time slot and confirm. On the left hand side you will pick the Appointment Details. Then, you will select the Patient and create the Custom Booking Link. The steps to complete this action are outlined below.
To use this feature, pick the appointment details. Appointment Type is the only required field, but you can also select a specific provider (if that provider is setup for that appointment type), or any available provider.
Next, if you want patients to only select on a certain dates or date, select date range.
There is even a check box where you can require insurance information from this patient, if it is not yet on file.
Now you will want to navigate to the right hand side where you can search for the patient. You can search by name, email, phone or Patient ID. Use the bubble to select the patient, (only one at a time) and then on the bottom right two buttons will light up.
You can either click 'Generate and Show QR Code' or 'Generate and Send SMS/Email.' That way the patient can complete the booking. Example Screenshot below.

That concludes the review of all tabs in the Scheduling section. To return to the MyTooth Navigation Article: 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, 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.

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