How the Fill Appointments Feature Works
Got gaps in your schedule? No problem! Yapi Leap can help you fill open appointment slots by messaging patients on your ASAP or Recall lists. In Leap, there are two workflows for filling appointments and the steps you'll take depend on which types of appointments you need to fill:
This is a great option when you're planning ahead. To fill a future appointment slot, multiple appointment times, or just to send a general message about openings you have in the coming weeks or months, you'll use the Fill Appts button on the homepage. Here's some more detail about each step outlined in the image above:
Click button on homepage - This takes you to the Fill Appointment page where you'll select who you want to send your message to.
Choose up to 100 recipients - Leap adds the first 100 patients to your recipient list who meet the criteria you choose:
You'll need to decide which type of patients to send the text to:
ASAP: This pulls patients from your QuickFill list in Eaglesoft.
Recall: This pulls patients due for recall based on the settings you have in Eaglesoft.
You can use filters if you want to narrow down your list of recipients:
Tip
Without filters, Leap automatically sends to the first 100 patients on your recipient list alphabetically. If you use Fill Appointments often, we recommend filtering your list so you're not sending to the same 100 patients every time.
If you selected ASAP: You can filter by provider and choose to send to only patients you haven't send a Fill Appointment message to today.
If you selected Recall: You can filter by the recall type patients are due for, the last time they were reminded, and choose to send to only patients you haven't send a Fill Appointment message to today.
You can also view and edit your recipient list. The blue Show link lets you view your list and if needed, you can remove patients from it by clicking the delete icon
next to their name.
Send text - Compose your text to let patients know what you have open or keep it general by saying "We have several openings coming up - text or call us to get scheduled!" You can even use a text template and personalize your message with merge tags.
Monitor texts for patient response - You'll want to monitor your notifications to see who responds.
Patient accepts appointment - A patient will reply to your text (fingers crossed!) letting you know they want the appointment.
You schedule in Eaglesoft - Once a patient responds that they want the appointment, you'll schedule them in Eaglesoft.
You reply to patients - communicate with patients who responded by sending them a text:
Let your lucky patient know you've scheduled them.
Respond to other interested patients letting them know the spot was filled.
You'll use this option to get last-minute cancellations filled using your QuickFill list. When you mark an appointment as broken in Eaglesoft, that appointment appears on today's schedule in Leap with a Fill Appt link next to it. You'll use this to fill that appointment right up! It works similarly to filling multiple or future appointments, but here are the details:
Click link on patient's broken appointment - This takes you to the Fill Appointment page where you'll select who you want to send your message to.
Choose ASAP list - When you select ASAP, Leap adds all the patients from your QuickFill List in Eaglesoft to your list of recipients. You can also narrow that list down if you want:
Filters (Optional): You can filter by provider and choose to send to only patients you haven't send a Fill Appointment message to today.
Show your list (Optional): The blue Show link lets you view your list and if needed, you can remove patients from it by clicking the delete icon
next to their name.
Send text - We've written your message for you and it even includes the appointment date and time (woohoo!). You can make edits to the text if you want (make sure not to remove any of the merge tags, though) or just send as is by clicking Send Mass Text.
Leap texts 10 patients at a time - Leap starts sending to your list of recipients, 10 patients at a time, every 5 minutes.
Monitor texts for patient response - You'll want to monitor your notifications to see who responds.
Patient accepts appointment - A patient will reply to your text (fingers crossed!) letting you know they want the appointment.
You schedule in Eaglesoft - Once a patient responds that they want the appointment, you'll schedule them in Eaglesoft.
You reply to patients - communicate with patients who responded by sending them a text:
Let your lucky patient know you've scheduled them.
Respond to other interested patients letting them know the spot was filled.
You'll use this option to get last-minute cancellations filled with patients due for a recall. When you mark an appointment as broken in Eaglesoft, that appointment appears on today's schedule in Leap with a Fill Appt link next to it. You'll use this to fill that appointment right up! Here's how it works (summarized in the image above), and there's really cool automation involved:
Click link on patient's broken appointment - This takes you to the Fill Appointment page where you'll select who you want to send your message to.
Choose Recall list - When you select Recall, Leap adds all the patients to recipient list who are due for recall based on the settings you have in Eaglesoft. You can also narrow that list down if you want:
Filters (Optional): You can filter by the recall type patients are due for and the last time they were reminded, and choose to send to only patients you haven't send a Fill Appointment message to today.
Show your list (Optional): The blue Show link lets you view your list and if needed, you can remove patients from it by clicking the delete icon
next to their name.
Send text - We've written your message for you and it even includes the appointment date and time (awww yeahhhh...). You can make edits to the text if you want (make sure not to remove any of the merge tags, though) or just send as is by clicking Send Mass Text
Here's the awesome part - Leap does the rest for you. All steps after this are automated - you're off the hook!
Leap texts 10 patients at a time - Leap starts sending to your list of recipients, 10 patients at a time, every 5 minutes.
Patient accepts appointment - A patient will reply "Yes" to your text (because they can't wait to see you!), letting you know they want the appointment.
Leap schedules in Eaglesoft - Once a patient responds that they want the appointment, Leap stops sending the fill appointments text and automatically schedules the patient in Eaglesoft for you.
Leap replies to patients - Leap texts any patients who have responded "Yes":
For the first person who responded "Yes," Leap lets them know the appointment is theirs and that it's been scheduled.
Leap messages anyone else who responded "Yes" to let them know the appointment slot has been taken.