What We Store in Yapi Leap and How Often It Updates
While most of Yapi's classic features keep information stored on your practice's server, Yapi Leap stores information on our own secure servers through Amazon Web Services (AWS). This helps you have fast, reliable access to your patient information no matter where you are.
The data that Yapi syncs from Open Dental to our servers is divided into three types: things that need to be updated immediately, things that need to be updated often and things that can wait a little while. Below, you'll find how we've separated these out, how much data we store on our servers, how often it syncs, and how you're impacted if we can't connect to your server to sync information from Open Dental to Leap.
So that you're always viewing accurate information affecting your daily workflow, Leap constantly pulls data like patient and appointment information from your practice's Open Dental every 60 seconds. This is what's updated in Leap by the minute:
What we store | How much data we store | What's impacted if we can't connect to Open Dental on your server |
|---|---|---|
Patient Info (includes contact info, marital status, gender, birthdate, SSN, driver's license, patient status, and chart ID) | All data entered into Open Dental within the last 7 years | Any changes to patient information won't appear in the Summary tab of patients' Profile pages until Leap can reconnect with Open Dental. Until Leap can reconnect, patients with changes to SSN, ZIP code, and birthdate entered since the last sync won't be able to fill out forms sent by email or text (because they won't be able to verify their identity to access their forms). |
Patient Health Info (includes medical conditions, medications, allergies, pharmacy, physician, and emergency contact, if stored in Open Dental) | All data entered into Open Dental within the last 7 years | Any changes to health information won't appear in the Summary tab of patients' Profile pages until Leap can reconnect with Open Dental. |
Patient Insurance Info | All data entered into Open Dental within the last 7 years | Any changes to insurance information won't appear in the Insurance tab of patients' Profile pages until Leap can reconnect with Open Dental. |
Appointment Information (including deleted appointments) | The last 2 and next 2 years' worth of appointments (2 years back and 2 years forward from the current date) | Appointments can't be scheduled online until Leap can reconnect with Open Dental. Any appointments manually added to or deleted from Open Dental since the last sync won't be reflected on the Schedule page or Appointments tab in the patient's Profile. Because Leap won't recognize appointments added since the last successful sync, forms can't be emailed or texted in advance to patients with new appointments until Leap can reconnect to Open Dental. |
So that you're viewing accurate information affecting your daily workflow, Leap pulls data below from Open Dental every 5 minutes.
What we store | How much data we store | What's impacted if we can't connect to Open Dental on your server |
|---|---|---|
Provider Schedules | Settings since the last sync | Yapi won't recognize changes to provider schedules since the last sync, but this generally isn't an issue since patients can't schedule online until Leap can reconnect with Open Dental. In the rare case that Open Dental reconnects and a patient is able to schedule online in the short window between this and Leap's sync, Leap won't recognize the new scheduling blocks. (This is extremely uncommon.) |
Provider List | List since the last sync | Providers added since the last sync can't be configured in Online Scheduling until Leap can reconnect with Open DentalProviders added since the last sync can't be configured in Online Scheduling until Leap can reconnect with Open Dental. Providers removed or hidden since the last sync will still appear in the Providers tab of Online Scheduling settings (but you can still disable Online Scheduling for them within Leap). Users can't be connected to a newly added Open Dental ID in User Settings until Leap can reconnect to Open Dental. Any changes in the list of providers since the last sync won't be reflected in the Provider filter in the Outstanding Tasks tab of Forms. They'll show up again once Leap reconnects with Open Dental. |
Operatories | List since the last sync | Operatories added since the last sync can't be configured in Online Scheduling and the list of operatories in Online Scheduling settings can't be refreshed until Leap can reconnect with Open Dental. |
Online Scheduling | Since the last sync | Patients will be able to access Online Scheduling but they may be directed to call your office instead of being able to book their appointment online. Refer to Online Scheduling - Patient View to see an example of what a patient sees. |
Patient Recall Info | Since the last sync | Leap will send recall reminders based on the patient recall information gathered from it's last sync with Open Dental. |
Scheduling Blocks (configured for block scheduling) | Settings since the last sync | Any changes to your Blockout in Open Dental since the last sync won't be reflected in the Map to Blockout dropdown in Online Scheduling Treatment Details. Yapi won't recognize changes to your Blockout in Open Dental until it has a chance to sync again, so if a patient is able to schedule online in the short window between when Leap reconnects to Open Dental and the time it's able to sync, Leap won't recognize your updated scheduling blocks. (This is extremely uncommon.) |
To keep your system running smoothly, there's some data from Open Dental that Leap doesn't update as often. These are things that are less likely to affect your daily workflow and instead of updating every 60 seconds, they update every 6 hours:
What we store | How much data we store | What's impacted if we can't connect to Open Dental on your server |
|---|---|---|
Appointment Confirmation Statuses | Settings since the last sync | Any changes to available appointment statuses since the last sync (like Here, Arrived, Confirmed) won't be available to configure in Practice Settings > Practice Information until Leap can reconnect with Open Dental. |
Recall types | Types since the last sync | Any changes in Recall Types since the last sync won't be available to configure in Online Scheduling > Treatment Details until Leap can reconnect with Open Dental. |
Procedure Codes | Settings since the last sync | Any changes in procedure codes since the last sync won't be available to configure in Online Scheduling > Treatment Details. |
Folders in Open Dental Images | Settings since the last sync | Any changes you made to the available folders in Open Dental Images since the last sync (including adding a new folder) won't be reflected in the Import Category menu in the Form Editor until Leap can reconnect with Open Dental. |
Employees List | List since the last sync | Until Leap can reconnect with Open Dental, any changes in your list of employees since the last sync won't be reflected in:
|
Appointment Types | Settings since the last sync | Any changes in appointment types since the last sync won't be reflected in Leap and can't be selected in Online Scheduling > Treatment Details until Leap can reconnect with Open Dental. |
Lists of Problems (Medical Conditions), Allergies, and Medications | List since the last sync | Until Leap can reconnect with Open Dental, any changes to your lists of Problems, Allergies, or Medications since the last sync won't be reflected on your medical history forms. |
While none of these pull data from Open Dental like the items above, Leap also stores the following data:
What we store | How much data we store | What's impacted if we can't connect to Open Dental on your server |
|---|---|---|
Text Messages (outgoing & incoming) | All texts sent and received within the last 13 months, within Yapi Leap or in Yapi Classic | No impact |
Emails (outgoing only) | All emails sent within the last 12 months from Leap | No impact |
Patient Completed Forms | All completed forms and attachments that haven't yet been filed into the PMS | Completed forms won't file automatically into Open Dental and may need to be refiled manually once Leap reconnects to it. |
Forms & Packages | All forms and packages created within Leap plus all of Yapi's standard, pre-made Leap forms | No impact |
Online Scheduling Information | Information for all online-scheduled appointments | Patients won't be able to schedule appointments online until Leap is able to reconnect to Open Dental. You'll still be able to view online-scheduled appointments that were made prior to the disconnect. |
Practice Settings (practice contact information and confirmation status mapping) | All information and settings configured within Leap | No impact |
User Settings (user names, user information, permission levels, invites, and links to Open Dental IDs) | All settings configured within Leap | No impact |