Patient Flow provides a real-time visual representation of where patients are throughout the day.
In Practice by Numbers, Patient Flow is accessed through the Operations button at the bottom of every page. While many teams refer to it as “Patient Flow,” you will find it listed under the Operations button in the navigation menu.
Throughout this guide, the terms Patient Flow and Operations refer to the same feature.
Patient Flow centralizes patient tracking, operatory management, internal communication, routing slip coordination, and workflow visibility into one shared workspace for your team.
It mirrors how patients physically move through your practice — from arrival to treatment and check-out — while reducing miscommunication and improving operational efficiency.
How to Access Patient Flow (Operations)
Patient Flow can be accessed from both the PbN Web App and the PbN Desktop App.
Accessing Patient Flow in the Web App
Log in to Practice by Numbers.
Locate the Operations button in the bottom navigation bar.
Accessing Patient Flow in the Desktop App
Open the PbN Desktop App.
Locate the Operations button (similar placement to the Web App).
Click Operations.
Select Patient Flow.
The navigation structure remains consistent between Web and Desktop environments to maintain familiarity.
Why Practices Use Patient Flow
Without a centralized workflow system, practices often experience:
Uncertainty about patient location
Delays between the clinical and front desk teams
Verbal miscommunication across operatories
Confusion around provider assignments
Missed handoffs during check-out
Patient Flow eliminates these inefficiencies by serving as a shared, real-time source of truth for the entire practice.
Key Benefits
Real-Time Patient Visibility
At any moment, staff can see:
Who is expected
Who is late
Who has checked in
Who is seated
Who is ready for check-out
Who has completed treatment
This prevents patients from being overlooked and helps the team anticipate next steps.
Faster Internal Communication
Instead of walking between rooms, staff can:
Send operatory messages
Add alerts
Summon providers
Review routing slips
All directly within Patient Flow.
Clear Provider Accountability
Appointments display provider color indicators for immediate clarity.
If two providers are assigned, dual-color indicators appear — supporting collaborative care and improving chair coordination.
Workflow Customization
Practices can:
Add custom locations
Create non-clinical placeholders (Consult Room, Bathroom Chair, etc.)
Reorder locations
Show or hide the Ready to Seat column
This ensures Patient Flow reflects your actual operational layout.
Improved Patient Experience
Better internal coordination results in:
Reduced wait times
Faster assistance
Smoother transitions between treatment and check-out
Operational clarity improves patient satisfaction.
Modern & Intuitive Layout
Patient Flow features a clean, organized interface designed for clarity and ease of use.
You can:
Drag and drop patients between operatories
Move patients between workflow columns
Manage treatment flow visually
This reduces screen switching and improves efficiency.
Responsive Design & Condensed View
Patient Flow adapts automatically to different screen sizes and resolutions.
Whether using:
A large monitor
A standard desktop
A smaller laptop
All operatories remain visible.
In Condensed View:
Expected Today
Late
Ready for Check-out
Completed
All remain visible but are minimized by default and can be expanded as needed.
The “View All Appointments” checkbox in Expected Today is not available in Condensed View.
No functionality is removed — only layout adjusts.
Web App vs Desktop App Overview
Patient Flow (Operations > Patient Flow) is available in both the Web App and the Desktop App.
Core workflow functionality remains consistent in both environments.
However, notification behavior differs.
For a detailed breakdown of Desktop App features and configuration, see:
👉 Using Patient Flow in the PbN Desktop App