Patient Flow is structured into workflow-based columns that represent each stage of a patient’s visit. These columns allow your team to monitor real-time patient status, coordinate across roles, and ensure smooth transitions between front desk and clinical staff.
The standard workflow includes:
Expected Today
Late
Checked-in
Operatories
Ready for Check-out
Completed
Each column serves a specific operational purpose.
Expected Today
What It Shows
Patients scheduled within the next hour (default view).
Future appointments for the selected date.
How to View All Appointments
To display all appointments for the day:
Locate the checkbox at the top of the Expected Today column.
Select the checkbox.
The column expands to display the full daily schedule.
⚠️ The checkbox is not available in Condensed Views.
Operational Purpose
Expected Today allows the front desk to:
Monitor upcoming arrivals
Prepare paperwork or forms
Identify early check-ins
Detect scheduling gaps
It acts as the forward-looking planning column.
Late
When Patients Appear Here
Patients move to Late when they have not checked in past their scheduled appointment time.
This movement is automatic based on the appointment time.
Operational Purpose
The Late column allows staff to:
Contact patients who are delayed
Adjust operatory timing
Prevent idle chairs
Communicate with providers about schedule shifts
Best practice: Assign a team member to monitor the Late column during peak hours.
Checked-in
How Patients Move Here
Patients move to Checked-in when:
They are manually moved from Expected Today using the arrow icon, OR
They check in through the Patient Kiosk (automatic movement).
What It Signals
Checked-in confirms patient arrival and readiness for seating.
Clinical teams can monitor this column to prepare operatories.
Operatories
What Appears in an Operatory Tile
Each operatory tile displays:
Patient name
Assigned provider color
Quick Action icons
Routing Slip icon
Movement arrow
Moving a Patient to an Operatory
You can move a patient by:
Clicking and dragging the patient card.
Dropping it into the appropriate operatory.
OR
Using the arrow icon to advance them step-by-step.
Reassigning to Another Chair
If the patient changes rooms:
Click and hold the patient card.
Drag to the new operatory.
Release to update the location.
This reflects real-time physical movement.
Ready for Check-out
How Patients Move Here
Click the arrow icon on the operatory tile.
The patient moves into Ready for Check-out.
Operational Purpose
This signals the front desk that:
Treatment is complete
Payment processing may begin
Next visit scheduling is needed
It creates a clean handoff from clinical to administrative staff.
Completed Appointments
How Patients Move Here
Patients automatically move to Completed when:
The appointment is marked complete in your Practice Management System (PMS).
Why This Matters
This ensures:
End-of-day tracking
Accurate daily reporting
Confirmation of completed procedures
Condensed View
On smaller screens, Patient Flow automatically switches to Condensed View.
In this view:
Expected Today
Late
Ready for Check-out
Completed
are minimized but expandable.
Operatories remain visible at all times.
Responsive Behavior
Patient Flow adapts to:
Large monitors
Standard desktop screens
Laptops
No workflow functionality is removed — only layout adjustments occur.
Best Practices
Keep Patient Flow visible on a central monitor if possible.
Assign ownership of monitoring Expected Today and Late.
Move patients immediately when physical movement occurs.