Patient Flow is designed to mirror how patients physically move through your practice. Because every office layout and workflow is different, Patient Flow allows you to create and manage custom locations that reflect your real-world operations.
Customizing locations ensures:
Digital workflow matches physical movement
Staff understand where patients are at a glance
Bottlenecks are easier to identify
Communication is clearer
What Are Locations?
Locations represent spaces where patients may be during their visit.
Locations may include:
Clinical operatories
Consultation rooms
X-ray rooms
Hygiene rooms
Non-clinical placeholders
Transitional areas
Locations do not need to be treatment rooms.
Examples of non-clinical placeholders:
Bathroom Chair
Consult Room
Post-Op Room
Financial Consultation
Lunch Room (for tracking provider availability)
Accessing Location Settings
To manage locations:
Open Patient Flow.
Click the Settings icon in the top right.
Navigate to Locations.
This section controls how locations appear in Patient Flow.
Adding a New Location
To add a new location:
Select Add Location.
Enter the name of the location.
Save your changes.
The new location will now appear in Patient Flow as a selectable operatory column.
Editing an Existing Location
You can modify:
Location name
Visibility status (enabled/disabled)
Order of display
To edit:
Click the location in the settings list.
Make changes.
Save.
Disabling a Location
If a location is no longer used:
Toggle it to Disabled.
Save changes.
Disabled locations will no longer appear in Patient Flow. This prevents clutter and reduces confusion.
Note: Check-In and Check-Out can not be disabled.
Reordering Locations
The order in which locations appear in Settings determines their order in Patient Flow.
To reorder:
Drag the location to a new position in the list.
Save changes.
Best Practice
Arrange locations in the same order patients move physically through the office.
For example:
Check-in
X-ray
Hygiene
Doctor Exam
Consultation
Check-out
This creates intuitive workflow visibility.
Ready to Seat Column
The Ready to Seat column is optional.
This column is helpful when:
Patients are staged before being seated
Assistants prepare rooms before bringing patients back
The practice uses a holding stage between check-in and the operatory
To enable or disable:
Go to Overall Settings.
Toggle the Display Ready to Seat
Save changes.
If your workflow does not require a staging column, you may disable it.
Operational Scenarios
Scenario 1: Multi-Room Hygiene Workflow
Create separate locations for:
Hygiene 1
Hygiene 2
Hygiene Overflow
This allows hygiene team members to manage chairs independently.
Scenario 2: Consultative Practices
Add a Consult Room location to track financial discussions separately from treatment operatories.
Scenario 3: Specialty or Multi-Doctor Practice
Reorder operatories by provider grouping to reduce confusion.
Common Mistakes to Avoid
Leaving unused locations enabled
Using inconsistent naming conventions
Failing to reorder after adding new rooms
Forgetting to save changes
Why Customization Matters
Custom locations ensure Patient Flow reflects your practice — not a generic layout. When properly configured, Patient Flow becomes a visual representation of your real operational structure.