Routing Slips serve as appointment-level coordination tools within Patient Flow.
They allow your team to document treatment progress, adjust procedures performed, add internal notes and alerts, track referrals, record products dispensed, and plan the next visit — all without leaving Patient Flow.
Routing Slips ensure continuity as the patient moves from the front desk to the operatory and back to check-out.
Accessing a Routing Slip
To open a Routing Slip:
Locate the patient in any Patient Flow column.
Click the Routing Slip icon next to the patient’s name.
If the icon is pulsing, the patient has PMS Alerts that should be reviewed. Hovering over the icon provides a preview.
When opened, the Routing Slip displays a structured, multi-section view designed for quick scanning and documentation.
The layout includes:
Left-side navigation
Appointment details
Alerts
Procedure codes
Notes
Checkout planning tools
Save and Ready for Check-Out actions
Navigation Menu
On the left-hand side, you will see:
Appointments (default view)
Service History
This allows you to switch between the current appointment details and the patient’s historical service data without closing the Routing Slip.
Appointments Tab
The Appointments tab displays all details related to the current visit.
PMS Alerts (Read-Only)
At the top of the Routing Slip, you will see a PMS Alert box.
These alerts pull directly from your Practice Management System and may include:
Allergies (e.g., Allergic to Penicillin)
Medical conditions
Medications
These alerts are read-only and should always be reviewed before treatment begins.
PbN Alerts (Customizable During the Visit)
Next to PMS Alerts is the PbN Alerts section.
This allows staff to add appointment-specific internal alerts directly within the Routing Slip.
To add an alert:
Click Add Alert
Select the appropriate alert type
PbN Alerts:
Are internal to Practice by Numbers
Do not write back to the PMS
Help flag important details for the current visit
Examples:
“Patient anxious – prefers assistant present.”
“Financial discussion required before next visit.”
Appointment Information
Appointment Time & Provider
Displays:
Scheduled date
Appointment time
Assigned provider(s)
If multiple providers are assigned, all will appear here.
Appointment Codes (Editable During Treatment)
This section lists all scheduled procedure codes for the appointment.
Examples:
D0120: Periodic Oral Evaluation
D1110: Prophylaxis – Adult
Each code includes a checkbox.
During the appointment, you can:
Uncheck codes that were not completed
Review planned procedures in real time
This ensures billing accuracy and reduces end-of-day corrections.
Additional Codes (Adding Procedures Performed)
If services were performed but were not originally scheduled:
Click Add Code
Select the procedure
Click Save
This allows clinical updates to be made immediately within Patient Flow.
Notes Section
Appointment Notes (Read-Only)
Displays notes pulled directly from your PMS schedule.
Examples:
“PRO A, PEXAM”
“NO FL/INS OK -rh”
These notes reflect what was originally entered in the PMS and cannot be edited here.
Additional Notes (Visit-Specific Documentation)
The Additional Notes field allows internal documentation specific to this appointment.
These notes:
Do not write back to the PMS
Remain tied to this appointment in Patient Flow
Examples:
“Insurance downgrade explained.”
“Discuss crown at next visit.”
“Patient tolerated procedure well.”
Adding notes before moving the patient to check-out improves communication and continuity.
Checkout Planning Section
At the bottom of the Routing Slip are three dropdown fields that support front desk coordination. These are selected during the appointment based on what occurred.
Schedule Next Visit
Select the recommended next appointment type.
Examples:
6-Month Recall
4-Month Perio Maintenance
Crown Delivery
This reduces front desk guesswork and standardizes recall recommendations.
Dispense / Sell
Select products dispensed or sold during the visit.
Examples:
Sonicare
Whitening Gel
Fluoride
This improves tracking and accountability.
Referral
If specialty care is recommended, select the appropriate referral type.
Examples:
Oral Surgery
Orthodontics
Endodontics
This documents clinical next steps and supports a smoother handoff at check-out.
Service History Tab
Selecting Service History in the left navigation opens the patient’s Last Service Dates view.
This section displays:
Procedure codes
Date last performed
Relative time (e.g., “9 months ago”)
Example:
D0120: Periodic Oral Evaluation – 02/13/2026 – Less than 1 month ago
D0274: Bitewings-Four Films – 04/24/2025 – 9 months ago
This allows providers to quickly review treatment history before making recommendations.
Action Buttons
At the bottom right of the Routing Slip, you will see:
Close
Save
Ready for Check-Out
Save
Click Save after making changes.
Ready for Check-Out
Clicking Ready for Check-Out:
Moves the patient to the Ready for Check-Out column in Patient Flow
This creates a clear handoff to the front desk.
Viewing Past Routing Slips
You can access historical Routing Slips by:
Opening the patient’s profile
Opening their appointment history from the Account tab and selecting Slip from a previous appointment.
Operational Best Practices
Review PMS Alerts before beginning treatment.
Update procedure codes immediately after care.
Add Additional Notes before moving the patient to check-out.
Use the Next Visit dropdown to reduce front desk guesswork.
Standardize note formats across providers for consistency.
Why Routing Slips Matter
Routing Slips:
Improve communication between the clinical and front desk teams
Reduce missed procedures
Support accurate billing
Provide quick access to service history
Ensure smoother patient transitions
When used consistently, Routing Slips become a structured documentation and coordination tool — not just a notes section.