Patient Flow — accessed through Operations > Patient Flow — is available in both the Web App and the PbN Desktop App.
While the visual layout and workflow behavior remain consistent, the Desktop App provides enhanced notification reliability and real-time communication support (including pop-up alerts and audible notifications).
This article explains the differences and when the Desktop App is recommended.
Set Your Location in Patient Flow
Your Location determines where you’re “working from” in the system (ex: Check-In, Check-Out, or a specific operatory/provider location). This is important for routing alerts and making sure the right team members see and respond quickly.
Quick check/change (from the Patient Flow header)
In Patient Flow, your current location appears in the top-right of the screen as a Location dropdown (example shown: Dr. Brian Albert).
Open Operations > Patient Flow.
In the top-right, click the Location dropdown.
Select the correct location for your workstation (ex: Check-In, Check-Out, or the correct operatory).
Set or update your default “My Location”
You can also set your default location inside Patient Flow settings:
Open Operations > Patient Flow.
Click the Settings (gear) icon.
Under My Location, use the dropdown to select your default location.
Click Save Changes.
Add or manage locations (optional)
If your practice needs additional locations (ex: a new operatory, sterilization, consult room, etc.):
Open Patient Flow > Settings (gear).
Go to Locations.
Click + Add Location.
Configure as needed:
Enabled
Show Op Alert (if alerts should display for this location)
Is Operatory (if the location should behave like an operatory tile)
Click Save Changes.
Why Use the Desktop App?
The Desktop App is recommended for practices that:
Rely heavily on operatory alerts
Frequently summon providers
Require audible notifications
Keep Patient Flow open throughout the day
Use Patient Flow as a central coordination hub
Many practices run the Desktop App on a dedicated front desk or clinical workstation.
What Works the Same in Web and Desktop
The following features function identically in both environments:
Viewing workflow columns
Drag-and-drop patient movement
Moving patients to Check-out
Viewing provider/operatory cards
Opening and editing Routing Slips
Adding and managing custom locations (via Settings > Locations)
Viewing operatory alerts in Patient Flow
Sending team messages
If your practice uses Patient Flow primarily for visual tracking (and does not rely on sound/pop-up alerts), the Web App may be sufficient.
Features That Require the Desktop App
Audible Notifications
Audio alerts for:
Operatory alerts
Team messages
Provider summons
Audible alerts do not function reliably through internet browsers.
If your workflow relies on sound cues, the Desktop App is required.
Pop-Up Notifications (Real-Time Alerts)
The Desktop App supports pop-up alert windows that can appear while you are working—so you don’t have to keep a browser tab active to catch alerts.
Pop-ups can include:
The alert type (ex: Help Needed)
The source location (ex: Doctor Overflow)
Quick response options (ex: “Coming over now.”)
A field to type a response directly from the pop-up
Configuring Notifications in the Desktop App
To configure notification behavior:
Open Operations > Patient Flow.
Click the Settings (gear) icon.
Navigate to Notifications.
You can adjust:
Notification placement
Duration
Default audio alerts
Make sure your workstation’s system volume is enabled for audio notifications.
Troubleshooting Desktop Notifications
If alerts are not functioning:
Confirm you are using the PbN Desktop App (not a browser tab).
Check Patient Flow > Settings > Notifications.
Verify system sound settings (volume/mute/output device).
Ensure the Desktop App is updated.
Restart the Desktop App if necessary.
Best Practice Recommendation
For maximum communication reliability:
Run the Desktop App on clinical workstations and/or a dedicated front desk station.
Keep Patient Flow open throughout the day.
Set My Location for each workstation (so alerts route correctly).
Enable audio alerts if your team relies on immediate responses.
Configure pop-up placement so it doesn’t obstruct key screens.