Call pop-ups in the Practice by Numbers (PbN) Desktop App give your team instant visibility into incoming calls—no matter which phone system your practice uses. These small pop-up windows appear automatically on your screen when a call comes in, allowing staff to quickly identify callers and open patient details with a single click.
This feature helps teams respond faster, stay organized, and provide more informed patient interactions during every call.
What Are Call Pop-Ups?
Call pop-ups are small notification windows that appear in a corner of your screen during incoming or active calls. Each pop-up displays:
The caller’s name (if a known patient) and phone number(s)
A Show Info button
Icons for additional caller actions (when available)
A Close (X) button
If the caller is a known patient, clicking Show Info immediately opens the patient’s file in the PbN Desktop App—providing quick access to appointments, balances, and communication history.
How to Enable or Disable Pop-Up Notifications from the Home Screen
You can quickly control notification behavior directly from the Home page of the PbN Desktop App—no need to open the settings menu.
At the bottom-left corner of the Home screen, you'll see two important icons:
🔔 Bell Icon – Controls ALL notifications
When enabled, all types of Desktop App notifications can appear
When disabled, every desktop notification is turned off
📞 Phone Icon – Controls Call & SMS notifications only
When enabled, call pop-ups and SMS notifications appear normally
When disabled, only call and SMS notifications are turned off
In the image below, the icons highlighted in red show where to manage these settings:
📌 If the bell is greyed out → No notifications will appear at all
📌 If the phone icon is greyed out → Call and SMS pop-ups will be hidden
This gives practices quick, flexible control over what notifications appear during the workday.
How to Enable Call Pop-Ups in the Desktop App
To customize where call pop-ups appear:
Open the PbN Desktop App
Click the ⚙️ Settings icon (top right)
Select the Phone tab
Scroll to the Notification Settings section
Choose the Notification Location (Call & SMS):
Top Right
Top Left
Bottom Left
Bottom Right (recommended)
Ensure call pop-ups remain enabled:
❌ Disable all notifications should be unchecked
❌ Disable Call and SMS notifications should be unchecked
Once enabled, call pop-ups will appear automatically during every incoming call.
Works with PbN Voice and Other Phone Systems
Call pop-ups do not require your practice to use PbN Voice, although it is recommended.
They will appear whether you use:
PbN Voice
Mango Voice
Jive
RingCentral
As long as your phone system is connected to Practice by Numbers and sends caller ID to the Desktop App (or Chrome extension), the call pop-up will display normally.
Why Call Pop-Ups Are Helpful
✔ Faster Caller Identification
Staff immediately see who is calling, even while working in other programs.
✔ One-Click Access to Patient Charts
The Show Info button opens the patient file instantly—no searching required.
✔ Improves Call Handling & Efficiency
Teams can quickly review balances, appointments, and previous communication before answering.
✔ Prevents Missed Calls
Pop-ups appear over other windows, making call alerts highly visible.