Intraoffice Messages: Screen Location, Color, Sound, Timer, Filter, Privacy, Etc.

Intraoffice Messaging  allows rapid distribution of information throughout the office to all team members at once. Messages are usually being sent to all computers and mobile devices that have YAPI running unless a message has an associated destination (operatory/room/device). In this case, a message is being sent only to that operatory/room/device.

There are two types of messages: automatic and manual. Automatic messages are generated and broadcasted by YAPI when a certain event occurs. The following events generate YAPI automatic messages. Events marked with acceptsymbol can be enabled or disabled in YAPI Global Settings.

acceptCurrent day appointment cancellation
acceptCurrent day new appointment
accept
Patient arrival
acceptOperatory cleanup is requested
bullet_whiteNew online document has arrived
bullet_whiteNew review has arrived
bullet_whiteCall me message has arrived
acceptMobile text message has arrived
acceptMessage from Facebook page has arrived
acceptOnline appointment request has arrived
acceptPatient ready status has changed

Manual messages are those explicitly sent by staff: broadcast, summon, operatory alerts, etc.

When a message arrives on your PC it pops up on the screen at location specifically set for YAPI messages.

To setup the location on the screen where messages to be displayed, use Local Configuration editor and select screen location from Show messages dropdown list.

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Note that on multi-monitor workstations YAPI messages are always being displayed on primary monitor.

By default, messages are displayed tiled vertically

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Alternatively, you can change message box arrangement in you workstation Local Settings.

When YAPI Dashboard  uses Compact View text messages are being displayed inside the view.

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Typical text message is shown below

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1. A message box background color is white unless the message is sent to or is associated with a provider or staff member. In such a case,  provider/staff color set in PMS is used as a background color. Note that YAPI allows to override colors set for providers/staff in PMS or event assign a color when PMS doesn’t provide color settings for some or all providers/staff.

A message box default white background color can be replaced by other color in Local Settings.

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2. If a message is sent to a provider or is associated with a provider, a provider id is always displayed in the message body.

3. The title bar contains the name of the area the message was originated from. You can drag message box across the screen with the left mouse button down. Single mouse click on the area name opens a reply box. In case of incoming mobile text message, title bar will contain incoming phone number while left mouse click on the phone number enables you to reply or to get the name of the patient(s) associated with the phone number.

4. Message box displays time when message arrived on your computer.

5. Message box displays how long the message was on the screen. A message box stays on the screen till a timer associated with the message expires reaching a predefined  amount of seconds – typically 120 seconds. Default message expiration interval can be set in Global Settings, in Local Settings per workstation, or set when a message is sent.

6.Single mouse click on  a cross symbol closes message box.

7. Single mouse click on a pin symbol pins/unpins the box message. Pinned messages will stay on the screen unless manually closed.

8.Single mouse click on a chat symbol opens reply box.

YAPI operatory alerts generate broadcast messages. Those messages will have default background color unless a provider is associated with an alert.

To associate a provider with an alert, click on patienticon to select a provider from the list

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This will result in a broadcast message that will show up in provider’s color

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Note that you can define operatory alerts that are associated with providers. In Global Settings, Operatory Alerts tab, select a provider from the drop-down list

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You can set a message to be a private message. Private messages don’t  show message body unless a lock symbol is clicked.

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To set a message to be a private message tick Private check box when sending a message

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By default, all messages are not private unless set private by the sender. You can override this default in your workstation Local Settings to treat all messages delivered to your computer as private. With three exceptions:summon,  operatory alert, and Red Alert messages will always show message body regardless of your workstation privacy settings.

Note that you can override several YAPI Intraoffice Messaging default settings in your workstation Local Settings

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In addition, YAPI allows you to set message filters enabling you to control what messages are allowed to pop up on your workstation.

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Currently, you can select from the following filters

  • All Messages
  • Essential Messages Filter to suppress messages related to appointment cancellations, new appointments, patient arrival.
  • Messages to your workstation and providers registered with your workstation
  • Do not disturb

Normally, a sound is played when a message arrives. YAPI uses a default sound  unless message is associated with a provider/staff that has a sound set in YAPI Global Settings. Note that you can disable any audio from YAPI Dashboard on each individual workstation using Local Settings.

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