VVZ ERP Suite for dental practices and private clinics
While a practitioner is seeing a patient, the phone keeps ringing: one person wants an appointment, another wants to move their slot, a third cancels and someone else is still waiting for confirmation. When these requests remain split between calls, messages, the schedule and reception’s memory, it becomes easy to forget a callback or lose track of an exchange.
The real problem: reception must track several requests at once
An appointment request is not always settled in one call. Someone may need to call back, offer another slot, wait for confirmation or record a cancellation. If each step remains in a different channel, the history must be rebuilt before anyone knows what is still to be done.
Before
The appointment is in the schedule, the change request is in a message, a callback is on a note, and some confirmations simply depend on the memory of the person who answered.
After
Each administrative request can bring together the contact, appointment request, requested date, responsible person, status and history of exchanges.
Typical administrative situations in a practice
New appointment request
The request is recorded with useful contact details and the availability given by the person.
Proposed time slot
Reception can see that a reply or confirmation is still expected without searching for the earlier exchange.
Rescheduling or cancellation
When an appointment changes, the new information can be recorded with the request so the old conversation is no longer the only reference.
Callback to make
A request needing a callback can remain visible with the responsible person and the next action to take.
A simple path from request to confirmation
Request received
A person asks for an appointment, a change or administrative information.
Useful information
Contact details, availability and the elements needed to handle the request administratively are recorded in one place.
To be handled
The request stays visible while someone at the practice still needs to reply or propose a solution.
Awaiting confirmation
Once a slot has been proposed, the status can show that a reply is still expected.
Confirmed
Once the appointment is confirmed, the team can clearly find the latest validated information.
Changed or cancelled
If the situation changes, the new information remains attached to the request and the history shows what happened.
Fewer calls just to reconfirm an appointment
Depending on the chosen configuration, an administrative confirmation or reminder can be sent automatically. Reception avoids some repetitive exchanges while keeping control of the follow-up.
The practice keeps its familiar points of reference
Your calendar can stay in place
If your appointment system already works well, it does not need to be replaced. VVZ ERP Suite can mainly organize the requests, callbacks, changes and follow-up currently around that calendar.
Excel can remain part of the workflow
If you already use a table for some administrative information, it can remain a reference. The journal can include only the data genuinely useful to your organization.
An export that works with Excel
Useful administrative data can be exported as a CSV file compatible with Excel, with a structure adapted to your working columns.
Information remains accessible where the team works
The local tool
The practice can use a local tool to find administrative requests, callbacks, responsible people, statuses and notes useful for follow-up.
The server
The server is involved only in functions that need it, for example receiving a request from the website or synchronizing administrative information.
Telegram
Telegram can simply notify authorized people when a new request arrives or when an administrative action needs to be seen quickly. The main follow-up remains in the tool.
Visible responsibility
Each request can show who should reply, call back, propose a slot or handle a change.
Adapted to the practice
VVZ Studio adapts information, steps and roles to the practice’s administrative workflow instead of imposing a rigid process.
Frequently asked questions
Do we need to replace our current calendar?
No. If it works well, it can stay in place. The goal is mainly to organize requests, changes, callbacks and confirmations around the calendar.
Does the solution manage medical records?
No. This solution is presented for the administrative follow-up of requests and appointments only. Medical records, diagnoses, treatment information and other clinical data are outside its scope.
Do we need to stop using Excel?
No. Existing administrative tables can remain a reference and useful data can be exported as a CSV compatible with Excel.
Demonstration video coming soon
A short demonstration will show how an appointment request, callback, confirmation, change and status change can be followed in the system.
A clearly defined scope
Functions, access, tracked administrative information and any integrations are defined with the practice before setup. This scope does not include medical records or clinical information.
Pricing based on your real way of working
Price depends on your current administrative organization, the tools already used, the number of steps to follow and the functions your practice really needs. The aim is not to sell you unnecessary modules.