🥇 (CRP) Getting Started_Smart Fill | Vyne Dental

Fill Last-Minute Openings Faster with Smart Fill

Smart Fill gives your team a faster way to recover open appointment times when cancellations happen. With a single action, the system identifies the right patients and instantly offers them an earlier appointment. No phone calls, manual outreach, or managing waitlists. Your day stays organized, schedules stay full, and providers can continue seeing patients without interruption.

NOTE: To use Smart Fill, your practice management system must include an “ASAP” or “Sooner If Possible” patient list. Need more info on how to use your ASAP or QuickFill list in your PMS? Here’s some information for Dentrix, Eaglesoft, and Open Dental.

STEP 1

Open Vyne Trellis and click on “Campaigns” in the left sidebar

  1. In the top right corner, click on the Smart Fill button

STEP 2

Use filters to quickly identify available appointment times

  1. Select Date(s)
  2. Select Provider(s)
  3. Select Operatory
  4. Once you’ve identified available appointment openings, select the ones you’d like to fill
  5. Click Next to continue

STEP 3

Optional: Apply any additional patient filters

  1. Smart Fill will first leverage your “ASAP” or “Sooner If Possible” patient list in your practice management system to fill available appointment openings.
  2. You also have the option to apply advanced filters to further segment your Smart Fill campaign, or click Next to continue.

STEP 4

Customize your email or SMS content to be sent to your Patient List

Patients who meet your Smart Fill criteria will receive an email or SMS alerting them to an appointment availability. You can tailor your email or SMS content by:

  1. Communication method (Email, SMS, or both)
  2. Email subject line
  3. Email message
  4. SMS message
  5. Select Next to continue

Note: A custom scheduling link is included in the email/SMS automatically

STEP 5

Preview and send your Smart Fill campaign

Before you send your Smart Fill campaign, you’ll be presented with a summary with details – with the ability to make changes:

  1. View the list of gaps/available openings, by day, to be filled

  2. View a list of patients that meet your filtering criteria – these patients will be contacted by email or SMS

  3. Preview your email or SMS content

  4. When you are satisfied with your Smart Fill campaign elements, click Send Now to initiate your campaign

  5. Before sending, you’ll be prompted to name your Smart Fill campaign

  6. Once your Smart Fill campaign has been created and sent, you’ll receive a confirmation message

STEP 6

View and manage existing Smart Fill campaigns

  1. Click in the Active tab to view all existing campaigns, including Smart Fill
  2. You can expand any campaign row to reveal additional performance details
  3. Manage your Smart Fill campaign using the actions menu

Note: Appointments scheduled from your Smart Fill campaign will be marked as Smart Fill appointments in the Scheduling page in Vyne Trellis.