Archy Onboarding: Account Set Up (Data Conversions)

Welcome to Archy

Time Sensitive - Must be done as soon as possible

The following settings are critical to complete before your go live date with Archy. These steps may take multiple days to complete, so they should be completed as soon as possible: 

• Messaging Services: Choose the phone number you'd like to use for texting. This is required to be able to send text messages from Archy. This process can take a 6-8 weeks for the phone number to be registered, so it should be completed as soon as possible.
  
   
• Email Domain Set Up: If you want to send appointment reminders or marketing campaigns via email, you will need to connect your website domain to Archy. Please note this process is slightly technical and may require assistance from your IT company or website developer.

Additional Account Set Up

The following settings are critical to complete before your go live date with Archy. Completing these items will ensure you have a smooth start on Archy.
 

• Claims: Archy sends claims through the clearinghouse DentalXChange. The cost of DentalXChange is included in your Archy subscription (up to 700 claims per month). Please follow the instructions to activate your account and accept the Terms & Conditions within DentalXChange.
   
• DoseSpot: Choose the providers who plan to prescribe with our e-prescription feature.  Please, note that this can take 1-2 business days to verify the providers' identities, so we recommend completing this as soon as possible. If you have an existing account with DoseSpot, do not proceed to this step until your last working day before your Go Live and after you have completed all of your prescriptions submissions for that day. Please note this is a three step process, including two steps to confirm your identity to prescribe.
   
• Billing Merchant: Enter all bank account and payment information with our payment processing partner, so that you can accept payments directly through Archy. Once this set up is completed, Archy will mail you a credit card machine.
  
   
• Add Employees: Add your employees into Archy with a valid email address to ensure they can set up their account and log in. Please set their access date to your Archy Go Live Date so that employees can only log in once the final data conversion is complete.  
  
   
• Schedule: Set up the working hours of the office. 

• Rooms: Set up your rooms. Please note: Room names must exactly match what you have in your old system, or duplicate rooms will be created during the final data conversion.

• Categories: Set up your appointment categories with a name, color and duration, along with any procedure codes you want to add. 

• Schedule Guides: Once you have added your provider employees, and set up rooms and appointment categories, you are ready to add schedule guides on your schedule. Schedule guides can be used to define which types of appointments you want to allow for certain rooms and providers, as well as your online booking (online booking must be enabled in practice settings first) and multi-booking preferences. 

Additional Recommended Set Up Ahead of Go Live

There are many ways to customize Archy to best fit your practice. We recommend setting up many of these before you go live. But, you can also continue to improve these customizations even after going live with Archy.

Front Office

• Automated Texts & Emails: Turn on which automated text & email reminders you want sent out to patients and at what cadence. Customize the content of these reminds for both email and text.

• Online Booking: Offer an option for patients to book appointments from your website. Configure the preferences for when patients can book appointments and add to your website.
   
• Patient Forms: Archy starts you off with templates for Medical History, Dental History, and Consent forms. Customize these forms and add your own to fit your practice. Also, set up kiosk mode so forms can be completed on tablets in your office.
   
• Custom Adjustment Types: Specify a set list of adjustment categories that your employees can select from when creating adjustments in billing.
   
• Lab Case Tracking: Set up information about the labs your practice works with, to ensure easy tracking of lab cases.

Clinical

• Clinical Note Templates: Create templates to quickly complete clinical notes. Customize your templates to reduce the number of clicks and typing you need to complete for each note.
   
• Charting Quick Select Buttons: Make charting easy with just one click to add a procedure, including surfaces and tooth selection.