New receptionists at Linden Row Dental who use Linden Desk
This guide is for the front desk at Linden Row Dental. It covers the jobs you do all day in Linden Desk. Book a patient. Check them in. Change a booking. Call patients who have not replied.
- 2 chairs Dr Lim is in Chair 1. Sam, the hygienist, is in Chair 2.
- Mon to Sat We are open 08:30 to 17:30. Lunch is 13:00 to 14:00 and no one is booked.
- 15-minute slots Linden Desk sets the length for you when you pick the treatment.
1. Start of the day
Linden Desk › Diary
Log in with your initials and your 4-digit PIN. Never write your PIN on the monitor. The Diary opens on today.
- Switch on the PC and the card machine, then log in
- Open the Diary. It shows today
- Open Reminders and call anyone who has not replied
- Check the two Emergency slots: 08:30 and 14:00 in Chair 1
- Check that the printer has paper
The Diary uses colours. Learn them first.
| Diary colour | Means |
|---|---|
| White, blue edge | Booked |
| Green | Arrived and checked in |
| Teal | In the chair now |
| Grey | Finished |
| Stripes | Blocked or kept free |
Keep the Emergency slots free for pain calls until 10:00 and until 15:00. After that you can fill them.
2. Book a patient
Diary › Free slot › New booking
A patient rings or walks up. The booking takes a few clicks.
2.1 Book a patient who has been before
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Click the free slot in the right chair. The New booking panel opens.
Click the free slot -
Type the name or phone number in the search box. Click the patient when they show.
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Pick the Treatment. Linden Desk sets the length.
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Check the Chair and the time.
Patient, treatment and chair -
Leave Send confirmation SMS now ticked. The patient gets a text at once.
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Click Save booking.
A yellow warning, Already booked today, means the patient has another booking today. Ask them before you go on.
2.2 Book a new patient
- Click the free slot, then click New patient in the panel.
- Fill in the name, the phone number and the date of birth.
- Pick New patient exam. A first visit is always this one. Emergencies are the only exception.
- Check the chair and the time, then click Save booking.
Read the date, the time and the doctor's name back to the patient. For example: "Monday 9 November, 11:45, with Dr Lim."
3. Check in a patient
Top bar › Arrivals
3.1 Check in
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Click Arrivals in the top bar. You see today's list.
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Find the patient's name. Click Check in next to it. A panel opens on the right.
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Ask: "Is your phone number still the same?" Click Yes or No.
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Ask: "Has your health or medicine changed since last time?" Click Yes or No.
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Click Check in at the bottom of the panel.
Ask the two questions, then Check in
The patient's block turns green in the Diary. Dr Lim's screen shows the name.
If the answer to the health question is Yes, give the patient the clipboard form. Dr Lim reads it first. Never click No for them.
A patient more than 15 minutes late: ask Dr Lim before you check them in.
No card and no ID at check-in. The patient pays at the end of the visit.
4. Change or cancel a booking
Diary › Booking › Move or Cancel
4.1 Cancel
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Click the booking in the Diary.
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Click Cancel.
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Pick the reason from the list.
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Click Cancel booking again to confirm.
Pick a reason, then confirm
Never delete a booking. Always cancel it and pick a reason. If the patient gives less than 24 hours notice, pick Late cancel. It is written in their record.
4.2 Move
- Click the booking in the Diary.
- Click Move.
- Click the new free slot.
You cannot drag a booking. This is on purpose.
5. Reminders
Top bar › Reminders
Linden Desk sends an SMS 2 days before the visit and again 2 hours before. Open Reminders to see who replied.
| Reply | What it shows | What you do |
|---|---|---|
| YES | Confirmed | Nothing |
| CANCEL | The slot is free again | Nothing. You can fill the slot |
| No reply | Amber row | Call the patient |
5.1 Call patients who have not replied
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Open Reminders.
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Find the amber No reply rows. They are also in the Call these patients box.
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Click Call next to the name and ring the patient.
The Call these patients box -
Write Called in the patient's record.
A patient record with the private details hidden
Call for today before 10:00. Call for tomorrow before 15:00.
6. Patient privacy
A patient's record holds a phone number, an e-mail, a date of birth and an address.
Do not photograph the screen. Do not read medical notes out loud at the desk. Other patients are waiting.
In the record picture in section 5, the private details are grey bars. Use the same kind of picture when you train someone new.
7. Treatment times
| Treatment | Time | Rule |
|---|---|---|
| New patient exam | 45 min | First visit |
| Check-up | 30 min | |
| Scale and polish | 45 min | Chair 2 only |
| Filling | 45 min | |
| Crown prep | 60 min | Chair 1 only |
| Review | 15 min | |
| Emergency | 15 min | Kept free at 08:30 and 14:00 |
Change log
| Version | Date | Change | By |
|---|---|---|---|
| 1.0 | 2026-11-06 | First version | Linden Row Dental Team |