Getting the day's appointments ready (Prep my day)

Prep my day gets your day ready before the first patient. It brings the day's schedule in from your practice software. It sets up an appointment in Rebrief for each visit and writes a short prep for each patient. Nothing in your practice software changes.

It reads your practice software on screen. So it runs in the Windows app, the Rebrief app that clinics install on a clinic computer to connect their practice software. It comes with every paid plan.

What it does

1. Reads the day's schedule from your practice software.
2. Matches each visit to its patient in Rebrief.
3. Sets up one Rebrief appointment per visit, named with the patient and the time. If a visit already has one, it uses that one.
4. Reads the patients' charts, a few patients at a time.
5. Writes a short prep for each patient.
6. Finishes with a huddle digest in its chat on Home.

Every clinic has Prep my day in its routines. You can turn it off, but you can't delete it.

Run it now

1. On Home, look under Start a routine and select Prep my day.
2. Its chat opens on Home and shows each step as it goes.

You can also type /routines in the prompt bar and pick it. Or open Routines in Home's side panel, select Prep my day, then select Run now.

While it works on screen, leave that computer's mouse and keyboard alone. To stop it, press Esc on that computer.

It reads a few charts at a time, so a full day takes a while. Run it before your first patient.

Choose the day and what to pull

Open Routines in Home's side panel and select Prep my day. Its panel shows Setup answers. Select Edit beside them, make your changes, then select Save answers.

• Which day should I prep? Choose Today or Tomorrow.
• What should I pull for each patient? Tick what you want.

The list starts with six ticked, from Reason for the visit to Treatment still planned. You can also tick X-rays on file and when they were taken and Outstanding balance.

Run it every morning

1. Open Routines in Home's side panel and select Prep my day.
2. Beside Also run automatically, choose Schedule.
3. Under Repeat, choose Daily. Or choose On specific days and pick the days.
4. Under At, pick the time.
5. Under On computer, pick the clinic computer that should run it. Most idle computer picks whichever one is least in use at that time.

A new schedule starts at 8:00 AM. In the Windows app, it also starts on the computer you're using. Changes save as you make them. Upcoming shows the next run, and Skip next run skips just that one.

The Windows app must be open on that computer at that time, with your practice software open. If no clinic computer is open, the run is marked as missed.

A scheduled run, or one started from another computer, never starts on a computer that is transcribing an appointment. It waits for the appointment to end.

When On computer names a computer, Run now runs it there too. In a web browser with no clinic computer chosen, it can't read the screen. It stops and says to run it from a clinic computer with the Windows app.

Where the results go

• The appointments are in the list on the Scribe page at their booked times, marked Scheduled. When the patient arrives, select Start beside their visit under Up next on today's schedule. Or point at the visit in the calendar on Home and select Start appointment. Either way, Rebrief starts the appointment Prep my day set up, never a second one.
• Each prep shows under Before the appointment when you point at the visit in the calendar on Home. Until the visit is over, it's also the Summary on the patient's page.
• The huddle digest ends the run's chat on Home. It lists every patient in order, one line each, then things to know across the list.

Under the huddle digest are three quick follow-ups:

• Create tasks for the action items
• Prep the rest of today's schedule
• Draft a handover note from this digest

Each prep has a short heading for each thing you asked for. Every fact ends with where and when it was read. An item with nothing in the chart says not recorded. A prep never assumes a normal finding that isn't written down.

The run's chat stays in Home's list, named with when it ran, such as Prep my day · Oct 29, 8:58 AM. Past runs are also under Recent runs in the routine's panel.

If something is skipped

• A visit can't be matched to one patient. Rebrief skips that visit and says which times. Link the patient from the calendar, then run Prep my day again.
• A chart can't be read. That patient's prep uses what Rebrief already had, and the chat says so.
• You run it twice. That's safe. It never sets up a second appointment for the same visit.

Note: Prep my day only reads. It never books, moves, cancels or charts anything in your practice software.