Please log in to Legwork Academy https://legworkacademy.learnupon.com/users/sign_in to view our General Setup Training Video. To navigate to Legwork Academy:
- Log in to Legwork Practice Marketing
- Click the question mark in the bottom right corner
- Click Help Desk
- Under Legwork Academy select "Click Here"
- For first time users, click Register now in the top right corner to create an account.
Navigating to General Software Settings
- Click on your account name in the top right corner.
- Scroll down and click Settings.
Settings Review
On the Left panel, you will see a list of software Settings.
General Tab
The General tab can be used to designate company contact information such as addresses, phone numbers, and website URLs.
Company Details
Company Name for TTS - The company name for text-to-speech (TTS) creates a phonetic pronunciation of the account name for users using the automated call feature. This helps users to pronounce the name correctly.
Dr. Name - Add up to four provider names in the Dr. Name fields to include them in your email closing message.
The Office number, Address, and Website URL - The office contact information fields can be updated within this setting. It will be included in your email footer.
Reply To Address - Type the general office email address in this field so that patients can send email replies in response to any emails sent within Legwork Practice Marketing.
Forms URL
This section will determine the type of patient forms you will be using and where to direct new patients to complete them.
- Under "Select your Patient Forms Platform:" Select the Patient Forms URL option
- Under "New Patient Forms URL:" Enter the URL for the forms website page or the patient portal URL for your office.
- Scroll down to the bottom right corner of the page and click the blue Save Settings button.
Online Appointment Booking URL
If your office is using an online appointment scheduling option:
- Under "Book Appointment Page URL" enter your website's contact page URL.
- Scroll down to the bottom right corner of the page and click the blue Save Settings button.
Social
If you would like to add your practice's social media URLs (Google, Facebook, or Twitter) you can do so here. Social media icons can be accessed from your Patient Subscription preferences in the email footer your patients receive from you.
USERS TAB
The Users tab can be used to create new user access accounts or edit existing user contact information. If the user is also a patient, the same email may NOT be used again when creating the user account.
Please note: It is not advised to use a single account for multiple users. For security and accountability, each individual should have their own unique account and avoid sharing accounts with others.
Adding a new user
- Click Add a User
- Enter the following user details: First Name, Last Name, and Email Address.
- Click create user
- Check the email entered for a welcome email to create a password. Please note: email may appear in a spam folder.
Editing an existing user
- Select the existing user
- Click on the pencil icon in the top right corner
- Make necessary edits to the user's profile
- Click Save User to complete the update.
DELIVERY SCHEDULE TAB
*Please note: To make changes to your delivery schedule, please contact Legwork Practice Marketing Support, as there are additional administrative steps to resync your current schedule after edits are made.
SYSTEM TAB
*Please note: To make changes to your System Settings, please contact Legwork Practice Marketing Support, as there are additional administrative steps to resync your current schedule after edits are made.
Please log in to Legwork Academy https://legworkacademy.learnupon.com/users/sign_in to view our System Setup Training Video. Scroll up to the top of this article for help with navigating to Legwork Academy.
Timezone - Confirm that the time zone is aligned with the office address.
Supported Languages - The two languages available are English and Spanish. Adding Spanish as a supported language will allow the practice to change a patient's preferred language for messaging. This will allow a patient to receive automated messages in Spanish. To add Spanish as a supported language:
- Click Add
- Click the dropdown and Select Spanish
- Click Ok
Group Appointment Messages by Family - Select yes. This setting ensures that patients with the same email or mobile number will be grouped and sent appointment messages in one email or text message.
Use Validated Phone Number Types - Select yes. This setting will allow Legwork to use the validation system to determine the actual type of phone that the number is associated with. If there is a mobile number already present in the system that is shown to be valid, it will use that number first.
Offer Comfort Services- Select No. This setting will hide the comfort preferences section.
Postal Offset - Set postal offset to 3 days to allow enough time for the cancellation of postcard deliveries.
Send Communications to Family Recipient:
Select "Family recipient to receive communications for patients." - This setting will allow the head of household to receive all messages for his or her children.
"Family recipients to receive communications for patients without contact information"
This setting allows the head of household to receive all messages for their children if the patient does not have contact information listed within your practice management system.
"Ignore Family Recipients and send communications based on patient contact information."
This setting sends communication to the phone number listed within the patient's profile in your practice management system.
If Family Recipient does not have contact info send communication to patient:
Select Yes. This setting allows the patient to receive messages if the head of household does not have contact information on file.
Deliver Hours - Ensure that ALL days of the week are designated to Yes. This setting allows for automated appointment messages to be delivered on each day of the week.
*Note: If you would like these hours adjusted, please contact Legwork Practice Marketing Support, as there are additional administrative steps to resync your current schedule after edits are made.
Delivery Hours Setup
- For Monday through Friday set delivery hours to begin 2 hours before the first appointment and to end, 2 hours after the last appointment is marked as completed.
- For Saturday and Sunday set delivery hours to begin at 10:00am and to end at the same time as weekday hours.
- Click Save Settings once updates have been completed.
NOTIFICATIONS TAB
Configure Legwork notification settings to ensure that Legwork is notifying users of important account updates.
Default Notification User - Select one user whose email address will receive notifications from the Legwork Software. the notification user email address is typically the general office email address.
- Under "Send Email notification when text received" select this option if you would like the notification user to receive an email whenever a text is received in Legwork. Please note: It is recommended to keep this box unchecked.
Conversations
- Select "Send in-app notifications for new messages" to receive a pop-up notification WHILE actively using the Legwork Software.
- Select "Send desktop notifications for new messages" to receive a Google notification when NOT actively using the Legwork Software. Please note: You may have to access the Google account settings for each Google account that has access to Legwork to allow desktop notifications. Any Google account that does not allow notifications will not display desktop notifications for new text messages.
Reports
- Select "Send biweekly marketing insights reports"
- Click the dropdown and select a Legwork user account to receive a marketing insights report every 2 weeks. Marketing Insights reports include data such as New Patients, New Referrals, Appointments met, and percentage of patients in recall.
- Select "Send biweekly web stats report"
- Click the dropdown and select a Legwork user account to receive a web stats report every 2 weeks. Please note: This can only be configured for website clients who have configured the Google Analytics property ID within Legwork Marketing Settings.
- Click Save Settings once updates have been completed.
MARKETING TAB
The Marketing tab is an indispensable tool for any practice looking to optimize its marketing metrics. It allows you to set and track goals, such as New Patients, New Referrals, Appointments Met, The percentage of patients in Recall, the percentage of total patients referred, the percentage of patients with a Mobile Number, and the Percentage of patients with an Email Address.
The marketing insights dashboard allows you to compare target goals with monthly data, helping you stay on top of your objectives. It can also help you identify areas for improvement and customize your goals for your practice’s specific needs.
Web Stats - Enter your Google Analytics Property ID to display web stats reporting data within the Legwork Dashboards tab. Please note: This can only be configured for Legwork Website clients.
Marketing Insight Goals - Enter your monthly goals for New Patients, New Referrals, Appointments Met, The percentage of patients in recall and referred as well as the percentage of patients with a mobile number or an email address. For Example, 1/100 patients are past due for hygiene would be displayed as 1% of patients in recall. Be sure to click Save Settings once all goals have been entered.
PHONE NUMBERS
Displays phone numbers currently available to use at the practice. Numbers are designated to be used for SMS and call messages. This tab should only be used to share the phone information with patients if needed for opting back into SMS messaging. To Opt back into SMS messaging the patient must type the word: START to the phone number listed. It is recommended that no changes are made to this tab to avoid breaking the texting functionality.
Please note: If your text message is billing-related, it might be flagged, filtered, or blocked. This is because our software may identify the message as spam. For more information about our software, please contact us.
SYNCER TAB
General Syncer Settings
Used to make configuration changes as they relate to the syncer. Please note: We recommended that any changes made to the syncer tab should be completed by the Legwork Practice Marketing Support team.
Sync Intervals - Sets the number of minutes between syncs. The default sync interval is 5 minutes.
Skip Appointment Codes - Used to designate appointments that should not receive automated messages. If multiple skip codes are required use commas to separate them.
Recall Codes - Used to designate appointment types should be considered hygiene and will affect recall scheduling
Do not use the syncer's built-in recall codes - Select this option if the practice only wishes to use the recall codes listed in the recall codes box.
Sync Schedule - Sets the time of day that the syncer will be active. It is recommended to keep the default times of 12 am to 12 am to allow 24-hour continuous syncing
Contact Responsible Party - Denticon clients only - check this so when a patient does not have contact information Legwork will message the responsible party instead.
Sync Treatment Plans - enabled to sync practice treatment plans and treatment procedures. Do not enable this setting without first scheduling with the Legwork support team.
Writebacks - Set the required action to take when a patient confirms an appointment through Legwork messaging or when a practice employee confirms an appointment in Legwork.
- Under "A patient confirms an appointment" click the dropdown and select the valid/confirmed status.
- Under " You confirm an appointment through Legwork" click the dropdown and select the valid/confirmed status.
- Click Save Settings once all updates have been completed.
Escalation:
If any issues are encountered during the setup process, please contact Legwork Support for assistance.
Submit a Support Ticket: https://www.planetdds.com/im-a-client/
Phone: 800-861-5098