Patient Funnel Vault

Sign in to the protected vault

Use your AWS Cognito vault account. For now, keep using test/fake patient records until we explicitly flip over to real PHI.

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Intake

New Patient Call Log

Use this form for a new call. Existing rows can be edited directly below.

Needs follow-up is the open new-patient queue. Evelis owns it by default, but anyone can help from this view.

Date Answered By Caller Name Phone Lead Source Reason for Call Call Result Appointment Date Visit Status Reason Action

Patient bible

Patient Database

Search a patient and see their complete vault journey: call source, appointments, treatment, tags, recalls, and follow-up status.

Patient Status Tags Last Call Cleaning Pending Presented Accepted Action

Choose a patient from the Patient Database to open their practice journey.

Daily lineup

Morning Production Meeting

Remaining$0
Workdays remaining0
Daily quota$0
Presentation target (3x)$0

No monthly calendar confirmed.

Today

0 patients

Patient Scheduled Treatment Opportunities Family / Referrals Presented Accepted Close Care to Share Review Action
Daily totals $0 potential $0 $0 0%

No patients on this date

Booked calls with this appointment date will appear here automatically.

Recent days

This month

Priority website intake

Emergency Requests

Respond, book, and track emergency Google Ads requests without creating duplicate patient profiles.

Needs response0
Contacting0
Booked0
First response—

After-hours requests stay at the top when the office reopens.

Appointment recovery queue

Needs Rescheduling

Patients removed from a Morning Production day because they need a new appointment. Choose a new date here without deleting their database profile.

0 patients
Patient Previous appointment New appointment date Action

Lesley queue

Treatment Pipeline Board

Follow up with patients and move unaccepted treatment forward.

0 open cases $0 pending

Dollar amounts show treatment still pending acceptance.

Referral card tracker

Care to Share

Track who is being considered, who received a card, and who redeemed it. Status changes here save directly to the patient record.

New cards expire after 30 days
Active cards0
Expiring in 7 days0
Redeemed0
Expired unused0
0 patients
Patient Source Last activity Care to Share Review Action

AWS-only dashboard

Marketing Analysis

Whole new-patient funnel from call source to scheduled visit, show, treatment presented, and treatment accepted.

Showing this month.

Marketing spend

Spend for selected period

Enter spend by source for the same period you are analyzing. Later this can be auto-filled from Google Ads / Local Services Ads.

Source Spend Calls Showed Cost / Show

Source ROI

Source ROI Summary

Source Spend Calls Booked Showed Book Rate Show Rate % of Shows Cost / Show Presented Accepted

Scheduling team

Conversion by Employee

Answered By Calls Booked Not Booked Showed Booking Rate Show Rate

Bulk mail

Mailing Lists

Build birthday, post-visit thank-you, event, or custom mailing batches while keeping address problems visible.

Birthday postcards default to active patients in the selected birthday month.

Mailing name Patient(s) Birthday Address Status Flags

Protected feedback & referrals

Patient Surveys

Create campaigns, enroll Vault patients, print individual QR materials, and manage responses and appreciation credits.

PHI stays in Survival Vault

Admin

Settings

Open a section only when you need to manage it.

Lead SourcesManage the dropdown choices used throughout the vault.›

Deleting a source only hides it going forward; old patients keep their original source.

SourceStatusCurrent recordsAction
Treatment TagsControl the treatment choices used on patient profiles and production workflows.›

Removing a tag hides it for future use. Existing patients keep historical tags until their profile is edited.

TagStatusCurrent recordsOrder / action
Users & AccessInvite users and manage who can access the vault.›
Use work emails when possible. Cognito sends the password setup email.
NameUsernameEmailVault roleStatus
Audit LogReview security and activity history.›

Secure campaign builder

New survey campaign

Each enrolled patient receives a separate unguessable link and QR code.

QuestionsChoose the answer format for each question.

Turn on Referral reporting only for questions such as “Who referred you?” Those answers appear in the campaign’s “Where patients come from” summary.

Delivery methods

Print/QR is available now. SMS and email can be configured only after the selected vendor, BAA, sender identity, and message-retention settings are approved for production.

Campaign management

Archive campaign

Patient enrollment

Add patients to campaign

Choose a saved list, match a file or pasted names, or select patients individually.

Emergency request

Book the appointment

This creates one linked New Patient Call Log record and keeps the emergency request as its audit trail.

Patient funnel detail

Patient database

Add patient

Historical import

Import NP Call Log

Copy rows from Excel/Google Sheets and paste them here, or upload a CSV/TSV export. Expected headers: Date, Answered By, Caller Name, Phone, Lead Source, Reason for Call, Appointment Scheduled, Appointment Date, Status, Showed, Notes.

No rows loaded yet.

Morning Production

Add patient to lineup

Search the patient database by name or phone. Select an existing patient, or keep the new name to create a patient profile when you add them.

No patient selected yet.

Pending Treatment

Add patient to follow-up

Search the patient database by name or phone. Select an existing patient, or keep the new name to create a patient profile when you add them.

No patient selected yet.

Morning Production

Move this patient

or

The patient stays in the Patient Database either way.

Monthly setup

Set up Morning Production

Monday, Tuesday, Wednesday, and Friday are selected automatically. Uncheck office closures or select any additional working dates.

Confirmed workdays 0
Office workdays

Morning Production import

Import patient routing slips

Upload one PDF containing the full day or select multiple one-page PDFs. Each PDF page is treated as a separate patient routing slip. The vault reads them in memory, shows exactly what will be added, and does not store the original PDF.

Choose a multi-page daily PDF or one or more single-page PDFs to build a patient-by-patient preview.

Address import

Import Dentrix Addresses

Upload a CSV/TSV exported from Dentrix. The vault will match rows to existing Patient Database records by name, using DOB to break ties when available. It will preview matched, unmatched, and ambiguous rows before saving anything.

No address rows loaded yet.

Print-ready mailing

Print Address Labels

Uses the current Mailing Lists filters and send mode in the exact displayed order.

Advanced alignment adjustment
Skipped rows and reasons
Printing instructions
  • Print on US Letter paper at “Actual Size” or “100%.”
  • Do not use Fit, Scale to Fit, or Shrink Oversized Pages.
  • Disable browser headers and footers.
  • Print a test sheet on plain paper before using label stock.
  • Confirm the correct side and orientation for the printer tray.
First sheet previewBoundaries are preview-only

Custom mailing list

Import patient names

Paste one patient per line, or upload a CSV/TXT file with a Name column. Unique matches are added to the current custom list.

No names matched yet.

Confirm saved-list update

Update this saved list?

This changes the reusable list stored in AWS. It does not change any patient record.

Choose Cancel if you only wanted to print or export the existing list.

Confirm mailing history

Mark this batch as mailed?

Do this only after the pieces were printed and handed off for mailing. The history will remain available for future duplicate prevention.

Care to Share settings

Change expiration policy?

This affects only cards moved to Card given after the change. Existing cards keep their recorded expiration.

Review before saving: this becomes the shared default for every staff member issuing new cards.