Your Schedule and Providers: A Calendar That Mirrors Your Practice Software
If you book appointments in your own scheduling software (like Dentrix), the Schedule and Providers pages let the assistant offer callers a few open times you choose -- without connecting your calendar. You post the times, the assistant offers only those, and your real schedule stays in your own software.
How it works in one minute
This is an offer sheet, not your schedule. Instead of syncing a live calendar, you post a handful of open "windows" (e.g., "Dr. Carson, Tuesday 2:00-4:00 PM, consults"). When a caller wants one of those times, the assistant reserves it and your front desk confirms it into your practice software. Because the assistant only ever offers the times you posted, keeping those windows matched to your real openings keeps every booking conflict-free.
Quick tutorial
Set up your providers (one time)
- Go to Dashboard > Providers.
- If you're the account owner, type your scheduling software's name (e.g., "Dentrix") under Your scheduling software and click Save. The Schedule page uses this name in its instructions. Leave it blank and it just says "your practice software."
- Click + Add provider and enter the provider's name (e.g., "Dr. Carson"). Role is optional.
- Choose how the assistant handles this provider:
- Books with AI -- the assistant offers this provider's posted time windows and can book them.
- Capture only -- the assistant takes requests for your front desk to book. Good for providers booked months out, like hygienists.
- Off -- the assistant neither offers nor captures for this provider.
- Optional: set a Not bookable until date if the provider is booked solid near-term. The assistant won't offer their windows before that date.
- Click Add provider. Repeat for everyone the assistant should know about.
If you have a connected calendar or EMR, adding any provider here switches the assistant to this board. It will offer only the windows you post and stop using your connected calendar for availability. Remove all providers to switch back to calendar-based booking.
Post open times
- Go to Dashboard > Schedule and pick a day with the Day picker.
- On a provider's row, click Add window.
- Set the start and end time, list the appointment types it's good for (e.g., "consult, crown"), and leave Source on Office-published.
- Click Post. The window appears as a green pill -- the assistant can now offer it to callers.
- For times that repeat every week, use Recurring weekly windows at the bottom: pick the provider, day, and times, then click Save pattern. Saving generates the next 4 weeks of openings in one go. When those run out, open the pattern and save it again to generate the next 4 weeks.
Confirm captured requests (the daily habit)
When a caller takes one of your times, the slot turns amber (held) and appears in the sticky Enter in [your software] box at the top of the Schedule page.
- Open your practice software and book the appointment there first.
- Back on the Schedule page, click Mark entered and confirm. The slot turns blue (booked) and the matching task in your Booking Queue is closed for you.
- If you can't honor a held time, click Release to put it back on offer.
No confirmation text goes to the patient when you mark a request entered -- if you want to text them, do it from the Booking Queue, where texting is always a separate, explicit step.
Fill a last-minute cancellation
- When someone cancels in your software, click Add window on that provider's row on the Schedule page.
- Enter the freed time, set Source to Freed cancellation, and click Post.
- The oldest matching patient on your short-notice list gets a text offering the time. They can reply YES to claim it or call you. A claimed slot shows up in the Enter in [your software] box like any other request.
- If no one claims it, work the Short-notice list (linked at the top of the Schedule page, with a count badge) by phone.
What each button does
Providers page
| Button / field | What it does |
|---|---|
| Your scheduling software + Save | Sets the software name shown in instructions on the Schedule page (e.g., "confirm into Dentrix"). Account owner only. |
| + Add provider | Opens the new-provider form. Name is required; everything else is optional. |
| Books with AI / Capture only / Off | Per-provider choice for how the assistant handles them: offer and book their posted windows, take requests for your front desk, or skip them entirely. |
| Not bookable until | An optional date. The assistant won't offer this provider's windows before it. |
| Edit | Change a provider's name, role, booking mode, date, or notes. |
| Remove | Asks "Remove?" with Confirm/Cancel. Takes the provider off the roster; the assistant stops offering or capturing for them. |
Schedule page
| Button / control | What it does |
|---|---|
| Day picker | Choose which day's windows you're viewing. |
| Short-notice list | Opens your waitlist of patients who want an earlier time. The badge shows how many are waiting. |
| Add window | Opens the posting form on a bookable provider's row. |
| Post | Publishes the window so the assistant can offer it. With Source set to Freed cancellation, it also texts an offer to your short-notice list. |
| Edit (pencil) on a green time | Change an open window's start, end, or appointment types. |
| Remove (x) on a green time | Removes an open window after a confirmation. The assistant stops offering it. This can't be undone. |
| Mark entered | Confirms a held request is booked in your practice software. Books the slot here and closes the matching Booking Queue task. Sends no text. |
| Release | Puts a held time back on offer. |
| Save pattern | Saves a recurring weekly window and generates the next 4 weeks of openings. |
| Manage providers | Jumps to the Providers page. |
What the colors mean
| Color | Status | Meaning |
|---|---|---|
| Green | Open | The assistant can offer this time. You can edit or remove it. |
| Amber | Held | A patient asked for this time. It's reserved while your front desk confirms it. |
| Blue | Booked | Confirmed -- entered in your practice software. |
| Gray (crossed out) | Expired | The time passed without being used. |
Good to know
- The assistant only offers times you have posted. It never invents availability. Keep your posted windows in step with your practice software -- remove or edit a window as soon as that slot fills elsewhere -- and every booking arrives conflict-free.
- No text reaches a patient without a deliberate action. Marking a request entered sends nothing. The only text the Schedule page triggers is the short-notice offer when you post a Freed cancellation window -- and that offer goes out the moment you click Post, so double-check the time before posting.
- Patients who opted out of texting are never texted. Short-notice offers skip them automatically.
- Only green (open) times can be edited or removed. Held and booked times are protected so a slot can't change underneath a patient.
- It's fine for the board to look sparse. This is an offer sheet, not your schedule. Post only the times you actually want the assistant to fill.
- All times display in your practice's local time zone -- it's noted at the bottom of the Schedule page.
- The Schedule page stays empty until you add providers. It will point you to the Providers page to get started.
Common Questions
Do I have to copy my whole schedule into OzyOps? No. Your real schedule stays in your own software. Post just the handful of open times you want filled.
A caller is holding a time we can no longer honor. What do I do? Click Release on that entry in the Enter in [your software] box, then have your front desk call the patient back with another time.
Why doesn't a provider's row have an Add window button? That provider is set to Capture only. Requests for them are captured for your front desk instead of being offered live times.
Who can change the scheduling-software name? Only the account owner. Owners and managers can manage providers and windows; team members with view-only access can look but not change anything.