Settings

Settings is where you set up your practice and teach Elva how your office runs. The settings are grouped into three areas in the left menu: Practice Management, Appointment & Booking, and AI Brain. This article walks through each page.

Practice Management

General Info

Settings ▸ General Info holds your practice’s basics: Name, Tagline, address, phone, email, website, time zone, and your Weekly goal and Monthly goal. It’s also where you set your Regular hours for each day, turn on Vacation mode for a clinic-wide closure, and list Holiday closures.

How to set your hours

1. Go to Settings ▸ General Info.
2. Under Regular hours, switch each day open or closed and set its opening and closing times.
3. Save your changes.

Providers

Settings ▸ Providers is where you add each dentist and hygienist. For each provider you set their name and credentials, a display name and initials, a color (used across the Calendar and Bird Eye View), their role, whether they’re available for online booking, a monthly target, and their weekly schedule.

How to add or edit a provider

1. Go to Settings ▸ Providers.
2. Select a provider to edit, or add a new one.
3. Set their color, role, schedule, and online-booking availability.
4. Save your changes.

Operatories

Settings ▸ Operatories lists your treatment rooms (“chairs”). Each operatory has a short name, a display name, a color, and one or more types that describe what it’s used for: Hygiene, Restorative, Surgical, Orthodontic, or Pediatrics.

How to add an operatory

1. Go to Settings ▸ Operatories.
2. Add a room, give it a short and display name, pick a color, and choose its types.
3. Save your changes.

Insurance & Network

Settings ▸ Insurance & Network records the carriers you accept and which providers are in-network with each. For each carrier you set its name, its plan types (such as PPO, Premier, DHMO, or Medicaid), and notes.

How to record an accepted carrier

1. Go to Settings ▸ Insurance & Network.
2. Add a carrier and select its plan types.
3. Mark which providers are in-network with that carrier.
4. Save your changes.

Recall Brand & Voice

Settings ▸ Recall Brand & Voice sets how Elva sounds when she reaches out to patients. Pick your brand colors, choose a tone — Warm & personal, Professional & clean, or Friendly & casual — set the reading level (Simple, Plain (default), or Polished), choose an SMS sign-off (Short, Medium, or None), and decide whether to allow emoji. You can also give Elva example phrases to emulate and words to avoid.

How to set Elva’s voice

1. Go to Settings ▸ Recall Brand & Voice.
2. Choose a tone, reading level, and sign-off.
3. Add any example phrases or words to avoid.
4. Save your changes.

Appointment & Booking

Appointment Reasons

Settings ▸ Appointment Reasons defines your visit types — what a patient can be booked for. Each reason has a code, a name, a category, a duration and buffer, a color, the providers and operatories it can be booked into, and whether it’s bookable online. You can also write a patient-facing description.

Categories include Diagnostic & Exam, Emergency, Hygiene & Preventive, Restorative, Endodontic, Periodontic, Surgical, and Orthodontic.

How to add an appointment reason

1. Go to Settings ▸ Appointment Reasons.
2. Add a reason with its name, category, duration, and color.
3. Choose which providers and operatories can perform it, and whether it can be booked online.
4. Save your changes.

Opportunity Window

Settings ▸ Opportunity Window sets what your team should check and offer at the two key moments of a visit: the Walk-In window (check-in) and the Walk-Out window (checkout). You can turn on checks for an Outstanding balance, Insurance gaps, or Unsigned consents at check-in, and prompts for Same-day collections, Post-op instructions, or a Review request at checkout. You can also set up follow-up automations and assign each to an owner.

How to set up a window

1. Go to Settings ▸ Opportunity Window.
2. Turn on the checks and prompts you want for the Walk-In and Walk-Out windows.
3. Add any custom instructions in the prompt boxes.
4. Save your changes.

Calendar Insights

Settings ▸ Calendar Insights lets you choose which insights appear on your Calendar. Switch between Daily, Weekly, and Monthly views, and turn individual insights on or off within categories such as revenue and schedule optimization, patient retention and growth, clinical risk and operations, and the revenue cycle.

How to choose your insights

1. Go to Settings ▸ Calendar Insights.
2. Choose Daily, Weekly, or Monthly.
3. Toggle each insight on or off.
4. Save your changes.

AI Brain

Clinic Playbook

Settings ▸ Clinic Playbook is where you write your office rules in plain English so Elva books and answers the way you want. Rules are organized into categories: Practice Identity & Voice, Scheduling & Bookings, Patient Communication, Financial & Insurance, and Clinical Protocols. A rule is a single instruction, such as “Don’t book Dr. Lin past 4pm” or “For new patients, verify insurance before booking the first appointment.”

How to add a rule

1. Go to Settings ▸ Clinic Playbook.
2. Choose the category that fits your rule.
3. Write the rule in plain English and turn it on.
4. Save your changes.

Priority & Fatigue

Settings ▸ Priority & Fatigue controls how Elva decides what to do first and how often she reaches out. You can reorder Elva’s priorities — for example Clinical safety (always first), Appointment confirmation, Outstanding balance, Treatment plan follow-up, Hygiene & exam recalls, Information collection, Patient reactivation, and Engagement. A fatigue sensitivity slider sets how careful Elva is about not over-messaging patients, and Safe Mode settings let you set thresholds that pause Elva automatically if something looks off.

How to tune priorities and fatigue

1. Go to Settings ▸ Priority & Fatigue.
2. Drag the priorities into the order that fits your practice.
3. Set the fatigue sensitivity to balance reach against patient comfort.
4. Save your changes.