You Should Know: YAPI
by Thomas Giacobbi, DDS, FAGD, Editorial Director, Dentaltown Magazine
According to Dr. Gina Dorfman, founder of YAPI, there are
three key elements to having a productive, stress-free day in
a dental practice: good team communication, team engagement
and preparedness. YAPI is a practice management software
that speaks to all three. We spoke with Dorfman, a 2000
USC Dental School graduate, to learn more.
You created YAPI to allow dentists to do more dentistry
with the same resources and less stress. Can
you tell us more about this?
Dorfman: YAPI is a fully integrated and intuitive application
that empowers dental teams with real-time actionable practice
intelligence delivered through an easy-to-understand visual
display. YAPI is the only application of its kind that integrates
seamlessly with most dental practice management software. YAPI automatically pulls specific relevant information from the
practice management software, combines it with real-time data
and delivers actionable content to everyone on the dental team
at a glance. Armed with timely, accurate information, clinical
and administrative team members are able to take charge of
today, review what happened yesterday and plan for tomorrow.
YAPI is organized around a fully customizable Virtual
Dashboard that offers a bird’s eye view of the office and
improves the flow of information throughout the practice. At a
glance, everyone on a dental team knows a patient’s status and
priority levels: who is ready to be seated; who is filling out
paperwork; who came late; who has been waiting a long time to
be seated; who needs a hygiene check; and who is running
behind schedule. This real-time information enables dental
teams to optimize workflow, resolve bottlenecks and handle lastminute
changes in the schedule.
The Virtual Dashboard automatically sends real-time,
actionable alerts that make everyone on the team aware of any
potential issues and help teams make fast, reliable decisions,
maximize each patient’s visit and handle the unexpected. For
example, YAPI automatically reminds team members to collect
past due balances, schedule past due hygiene appointments and
update medical histories.
YAPI also helps teams prepare for the day ahead and maximize
opportunities that each day presents with minimum time
investment. Now, in only a few seconds, Virtual Huddle delivers
valuable information at their fingertips. Virtual Huddle is
dynamic as it’s able to show last-minute changes without delays.
Because Virtual Huddle is interactive, team members can add
additional comments or reminders that they wish to share with
their teammates at any time.
How did the idea to start YAPI come about?
Dorfman: YAPI was born out of frustration. I have always
been interested in finding simple solutions to solving everyday
challenges and I am a big fan of automation. I’ve been using a
very powerful practice management software in my practice since
we started, but felt that there were better and easier ways of doing
certain things. I’ve also looked at third-party software but all had
one major disadvantage – none were integrated well with my core
software to deliver the results I was looking for.
One day I was venting to my father, a software engineer
with 30 years of experience in designing business software. He
said, “All right, if you were to design a software, what would it
look like? How would it work? Who would use it?” At first, I
struggled to answer. He pressed on with a lot of “What is the
point?” and “What would you do with that information?”
questions. We started to think about the possibilities. A few
weeks later he called me, “Are you at your computer? Can you
look at something?” What I saw made my jaw drop – I was
looking at the prototype of YAPI which stands for “Your
Actionable Practice Interface.”
How many people are working with you on this
Dorfman: We are a small family-run company. Being small
allows us to make quick decisions and accomplish our goals
efficiently. Our greatest strength, however, comes from collaboration
with our end users – many of whom are Townies. As a
group, Townies are thirsty for information, innovation and
improvement. YAPI has evolved exponentially over the past
few years due to the feedback and ideas offered to us by our
users. It’s not unusual for us to get an idea for a feature from
one of our users and pounce on it, rolling out a new update
What drives your passion for improving patient flow
and productivity for dentists?
Dorfman: I think that every dentist would love to have
more productive days that flow well. The consistent keys to having
those days are good people and good systems. You’ve probably
heard the saying that good systems enable good people. I’ve
always believed in hiring the best people for my practice.
Creating good systems, however, was always hard work.
Systems have to be simple enough for everyone to embrace
and follow and they have to be easily reproducible. Most importantly,
every member of a dental team has to have the right
information and feel empowered to act on this information to
accomplish the goals of the practice. Through my participation
on Dentaltown.com, I’ve learned that many doctors struggled
with this aspect of practice management. When we created
YAPI, we set out to create a set of tools that created structure
and empowered good dental teams to perform more efficiently.
To schedule a free YAPI demo or for more information,