How Do I Use The Flex Communicator?

The Flex Communicator streamlines two-way messaging with patients and supports real-time collaboration among team members. When integrated with Mango↗️or RingCentral, it also enables enhanced features like Caller ID through Call Pop.

This guide explains how to log in and send messages through the Flex Communicator. To begin, ensure you have installed↗️ and configured↗️ the Flex Communicator program.

Log In to the Flex Communicator

1. From the dropdown menu, select your username.
2. Enter your Flex password.
   • For guidance, view these resources: How Do I Login to Flex?↗️ and How Do I Change a User’s Password?↗️
3. Click Log In.
   • ⚠️Note: If users are not visible in the dropdown menu, it is possible your server information has changed. Contact Flex Support for assistance updating Communicator Server Settings.

 

Using the Flex Communicator

The Flex Communicator supports two-way patient texting and intraoffice messaging. This section explains how to send each type of message and how to use alerts in your practice.

Send a Text Message to a Patient:

1.  

   1. In your Communicator toolbar, click the Text icon.                                                                                                             

   2. Within an existing thread enter any mobile number into the phone number field or to locate a patient from Open Dental select the search icon. 

   3. Use a template or type your message in the message field.

   4. Click the Send icon.
       

💡Pro Tip: Save time and use a template. To access your custom message templates click the small chat icon with the message box.

 

Send a Message to a Team Member:

1.  

   1. In your Communicator toolbar, click the Messenger icon.                                                                                                    

   2. Select a Channel, Group Chat, or from the Direct Message menu—a member of your team.

   3. Enter your message in the field. 

   4. Click Send.

 

Send an Intraoffice Message with an Alert:

Use alerts to send high-visibility messages to team members—with optional sound and color-coded indicators.

1.  

   1. Within Messenger select a Channel, Group Chat, or a team member’s name.

   2. Click the Alerts (bell) icon.                                                                                                                                                          

   3. Type a message or select an alert template. 

   4. Click Send.

🔔Notes:

•  

  • Messages sent using the Alerts icon will always include both a sound and a visual notification.

  • Messages sent outside of the bell icon when the Communicator app is open will only display visually. This allows your team to reduce unnecessary noise in the practice.

  • If your Communicator app is minimized the sound alert will help notify you of a new message. If your window is open messages will be only visual.

  • Alert templates are created in Settings—for a complete guide, view this resource: How to Setup the Flex Communicator↗️

💡Pro Tips:

•  
  • View channel details and manage users within a group using the Channel Info icon in the top right. Here you can leave a chat if needed.                                                                                        
  • To delete a group chat or channel, all users must 'leave chat'.
  • If you've scrolled through your chat and need to get to the bottom of the thread, click the down arrow icon in the bottom right.                                                                                                                                                                                      

 

Viewing New Messages:

•  

  • New message notifications appear as a pop-up in the bottom right corner of your workstation. Patient text notifications can also be included in your Open Dental Alerts↗️.

  • A number associated with your unread patient messages will display in your taskbar on the Flex Communicator icon and on the Communicator menu.                                                                              

  • Messages are saved in each inbox within the Communicator. Patient texts are also stored in the Open Dental Commlog.

  • Unread messages from your patients display at the top of your thread list along with any pinned messages.

  • Unread Team chats display a number next to the thread in the inbox.

  • Click a message to view and reply directly.

  • To pin a message to the top of your thread list, click the star icon in the top right.

    • ✅Note: Pinned and Unread messages are ordered by time of receipt.

 

Caller Notifications (Optional):

If your office uses a phone integration service such as Mango↗️ or RingCentral, incoming call notifications can appear via the Flex Communicator. Ensure the integration has been configured. Contact Support if you need help enabling his feature.

Incoming call notifications contain this information:

• Patient Info:
  • Birthday
  • Phone Number
  • Email
• Appointment Information:
  • Preferred Name
  • Last and Next Appointment Dates
  • How many cancellations they have had
  • Their Recall Type
• Account Information:
  • Current Balance
  • Remaining Insurance
  • Insurance Company
  • Insurance Renewal Date

The Flex Communicator helps your team stay connected and responsive throughout the day. Whether messaging patients or sending team alerts, it supports real-time communication and reduces interruptions to your workflow. Be sure to configure workstation settings to match each team member’s role and responsibilities.

 

Looking for more?

Check out these resources to learn more about using the Flex Communicator:

➡️How to Download the Flex Communicator

➡️How to Setup the Flex Communicator

➡️How To Text Patients Using Flex

You are all set!

If you found this information helpful, please like and/or comment below!

If you have questions, please contact Flex Support.

Thank you!