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Practice Admin

Keep your appointment book busy & share your best practices on charting, recalls, patient communication & more

  • 44 Conversations
  • 152 Replies
44 Conversations
H
Enthusiast
HoltdamiraEnthusiast
posted in Practice Admin
Suggested Edit

Good morning, Please can you advise/ work on a possible edit where you can create Zones from the Diary/Calendar. This was a very useful function in SOE for quick changes in the diary.   

351
Saymon
Community Manager
BCDC2023
Savvy Contributor
BCDC2023Savvy Contributor
posted in Practice Admin
Closing of Dentally support tickets far too early / quickly and not being able to reopen tickets

Most support tickets with any web site provider / SAAS (software as a service), automatically close tickets if they are not responded to, after about 10 days or so with automated emails to back it up.  There always seems to be a rush at Dentally to close a ticket if its not responded to within a day.  I get that you probably have lots of open tickets where practices are either not engaged with the support staff or replying but probably because they are running a practice or dealing with patients but its very frustrating when tickets are closed far too quickly. The matter is made worse by the fact that when a ticket is closed, there is no way to reopen the existing ticket and continuing the conversation by adding more updates or attaching screenshots which we might not have been able to do before. Surely it would be better for everyone if an existing ticket could be reopened on the chat rather than starting a new one and all the hassle associated with cross referencing different tickets

493
Daniel Kirby
Dentally Team
L
Enthusiast
Laura BEnthusiast
posted in Practice Admin
Short notice automation

Tell me this is happening sometime soon!White space everywhere and where to start!If anything why can we add to the waiting list while booking that individual appointment, rather than having to open patient record, appointments and the adding, so time consuming!

414
RegentStreet85
Dentally Product Panel Member
K
Enthusiast
Kirstie TEnthusiast
asked in Practice Admin
Consent Forms

Hi, We are trying to figure out the most streamline way of patients signing consent forms digitally on our iPads. It would be great if there was a ‘consent tab’ available on the dentally templates, so they can sign consent just like they would sign an estimate. Can anyone shed some light on what you currently do with this. Thanking you in advance :-)

18412
S
Enthusiast
Saymon
Community Manager
SaymonCommunity Manager
posted in Practice Admin
Poll: Let’s chat about your recall challenges! 📝

Hey Dentally Community! 👋 We know recalls can be a bit of a headache sometimes, so we want to hear from you. What’s tripping you up the most, and what nifty tricks have you discovered to get your patients in the door? Drop your vote and any extra tips or stories in the comments. If you want more info, check out our Help Centre and revisit our recalls tips post for some extra inspiration. Thanks for sharing your experience!

20011
Jordan
Newcomer
BCDC2023
Savvy Contributor
BCDC2023Savvy Contributor
asked in Practice Admin
Design suggestion - Colour code "kind of correspondance" items

 It would be extremely useful to be able to colour code the different “kinds of correspondance” as it makes it immediately obvious without having to change the filter what is what.  Example: If we attach an incoming referral from the hospital or another dental practice, it would be nice to just scroll down to the latest e.g. red colour knowing that it is a referral, it saves time and navigating would be immedate with less clicks here and there.  Seconds matter when we’re moving around the system It would be useful if we can FORCE a clinician to look at an important “kind of correspondance” when the patient next comes for an exam.  Example: An important referral from the hospital has been added to the correspondance.  Rather than having to create yellow sticky notes etc, if we want to make sure that the dentist sees and does not miss the referral during the next “exam” appointment, it would be nice to add a feature to “upload new document” screen or any of the “kind of correspondance” s

627
K
Enthusiast
D
Enthusiast
DJmumEnthusiast
asked in Practice Admin
Design suggestion - Take payment button

Hello. As the years are going by, the list of paid invoices on patients notes is getting longer and longer, meaning the location of the “Take Payment” button is moving further and further down the page.My suggestion would be to move it to the top, near/next to the “New Invoice/Statement of Account/Bad Debtor” area.I have mentioned this to my superiors in the past who have told me they have submitted it to Dentally but no changes as yet.

693
Annabel
Dentally Product Panel Member
RegentStreet85
Dentally Product Panel Member
RegentStreet85Dentally Product Panel Member
asked in Practice Admin
Failed to Attend Charges

Hello, I have just been in a meeting regarding FTA Fees and deposits. We are in 2 minds what to do….Charge a deposit to pts who pay for treatment - the only downside to this, if the pt has an outstaanding amount from a previous course of treatment, Dentally automatically allocates the payment to that treatment, which will cause problems further down the line.  Start taking a charge for missed appointments through charitng a “Missed Appt Fee” which will show on pt notes. The only slight drawback to that is that if a pt doesnt ever come back we wont get the money. Is there a way to automatically take a payment through something like GoCardless. Obvisouly none of the above can be used on Denplan Care pts as they pay monthly but for Essentials pt and PFPI then it will work. I just wondered what other practices do to reduce FTA’s Tom 

814
Annabel
Dentally Product Panel Member
R
Enthusiast
RobertEnthusiast
asked in Practice Admin
Letter Signatures

Is there any way to add a digital signature to a letter composed for a patient?

241
Saymon
Community Manager
G
Enthusiast
GGKTHNXEnthusiast
asked in Practice Admin
Have SMS link for patients to fill in patient details like MH link

A feature to incorporate would be to be able to send a patient a link to fill out their personal details and information prior to the appt. At the moment they can only fill out medical history, but I think it would be very efficient for workflow if reception when booking an appointment gather the name and phone number to sms or email a link for patients to fill out the remainder of their information. Which can then be reviewed by staff and confirmed

291
Saymon
Community Manager
R
Enthusiast
Rothwell_DentalEnthusiast
asked in Practice Admin
Practitioners report

Hi would anyone know how to help me with a query?So we had a patient who was treated and paid in full, assigned to correct practitioner and site, the payment is showing up in the takings report but not in the practitioner’s report. I have used all filters correctly to no avail. I would appreciate anyone’s help with this!

341
Saymon
Community Manager
M
Enthusiast
MC MaryanneEnthusiast
asked in Practice Admin
Is there a work-around for Chinese character support in Letters and Estimates

I’m advised that Dentally does not currently support Chinese characters in Letters and Estimates.I can paste in my Chinese characters. I can hit save. But if I press Preview, it becomes a mess.Has anybody found a work-around for this? I’d love to have our Chinese templates loaded and able to be used :)  

941
Saymon
Community Manager
K
Enthusiast
Kirsty_the_receptionistEnthusiast
posted in Practice Admin
Development suggestion - Create templates for log a call in correspondence tab

We use the log a call drop down in the correspondence tab for about half of phone conversations that we have with patients. For example if a patient is phoning up because they are in pain or have lost a filling we have a list of questions that we ask to be able to triage them. It would be really useful to be able to pull across a template for this type of conversation to save us typing it up every time.

351
Saymon
Community Manager
Lesley Morgan-Barlow
Dentally Product Panel Member
Lesley Morgan-BarlowDentally Product Panel Member
posted in Practice Admin
Dentally Bot

Has anyone else had an issue with the Bot closing a conversation with one of the help desk team without the person actually answering the question or is it just me?

201
Daniel Kirby
Dentally Team
A
Dentally Ambassador Gold
Anne-Maree SideridesDentally Ambassador Gold
asked in Practice Admin
Updating the Lab work icons

Hi team,I was really glad to see the Lab work icons introduced - it really helps our team track at a glance where our jobs are at, and be on the front foot to manage this in advance of clients coming in.However, we offer Invisalign and many patients have short 15minute appointments booked in to change over their aligners.The problem here is, Lab work icons only show on appointments say 30min long - the icon is showing underneath the pending/confirmed/seated/complete icon.So therefore, we cannot glance at our diary and check lab jobs ie Invisalign retainers for many of our patients with shorter appointments.Can we have a fix for this?

653
K
Enthusiast
K
Enthusiast
Kirsty_the_receptionistEnthusiast
posted in Practice Admin
Development Suggestion - Data tag for all future appointments

We often have patients booking in for a series of appointments such a dentures which are 5-6 appointments in our diary and they ask for a list of appointments. We then have to type them all separately. A data tag for all future appointments would save so much time. 

331
Hansa Rastogi
Dentally Team
R
Enthusiast
Rothwell_DentalEnthusiast
posted in Practice Admin
Practioners reports

A patients invoice is showing up on takings report but not under the individual practitioners report. Any ideas on how to rectify this? 

615
Saymon
Community Manager
R
Enthusiast
Rothwell_DentalEnthusiast
asked in Practice Admin
PRSI report for practioner

Good Afternoon, Would anyone know how to get the PRSI report for practioners. I have gone into reports and used all filters but the report keeps coming up blank. I need it to cross reference list of patients who were charged PRSI. Thanks 

221
Saymon
Community Manager
C
Enthusiast
clairemEnthusiast
asked in Practice Admin
Children linked to their parents account

I’ve recently come across a couple of children who’s accounts are “linked” to the account of a parent, but I can’t find a way to “unlink” them. I’ve tried changing the name on the patient screen but when I try to save the chnage it reverts back to the parent.I can see why some practices might like this feature, but I don’t. It’s too confusing for an inexperienced Receptionist as it shows both patients’ charges and payments on both accounts.Can anyone explain how to “unlink” these please?

643
Saymon
Community Manager
BCDC2023
Savvy Contributor
BCDC2023Savvy Contributor
asked in Practice Admin
Is it possible to reserve a deposit payment for a particular future treatment plan?

We take deposits for various treatments to occur in the future.  The payment will go as unallocated or unexplained.   How can we prevent a £100 deposit for e.g. EMS Airflow hygiene being deducted because an associate has charged something else e.g. Band 1 NHS £26.50 to the account thereby reducing the deposit to £73.20 and reception staff being none the wiser because they let the patient go as there is no longer a negative £-26.50 balance showing.We have had many many instances where we cannot “reserve” and lock a deposit on the account for the actual treatment it was meant for, rather than it being deducted against something else the patient has done.  Patient then complains in future saying “I already paid £150 for my airflow hygiene” when they know full well that we didn’t charge them for their other treatments e.g. Band 1 NHS because it has netted off.

654
BCDC2023
Savvy Contributor
Lesley Morgan-Barlow
Dentally Product Panel Member
Lesley Morgan-BarlowDentally Product Panel Member
asked in Practice Admin
Training

Where does everyon source Dentally training for New Team Members? Does the Academy still exist?

54514
Robin Kelly
Dentally Team
Lesley Morgan-Barlow
Dentally Product Panel Member
Lesley Morgan-BarlowDentally Product Panel Member
asked in Practice Admin
Unallocated Payments

Does anyone know if there is an unallocated payments report?

1495
A
Dentally Ambassador Gold
3
Enthusiast
360 Dental CareEnthusiast
asked in Practice Admin
Change colour of Status within Booked appointments

Can the development team look at changing the colour of the Completed and Confirmed drop downs in the Appointments Tab under Status. As both of these drop downs are slightly different shades of green, it's hard to differentiate when glancing at the appointments tab. Thank you 

291
Saymon
Community Manager
S
Enthusiast
SleapyEnthusiast
asked in Practice Admin
Appointment Reminders

Hi Is there a way that our patients with only a home telephone number can receive a text reminder for their appointment(s). Kind regardsSarah SleapChalkwell Dental Practice

601
Saymon
Community Manager
S
Enthusiast
Small but knowing ClownEnthusiast
asked in Practice Admin
Editing Day Lists

I was wondering if there was an option to show the treating dentist when printing a daylist? Our hygienists charge the dentist a fee for seeing their Denplan patients and it would just be quicker if this was written on the daylist instead of checking each patient individually as they keep forgetting and then come pay day, it is my job to go through the entire month and check for them 🙃

632
David Rutherford
Dentally Team
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