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Practice Admin

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

  • 33 Conversations
  • 110 Replies
33 Conversations
Saymon
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!

1568
P
Enthusiast
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?

141
Daniel Kirby
Dentally Staff
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?

573
K
Newcomer
K
Newcomer
Kirsty_the_receptionistNewcomer
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. 

161
Hansa Rastogi
Dentally Staff
K
Newcomer
Kirsty_the_receptionistNewcomer
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.

120
K
Newcomer
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? 

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Saymon
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 

181
Saymon
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?

593
Saymon
BCDC2023
Enthusiast
BCDC2023Enthusiast
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.

594
BCDC2023
Enthusiast
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?

27014
Robin Kelly
Dentally Staff
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?

1075
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 

251
Saymon
S
Newcomer
SleapyNewcomer
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

581
Saymon
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 🙃

602
David Rutherford
Dentally Staff
Lesley Morgan-Barlow
Dentally Product Panel Member
Lesley Morgan-BarlowDentally Product Panel Member
asked in Practice Admin
Adding a family member

Are the team @Dentally aware that when you add a family member from the patients record, it automatically pulls through information from the family record to the new member, this includes: Payment Plan Dentist Hygienist  Recall Dates Email addressThis is far from  ideal :-(

657
Saymon
Lesley Morgan-Barlow
Dentally Product Panel Member
Lesley Morgan-BarlowDentally Product Panel Member
posted in Practice Admin
Patient Record - New Form

Is anyone else having issues with error messages popping up for missing essential information? This appears to be because the Mobile Tel is an essential field but surprisingly not all patients have mobile numbers. One of my team has also reported the same issue when entering Emergency Contacts via the portal, it doesn’t like landline numbers? 

281
RegentStreet85
Dentally Product Panel Member
T
Newcomer
The Nutritional DentistNewcomer
posted in Practice Admin
Can't access diary

Hi!My diary is not showing.Can you help please?THanks.Ana

371
Saymon
Lesley Morgan-Barlow
Dentally Product Panel Member
Lesley Morgan-BarlowDentally Product Panel Member
posted in Practice Admin
Lab Work Feature in The Diary - Who's Using it?

Hi everyone,Is anyone else using the new Lab Work feature in the diary? I believe it’s still in beta testing, but I introduced it to my team today, and they absolutely love it! It’s such a handy addition to streamline lab case tracking and ensure nothing slips through the cracks.As an aside, @Saymon, can I put in a request for a similar prompt for Consent Forms that may still need signing? It would be incredibly helpful to have this feature available on the Visits screen too!Looking forward to hearing how others are finding the Lab Work feature!

1978
Saymon
Lesley Morgan-Barlow
Dentally Product Panel Member
Lesley Morgan-BarlowDentally Product Panel Member
asked in Practice Admin
Tasks

Is it possible to assign tasks to multiple people rather than setting sub tasks?

512
Lesley Morgan-Barlow
Dentally Product Panel Member
A
Enthusiast
AbhishekEnthusiast
asked in Practice Admin
Email scheduling

We often send  feedback requests/ aftercare instructions/ tx plas to patients post appointment but prefer to not bombard them with estimates/invoices emails all at the once. Is there an option to schedule emails so they can be sent at more strategic times of the day when patients are likely to respond ? Bit like the gmail boomergang?  

321
Saymon
Lesley Morgan-Barlow
Dentally Product Panel Member
Lesley Morgan-BarlowDentally Product Panel Member
asked in Practice Admin
Treatment Plan Labels

Hi everyone, we’re looking to label treatments on our treatment plans more effectively to differentiate between those that require immediate attention and those that are part of a second phase of care or proactive/preventative treatment. While we can rename the appointment numbers on the plan, the titles don’t seem to reflect these changes when the plan is printed. Does anyone know a workaround or a way to customise the printed plan to show these distinctions clearly?

460
Lesley Morgan-Barlow
Dentally Product Panel Member
A
Enthusiast
Ali AfzalEnthusiast
asked in Practice Admin
Patient Recall bugs

Hi, has anyone noticed if Dentally is accurately selecting the correct patients for the recall list? I'm experiencing issues at two sites, and Dentally support has identified a bug that's costing us, especially since we've enabled some automations for recalls and patient communication. 

281
David Rutherford
Dentally Staff
S
Enthusiast
Small but knowing ClownEnthusiast
asked in Practice Admin
Managing patient debts

Does anyone have any advice on how to easily keep on top of patient debts? In my practice it is me who is in charge of collecting any overdue charges from patients. I like to do this once a month but I am yet to find a simple way to keep track of this. Is there a way to bulk send letters to patients? And is there a way to show to patient what it is they owe for without doing it manually. I work in a large practice with around 22,500 patients so an automated bulk system is what I am after. I have attached photos of what I was used to with our previous computer software. 

361
A
Dentally Staff
Saymon
SaymonCommunity Manager
asked in Practice Admin
How do you ensure your practice is mastering consent forms and estimates? 🤔

Hey everyone! We know managing consent forms and estimates can sometimes feel like a bit of a chore, but we all know how important it is to get right. It’s not just about ticking boxes—it’s about making sure your patients feel informed, understood, and confident in their treatment. 💬 Here are a few helpful things you can try: • Go Digital: Are you using digital consent forms and estimates? They’re super efficient, reduce errors, and make it easier to track everything in one place.• Save Time with Cloud Storage: Digital forms are saved directly to the cloud, meaning they’re always accessible from the patient’s record. No more spending hours scanning and filing paperwork!• Make It Convenient for Patients: With digital forms, patients can sign electronically via the Portal or the Concierge app, making the process smoother for everyone. What’s been working for you when it comes to consent forms and estimates? Any challenges with Dentally or tips you want to share? We’d love to hear your t

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Saymon
B
Enthusiast
BethanLewisEnthusiast
asked in Practice Admin
estimates?

Hi all, HNY. If a patient hasn’t got an email address and you have to print a copy of the estimate for them, then is there a record anywhere that this has been printed? i am doing an audit and we need to assess and it doesn’t seem to keep a digital record of a print out, only that the emailed estimate has been sent? help!  

271
Saymon
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