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Practice Admin

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

  • 24 Conversations
  • 79 Replies
24 Conversations
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

71
Saymon
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!

50
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 🙃

322
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 :-(

407
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? 

221
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

281
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!

1658
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?

352
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?  

241
Saymon
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?

6112
Robin Kelly
Dentally Staff
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?

320
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. 

191
David Rutherford
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?

543
Lesley Morgan-Barlow
Dentally Product Panel Member
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. 

281
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

38915
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!  

231
Saymon
Lesley Morgan-Barlow
Dentally Product Panel Member
Lesley Morgan-BarlowDentally Product Panel Member
asked in Practice Admin
Calendar View

Hi everyone, this is probably a really simple question, but does anyone know if there’s a way to permanently change the default appearance on the calendar? Ours is currently set to 'Payment Plan,' which was fine when we had an NHS contract, but I’d now prefer everyone’s default to be set to 'Appointment Type.' This would make it easier to instantly see treatment appointments and ensure they’re booked into the correct zones. At the moment, everyone seems to have theirs set up differently and manually changes it, which can lead to inconsistency. Is there a way to make this change across the board for the whole team

555
Paul Mellett
Dentally Staff
RegentStreet85
Dentally Product Panel Member
RegentStreet85Dentally Product Panel Member
asked in Practice Admin
Automated Short Notice List

Hi all, One thing (and most likely the only thing) we miss from SOE Exact is the automated short notice list. We get so much whitespace over weekends and Bank Holidays as pts cancel their appts via sms or the portal. Before Dentally our system automatically filled the gap with someone on the list, now we have to keep a huge list using Microsoft Lists of all the pts wanting a short notice appt and manually call them. For a 10 surgery practice this takes up so much time for my reception teams to be checking the list if they see a gap, it would be so much easier if Dentally did it for us. I spoke to someone at a Elevate a while ago who “assured” me and my colleague that it was in the pipeline but that was nearly 2 years ago. I wondered what other people are doing and if Dentally have any plans to prioritise this over other smaller “non essential” updates they are applying. 😁Dont get me wrong, Dentally is the best investment we made as I can work from anywhere, as Operations Manager, that

863
Saymon
H
Savvy Contributor
Harry LeakSavvy Contributor
asked in Practice Admin
Summary of Recall & S&P appointments and dates

It would be good to have an easier way to see a summary/list of recall/hygiene appointments on the appointment tab rather than seeing them all mixed in with all appointments - reason being, to work out quickly if they have had X per year and in particular if they have a payment plan where they are entitled to x amount per year on the plan.

311
Saymon
D
Enthusiast
DR PEnthusiast
asked in Practice Admin
therapist claims

How d we split a claim so that we can allocate separate udas to therapist and dentist.what report do we run at end of month to work out the applocation?

793
Saymon
Saymon
SaymonCommunity Manager
posted in Practice Admin
Streamlining practitioner pay calculations with Dentally

Practice managers, owners, and financial admins, we’d love to hear your thoughts!How do you currently calculate practitioner pay in your practice, and what challenges do you face in this process?Share your insights on how Dentally could help make this task more efficient and hassle-free 💡

982
H
Savvy Contributor
Hebe Neate-Clegg
Dentally Staff
Hebe Neate-CleggDentally Staff
posted in Practice Admin
Are you ready for the festive period?

Hey Dentally Community! The end of the year is fast approaching, and it’s likely that you and your team might be taking time off to celebrate the festivities.There are a few tasks we recommend ticking off your to-do list, to keep your practice running smoothly this festive season.Here’s your guide to end-of-year housekeeping 👇Provide accurate festive opening hours - Make sure any variations to your opening hours are reflected wherever you display them in your practice and online (eg on your website and your Google Business profile). Ensure your calendar availability is up-to-date - Make sure your practitioners’ availability is aligned with time off or varying opening hours – so appointments are only booked when someone is actually available!💡 Top tip: You can use schedules, calendar override and opening hours in Dentally to easily reflect individual or practice-wide time off.Update your practice voicemail – Mention your festive opening hours, and direct patients to recall booking lin

2743
Robin Kelly
Dentally Staff
Annabel
Dentally Product Panel Member
AnnabelDentally Product Panel Member
posted in Practice Admin
Filter in Appointments tab and Accounts tab

Hello! We have been using dentally for 10 years and consequently patients have many appointments and payments/ invoices. It would be really helpful if there was a way of filtering e.g.In appointments tab being able to filter on WHO, WHAT & STATUS to enable a quick view of how many times a pt has DNA’d or Cancelled at the last minute; quickly view when pt’s last exam was. In accounts tab Invoices being able to filter on INVOICE, DATE, SUMMARY and Payments filters DATE, METHOD, PRACTITIONER. Also to have a date range shown option for both Payments and Invoices: last 3years; last 12months, last 6 months etc.Anyone else think that this would be useful?😊

851
Saymon
Matt Collins
Enthusiast
Matt CollinsEnthusiast
asked in Practice Admin
Dentally chat and automation

I am trying to encourage the dentists to be up to date with clearing out reports. I would like to create a task that pops up each week to remind them. I would envisage that once ticked as completed it disapears until the next week when pops up again…….I am struggling to set this up as when I complete it immediately pops up as a new task. Which is not as I intended. Any help appreciated. 

2505
Emily Bendelow
Enthusiast
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