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Practice Admin

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

  • 59 Conversations
  • 198 Replies
59 Conversations
L
Enthusiast
LJWEnthusiast
asked in Practice Admin
Lesley

Our Dentally Emails seem to show as “read”  before anyone has opened or actioned them,  with  no audit trail.This means that they are often missed by staff who believe they have already been actioned.Anyone else having this issue?  

50
L
Enthusiast
R
Newcomer
RaniaNewcomer
asked in Practice Admin
Reception Request

not able to re-process or edit who is taking payments such that when banking is done edits can be done  

131
Saymon
Community Manager
Lesley Morgan-Barlow
Community Pro
Lesley Morgan-BarlowCommunity Pro
asked in Practice Admin
Mental Capacity Assessment Record

Hi everyone, I'm looking for some advice or shared experiences regarding Mental Capacity Assessments within Dentally.Has anyone found an effective way to record when a Mental Capacity Assessment has been carried out on a patient, and more importantly, how to flag when a patient requires assistance in order to provide valid consent?Ideally, we’d like a clear, visible prompt or indicator in the patient record to ensure all team members are aware of any capacity or consent considerations during treatment planning or care delivery.Would love to hear how others are handling this,  whether it's through custom medical alerts (and ​@Simon Guiver is this even possible?), notes, tags, or any clever workflows you've set up!Thanks in advance!

281
Saymon
Community Manager
S
Enthusiast
SurajDhandaEnthusiast
asked in Practice Admin
Unbooked Treatment Report

Reporting is very poor A way to bring up unbooked treatment where a future appointment is unbooked and the appointment is not marked as “do not book” is simply not available Can this be fixed. It seems to be a fairly straightforward fix that is simple on all other PMSs but not on Debntally

182
S
Enthusiast
D
Enthusiast
DavidBEnthusiast
posted in Practice Admin
Better/intelligent NHS PR forms

Some suggestions for better PR forms:Populate a list of family member’s names for the “If you are signing for the patient give details below: Name (in CAPITALS)” field using registered family members Have a better list of common relationships for the “Relationship to patient” field eg mother, father, step mother, grandma, Sister, foster carer, carer etc Allow patients to select their exemption themselves directly on the PR form Drop the first screen confirming patient details ...just make the PR form interactive Require baby due date for baby in last 12 months exemption Force selection of  under 18 years of age for children (and prevent selection of any other exemption all of which are invalid for children) Require HC3 “amount” for HC3 certificate exemptions Allow choosing the date of acceptance for backdating FR forms (to allow correcting exemptions in the past)

193
Saymon
Community Manager
Jordan
Enthusiast
JordanEnthusiast
posted in Practice Admin
Failed to attend on day list

It would be helpful to allow when saving/printing previous day lists that the list shows the patients who are in the diary but have failed to attend the appointment.

416
Jordan
Enthusiast
P
Enthusiast
PreeyaEnthusiast
asked in Practice Admin
+Deposit

Good afternoon, On the + Deposit tab in the new screen is there any way of allocating this to NHS/Private? Currently we are +payment and then allocating to add deposit which is long winded.  Many thanks

131
Saymon
Community Manager
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.

16110
P
Enthusiast
Jordan
Enthusiast
JordanEnthusiast
posted in Practice Admin
Patient exemption info

A Feature the teams have been mentioning would be the ability to show the exemption information within the patient info box shown when you hover their name in the diary. for example the image shown below if it could show just like this would be ideal, at the minute it will say NHS but doesn't show any exemption  

171
BCDC2023
Savvy Contributor
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.

775
D
Enthusiast
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!

1015
K
Newcomer
A
Savvy Contributor
Ali AfzalSavvy Contributor
asked in Practice Admin
Takings

Why cant we run taking report for full month now, why dentally is taking usefull working features away!!  

233
Saymon
Community Manager
K
Enthusiast
K HansonEnthusiast
asked in Practice Admin
CONCIERGE treatment plan - multiple treatments

Good afternoon, Have any other practices came across the issue of signing treatment plans when there have been multiple treatment “plans” given?EXAMPLE - The top of the “treatments to sign” will say 1 / 2 but will not allow us to move to treatment 2 / 2 without first signing the 1 / 2 treatment plan. This becomes problematic when we have given a patient treatment options. We like to keep them on separate treatment plans for ease of clinical use and information on each treatment plan.

271
Saymon
Community Manager
F
Enthusiast
Frazzled PMEnthusiast
asked in Practice Admin
Taking off amount owing for a patient

Hi guys,we have a patient who recently (a few weeks ago during our move over to Dentally) came in for their routine check up. We had them down as private and as such created a fee. They are in fact a Denplan patient. How do we now take off the £? Does it need to be done by a higher level user and if so, how do they go about it?

192
F
Enthusiast
Jordan
Enthusiast
JordanEnthusiast
posted in Practice Admin
Registered dentist

Hi, When we used to remove a clinician, we used to have the option on our previous system to allocate all registered patients under that clinician to another clinician.This doesn't appear the case in Dentally.We are told to go to the patients tab and change the allocated dentist, this for clinicians who have a lot of patients would be ridiculous to expect admin staff to do. That or you create a report of that clinicians patients and inform Dentally so they can move the patients in batch.A really poor process. Dentally needs to add the ability to allocate patients when archiving a clinician to a current clinician

445
Saymon
Community Manager
Hebe Lowen
Dentally Team
Hebe LowenDentally Team
asked in Practice Admin
🦷 Recalls with real impact - Week Three!

It’s Week Two of Dentally’s Summer School/Winter Workshop!  This week we’re showing you how to get the most out of recalls, with top tips and best practice - to ensure your patients keep coming back and your diary stays full.Read the full blog here 👉Start sending recalls that have a real impact on your patient retention, maximise your chair-time and reduce the need for new patient acquisition! What are your top tips for using recalls in Dentally? What would you like to see more of? Drop a comment below! 👇

270
Hebe Lowen
Dentally Team
RegentStreet85
Community Pro
RegentStreet85Community Pro
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

1734
Saymon
Community Manager
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.   

592
D
Enthusiast
Jordan
Enthusiast
JordanEnthusiast
asked in Practice Admin
Patients history

Hi, Two questions as not sure if I’m missing something,Is it possible to be able to export a patients appointment history?Also is it possible to export a patients clinical notes that includes the chart itself? Many Thanks

303
BCDC2023
Savvy Contributor
L
Enthusiast
Laverys23Enthusiast
asked in Practice Admin
Clipboard Appointments

I noticed there was this problem 4 months ago in regards to the appointments not going back into unbooked from the clipboard. I have been on to support but they are telling me that once deleted from clipboard they are gone, which is untrue because we have been using this function for a number of weeks. I am at a loss as of what to do because I fear I have now lost some appointments which need to be booked in the future. Would any body have any knowledge of how to rectify this ?

201
Saymon
Community Manager
Lesley Morgan-Barlow
Community Pro
Lesley Morgan-BarlowCommunity Pro
asked in Practice Admin
Training

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

95015
H
Dentally Team
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

717
Saymon
Community Manager
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 :-)

24412
S
Enthusiast
Saymon
Community Manager
SaymonCommunity Manager
asked 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!

21311
Jordan
Enthusiast
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

737
K
Enthusiast
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