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Practice Management

Discuss anything related to reporting, staff, outcomes, growth, marketing, training, appraisals, team vision and more!

  • 24 Conversations
  • 64 Replies
24 Conversations
J
Enthusiast
jw_MDCEnthusiast
asked in Practice Management
[AUS] Unable to do electronic claim on patient, possible bug

Hey Dentally Team,I have encountered a possible bug during my workflow. Patient has booked in online for a recall, paid a deposit. However, when I charged the patient for the account we were unable to do electronic HICAPS claim. I have checked the date of charge and it is correct. There is no bug for the deposit as it is unallocated and it did jump into the invoice.Or if I did something wrong please let me know. Joe

173
A
Dentally Staff
Annabel
Dentally Product Panel Member
AnnabelDentally Product Panel Member
asked in Practice Management
Keeping track of referrals.

Good morning All 🌞I would like to know how practices keep track of referrals especially urgent referrals within Dentally. We currently use a custom Wait List but it is a workaround and not efficient.  We would also like to use automated SMS to contact patients 2 or 4 weeks after the referral to confirm that they have been contacted by the specialist. 

201
David Rutherford
Dentally Staff
Saymon
SaymonCommunity Manager
posted in Practice Management
How are you customising your Treatment Plan templates? 🤔

Hey everyone! Did you know we’ve recently introduced some exciting updates to make Personal treatment plan templates even more customisable? Now, they’ll retain details like custom pricing, clinical notes, and appointment specifics, all tailored to your exact needs! We’d love to hear how you’ve been using these templates to streamline your charting process. Are there any features you’d like to see added? Let us know how you’re making the most of this update or if you have any ideas for future improvements! 👇 Head over to the blog for more details on the update.

1102
Saymon
H
Savvy Contributor
Harry LeakSavvy Contributor
asked in Practice Management
Do Dentally have any plans to integrate card details for automatic charging on DNA and late cancellatrions?

I am exploring this as its much easier just to take the payment automatically than trying to do it manually or retrospectively. I know Stripe has this feature but keen to have a system that integrates with the appointment and makes sure there is a card added with details of cancellation policy when they confirm their appointments.Thanks

543
Saymon
Lesley Morgan-Barlow
Dentally Product Panel Member
Lesley Morgan-BarlowDentally Product Panel Member
posted in Practice Management
Chairsyde

Hi Everyone, I’m looking for feedback from anyone using Chairsyde in their practice.specifically:Are your clinicians actively using it during appointments or when treatment planning, and if so how are they finding it? Do patients seem to engage with or benefit from it? Do you audit its usage to track how often it’s being used and its impact?I’d be grateful to hear about your experiences, both the positives and any challenges so I can assess its effectiveness and how best to make use of it in our practices or decide whether it is an unnecessary business expense in my practices!

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BCDC2023
Savvy Contributor
BCDC2023
Savvy Contributor
BCDC2023Savvy Contributor
posted in Practice Management
Examples of more complex Dentally automations you have setup

I’d be interested to know some examples of non-standard automations other practices have setup and the rule logic they applied in the settings to get it to work.An example of a few that I have setup include:Missed appointment warning - Automation set to send an email to a patient whose state is DID NOT ATTEND and email them 2 hours afer their missed appointment warning them that essentially 3 strikes and they are off our NHS list if they miss or late cancel (within 48-working hours) 1) their first appointment with us, 2) 2-3 appointments within the last 5 years or 3) a family appointment consisting of 3 or more family members (nearly 45 min of clinic time!)iMOS referral appointments - oral surgery referrals to us where we send them pre-operative instructions for the extractions.  We send this T- 48 hours and again T-12 hours as there are various things the patient needs to do e.g. not drink alcohol, eat several hours before, where to find us etcWould like to know more interesting autom

392
BCDC2023
Savvy Contributor
R
Enthusiast
RobertCEnthusiast
asked in Practice Management
calculating practitioner wages

Hi. What are you using for dentist wages calculations? Is it the practitioner activity report or the payment allocations? We are struggling with errors on the allocation of some treatments and been using practitioner activity. is there a better way to do this?Thanks

754
BCDC2023
Savvy Contributor
David Rutherford
Dentally Staff
David RutherfordDentally Staff
posted in Practice Management
Perfect Day / Date Rate - how do you zone your diary for success?

With the launch of our new appointment search function, I’m keen to understand how sites are managing diary zones to make sure they're hitting financial goals while seeing patients promptly as well as keeping practitioners happy.I usually stand by the blend of the 3 P’s - Patient, Practitioner & Practice, by taking each into consideration you can achieve the perfect day across your practice.To break down the diary zones into its basic format I normally suggest starting with the below zone groups:- Emergency- Recalls- New Patient consultations- TreatmentI’m keen to understand what other sites are doing to Zone out the diary or what's stopping you from zoning yours out.@Lesley Morgan-Barlow & @Esther Egan I know you both have a great set-ups for making sure each day hits your targeted day rate to ensure success but what does everyone else look at when organising this space? 

2007
BCDC2023
Savvy Contributor
A
Dentally Ambassador Gold
Anne-Maree SideridesDentally Ambassador Gold
asked in Practice Management
Ability to schedule emails or SMSes

Hi team,Having the functionality to schedule an SMS or email to go out at a certain time (particularly SMS) would really help in practice management.We find for example, during business hours, as many people are busy or working they do not reply to our calls or messages sometimes.One of my staff members actually tested the theory and found the “golden hour” for confirming appointments etc is after work hours from 6.30 onwards - hence I’d like to propose the ability to schedule SMS’s especially to go out later - so that staff do not have to stay back to do so, but we can catch patients at the optimal time.Even for things like social media, the 7-8pm and beyond window is one of if not the most active period of the day - reflecting people’s behaviours and ability to take in information at this time of the day. I believe sending out correspondence at this time when people have the time/ability to engage with it would be really effective.

463
BCDC2023
Savvy Contributor
RegentStreet85
Dentally Product Panel Member
RegentStreet85Dentally Product Panel Member
asked in Practice Management
Xero Integration

HiDo Dentaly have any plans to improve the Xero integration?If a site is a single practice it works really well but multi sites who have seperate bank accounts for each practice, it doesnt work for as Dentally sends one massive invoice for the whole business to Xero. Would be nice to have better integration including xero’s invoicing system Tom 

433
Saymon
A
Enthusiast
ac0569463Enthusiast
asked in Practice Management
How to manage membership plans in Dentally?

I want to know what tips people have for managing their membership plans in Dentally including how to keep track of quotas and discounts (not necessarily only through the portal but also keeping track in core Dentally) and also ensuring correct pricing for each plan?

551
K
Enthusiast
Lesley Morgan-Barlow
Dentally Product Panel Member
Lesley Morgan-BarlowDentally Product Panel Member
asked in Practice Management
Elevate Workshops

This is one for the @Dentally team. Are there any plans this year to repeat the Elevate workshops?

571
A
Dentally Staff
Emily Bendelow
Enthusiast
Emily BendelowEnthusiast
asked in Practice Management
Are you explaining your deposits?

We have previously instructed the team to explain all transactions, including deposits, to ensure that incorrect deposits are not linked when a new invoice comes in. However, they are frequently forgetting to unlink and match the deposits to the correct invoices. I would love to hear how you are managing this @Lesley Morgan-Barlowx 

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Emily Bendelow
Enthusiast
A
Enthusiast
ac0569463Enthusiast
asked in Practice Management
Upgrading plan

Hi, I was thinking of upgrading plan and I was interested to hear experience on lock in e.g is it possible to upgrade from standard to advanced and if I don’t feel the benefits in a few months can I downgrade back to standard easily?

241
Saymon
H
Savvy Contributor
Harry LeakSavvy Contributor
asked in Practice Management
How to customise email signatures

Hi, what are the guidelines for customising email signatures to be more on brand and match that of our main email system, or ideally, will Dentally ever integrate with Office 365.for example as a mail relay so it's all handled in one place?I am keen to tailor the messaging and offers on the patient Comms as we send most of this out through Dentally to existing patients. Thanks 

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A
Dentally Ambassador Gold
M
Newcomer
MacedentNewcomer
asked in Practice Management
How Dentally works

hi,hope everyone is doing well.Any advice how to use dentally specially when we need to paid practitioner? how can i run the report?I’m so new in this software. Many thanks for your help.

552
A
Dentally Ambassador Gold
S
Enthusiast
SRobEnthusiast
asked in Practice Management
Recall letters

Hi Community!We have recently activated recalls on our system. We have 2 problems that we need help to resolve, please:When patients are contacted about a recall, a letter is mailed by Dentally, with a charge to us. Our preference would be to send via email, SMS or if a letter is needed, for us to mail it ourselves as we have plenty of spare stamps! The second problem is that some patients are getting recall letters despite them having future appointments booked according to the dentist set recall interval - how can we resolve these issues? TIA

471
Molly H
Dentally Staff
A
Enthusiast
ac0569463Enthusiast
asked in Practice Management
how to get my API key

Hi, how can I get my API key for my practice for a custom integration I am building?

1193
H
Savvy Contributor
D
Enthusiast
DR PEnthusiast
asked in Practice Management
reports for " time spent on each patient and monthly time spent on patients.

Im trying to do report on dentally for the actual amount of time spent treating patients. However, it seems that when an appointments is double booked ( like a family appointment where all members have one time for the appointment) then dentally does not calculate this accurately, and only allocates the whole time of the family appointment to the report rather than the time spent on individual patients in that family.  so the reports are inaccurate. This is a very important report so we can work out the actual time spent for therapists treating patients , as some of these therapists are paid on an hourly rate.  how can we work the actual time spent iand take account of the actual time rather than the double bookings time in the diaries?

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D
Enthusiast
T
Enthusiast
The Chelmsford HygienistEnthusiast
asked in Practice Management
Discount Codes

Hi, I am a new small practice in my first 6 months and just working on building the patient list…..i was hoping to introduce a “recommend a friend code” for patients and their friend to benefit from a small discount.   Has anyone had any experience of using this feature or if it is even available? Many thanks,

1155
Stuart R
Enthusiast
Saymon
SaymonCommunity Manager
published in Practice Management
Preparing Your Pricing for 2025

Hey everyone! Can you believe it’s December already? 😮 Now is the perfect time to revisit your pricing strategy and ensure your practice is set up for success in 2025. Adjusting prices can feel daunting, but it’s a necessary step to keep up with rising costs, inflation, retaining top talent, and continuing to deliver exceptional care to your patients. Why review your prices now? ​@David Rutherford, one of our Customer Success Managers, recently led a session on this very topic. He emphasised that a well-considered price review can:• Cover rising costs, inflation and staff wages.• Keep your practice competitive in your local market.• Strengthen patient loyalty when paired with exceptional service and communication. To help you get started, we’re sharing some valuable resources:• A Zoom recording of David’s session, where he explains everything in detail. [Recording link] (Password: Jfvaex=4)• A spreadsheet template to calculate potential revenue changes. This tool helps you work throug

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Emily Bendelow
Enthusiast
H
Savvy Contributor
Harry LeakSavvy Contributor
asked in Practice Management
Better system for tracking estimates

Hi,Dentally currently isn't the most easy place to retrieve estimates that have been sent to patients, or to track version control, or comments etc. with it all being linked to correspondence is ok, but a bit cumbersome to have to keep clicking in,.downloading and opening documents to find where you were at  Surely there is a better way.... a full revamp of the estimates section is needed, with some form of database / record on creation so there is an index / relation to what has been sent,.ideally with version control as well. Is this on the roadmap, or could be added please? 🙂

591
Saymon
Emily Bendelow
Enthusiast
Emily BendelowEnthusiast
asked in Practice Management
What Intranet Platforms and Communication tools are you all using?

Hi everyone! Apologies for going slightly off-topic, but I thought this would be a great place to ask other practice managers and owners what intranet platforms you’re using.I’ve developed an intranet for our team, but I’m having an issue that’s been bugging me—the ‘search contents’ function isn’t working as intended. This makes it difficult for our team to search keywords and find specific pages quickly, especially for FAQs. It’s become quite a frustration!I’d love to hear what platforms you’re all using for your practice intranets, especially if you’ve found one with a reliable search feature!Also, what tools are you using to keep your team connected for internal communication (Slack, Teams, etc.)?Any insights would be much appreciated. Thank you so much in advance!

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David Rutherford
Dentally Staff
D
Enthusiast
DrRSKEnthusiast
asked in Practice Management
Sending Mass Marketing E-mails to Patients

Hi All,We have sent a Mass Marketing E-mail to our patients describing some of our new services. How long does it normally take for this process to complete seeing as we are contacting around 8000 patients.Many thanks, 

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Ysy Lees
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