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Best Practices

Tips and recommendations to get the most out of Dentail for your practice.

📅 Use it daily

Keep Dentail open during clinic hours so everyone shares the same live view of appointments, patient data, and finances. This ensures your team is always in sync and reduces communication errors.

📁 Centralize data

Attach X-rays, photos, and documents directly to patient records instead of storing them in separate folders on your computer. This makes finding files faster and ensures nothing gets lost.

💰 Set up treatment types early

**Configure treatment types in Settings → Treatments BEFORE booking appointments.** Define your procedures with default prices and durations (e.g., "Root Canal - 90 min - $850"). This ensures consistent billing and makes scheduling faster.

💡 Treatment prices can change over time (inflation, new fee schedules), and Dentail tracks this history. When adding a treatment to a patient, the default price is pre-filled but you can override it for specific cases.

👥 Invite your whole team

Ensure dentists, receptionists, and assistants all use Dentail so scheduling and records stay in sync. One system for everyone eliminates duplicate work and miscommunication.

📊 Review financials weekly

Use the financial dashboard to monitor practice performance with comprehensive reports: Revenue, Patient Growth, Treatment Distribution, and Dentist Performance.

View reports by monthly, quarterly, or yearly intervals to spot trends, track unpaid treatments, and maintain healthy cash flow.

🔒 Protect access

Assign roles carefully (Admin vs Dentist vs Receptionist) so sensitive data is only visible to the right people. This protects patient privacy and complies with data protection regulations.

Recommended Setup Path

Follow this checklist to get your clinic up and running efficiently:

  1. 1

    Complete Clinic Onboarding

    Create your clinic, add first doctor and patient, configure language & currency during the guided setup.

  2. 2

    ⭐ Set Up Treatment Types (CRITICAL)

    **Do this BEFORE scheduling any appointments!** Go to Settings → Treatments and define your procedures with default prices and durations (e.g., "Dental Cleaning - 30 min - $75").

    Why this matters:

    • • Every appointment requires a treatment type
    • • Treatment prices are based on these defaults
    • • Default durations help with scheduling
    • • Ensures pricing consistency from day one
    • • Price changes over time are tracked automatically
  3. 3

    Configure Rooms/Operatories

    Go to Settings → Rooms and add your treatment spaces (e.g., "Examination Room 1", "Surgery Suite"). Assigning rooms to appointments prevents double-booking and organizes your schedule.

  4. 4

    Add Your Team (Two Steps)

    **Step 1:** Add internal staff records in Settings → Staff (needed for scheduling). **Step 2:** Send app invitations from Settings → Staff Invitations (grants app login access).

  5. 5

    Add Patients

    Add patient records with contact details. Patients with email addresses will receive automatic appointment confirmations and reminders.

  6. 6

    Start Scheduling Appointments

    Add upcoming appointments with patient, doctor, treatment type, time, and room assignments. Patients automatically receive email confirmations with calendar invites.

  7. 7

    Use It Daily

    Check the Dashboard each morning, add treatments as completed, record payments, and review the financial dashboard weekly.

Common Workflows

Daily Morning Routine

  1. Open Dentail and check the Dashboard for today's appointments
  2. Review any pending patient records or missing information
  3. Confirm all staff have access and are ready
  4. Check for appointment reminders sent to patients

After Each Patient Visit

  1. Record the treatment performed with details and fees
  2. Upload any X-rays or photos taken during the visit
  3. Log payments received (full or partial)
  4. Schedule the next appointment if needed

Weekly Review

  1. Open the Financial dashboard and review comprehensive reports (Revenue, Patient Growth, Treatment Distribution, Dentist Performance)
  2. Switch between monthly, quarterly, and yearly views to spot trends
  3. Check for any unpaid or partially paid treatments
  4. Follow up with patients who have outstanding balances
  5. Review next week's schedule and confirm appointments

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