In this guide 6 sections
A dental clinic’s month-end close checks five things: collections by dentist and procedure, balances on part-paid plans, each consultant’s share, lab cases still out, and consumables near expiry. Agree them before payouts. GullySystem’s Dental Clinic Management Software holds these on the patient record. A clinic seeing few patients weekly can close from a diary.
Match collections to procedures and dentists
Start with what came in. List receipts by dentist, procedure and payment mode. Check UPI and card receipts against the bank statement first.
Then look for gaps. A procedure marked done with no receipt is either a balance due or a missed entry. Clear these with the front desk while the month is fresh.
Review part-paid treatment plans
Long cases are paid in parts. An implant or aligner case can carry a balance for months. List every open plan with the amount accepted, paid and still due.
Mark patients who paid a deposit and stopped coming. They are a balance and an unfinished treatment at once. Hand that list to the receptionist for next week’s calls.
- Accepted plans with a balance still due
- Patients with no next sitting booked
- Sittings done but not yet billed
- Instalments promised for this month
Work out each consultant’s share
Visiting orthodontists and implantologists are often paid a share of cases or collections. The rule should be written and agreed. Apply it to completed procedures, case by case.
Show the working to the consultant before paying. A list of cases, amounts collected and the share is easier to agree than one total. Whether tax applies to the payout is for your accountant.
- The written share rule for each consultant
- Cases completed this month, by consultant
- Collections received against those cases
- Adjustments agreed, with the reason
Close out lab cases and stock
List impressions and scans sent to the lab and not yet back. Each is tied to a patient’s next sitting. A late crown spotted now can be chased before the patient calls.
Count fast-moving consumables: composites, anaesthetic, gloves and disposables. Note items near expiry or below reorder level. Order once, calmly.
- Lab cases out, with lab and due date
- Lab bills matched to their cases
- Consumables below reorder level
- Items expiring next month
Hand clean numbers to accounts
Send the accountant receipts, payouts and lab bills in one batch. Keep clinical detail out of it. If the clinic uses Tally, an export saves retyping.
Keep the close short and regular. The same checklist on the same day each month makes problems visible. A close that drags usually means entries were skipped during the month.
Dental month-end close sheet
One page holding five checks: collections by dentist, open plan balances, consultant shares, lab cases out and stock to reorder. Each check has a box for who confirmed it and the date. Keep the sheets to compare months.
Open a blank worksheet to printQuestions owners ask
Does the software file claims with insurers or TPAs?
No. Dental claim formats differ by insurer and are filled outside the system. Treatment records and receipts can be printed for a patient to submit.
Can consultant payouts go to Tally?
Yes. Receipts and each visiting consultant’s share can be exported to Tally, so the accountant and the front desk work from the same figures.
Which suits this better, the dental product or the clinic system?
The dental product, in most cases. It carries the tooth chart, lab cases and long plans. The clinic system suits a place that also runs beds, wards and a pharmacy.