In this guide 6 sections
Start with one calendar booked by chair and dentist, then keep each patient’s tooth chart, treatment plan and sittings on a single record. Billing, lab orders and recalls follow from those entries. GullySystem’s Dental Clinic Management Software joins these steps, so the desk, the dentists and the owner read the same record.
Book by chair and dentist, not by time alone
A paper diary lists times. A dental booking also needs a chair, a dentist and a slot long enough for the procedure.
Manage bookings, walk-ins, pain cases, reschedules and cancellations on one calendar. View it by chair, by dentist or by day. A first visit opens a patient record at booking, so the desk does not retype details later.
Set up chairs, dentists and the default length of each procedure first, since a filling and an implant sitting need different amounts of chair time. Every later step reads from them.
One patient record for history, chart and X-rays
Medical history, allergies and medicines often sit on a case sheet. Images sit on a computer and signed consent forms sit in a folder. These are separate records for one patient.
Keep them together. The dentist opens the history, records findings tooth by tooth and adds clinical notes that carry a date and the treating dentist’s name. IOPA and OPG images and consent forms attach to the patient and the tooth they concern.
Assistants see the next patient and the procedure planned. Case sheet fields and consent wording follow the clinic’s own forms.
Treatment plans, sittings and lab work
List procedures against teeth and give the patient an estimate from the clinic’s fee list. Record what was accepted, what is done and what is still pending.
Root canals, crowns, implants and braces run across several visits. Each sitting is marked done against the plan, with the next step and the next date on record. Crowns, dentures and aligners go to the lab on a work order that tracks the due date, receipt and fitting.
Anyone who opens the case sees where it stands.
Billing, dentist share and consumables
Bill each visit from the procedures completed. Take part payments against the treatment plan in cash, by UPI or by card, and show the balance at the desk on every visit.
Associate and visiting dentists are often paid a share of what they treat. The share is worked out from completed procedures, using the rules the clinic sets. Whether tax applies to it is for the clinic’s accountant.
Composites, anaesthetic and gloves carry reorder levels and expiry dates. The owner reads the position from a few reports.
- Collections by dentist and procedure
- Balances due on part-paid plans
- Lab cases out, due and received
- Stock to reorder and items near expiry
When a diary and UPI are enough
A clinic that sees a handful of patients a week can manage with a diary and UPI. Long treatment plans, lab cases or a second dentist change that.
Decide who owns each step before you buy anything. The desk takes bookings and payments. Dentists chart and plan. Assistants watch stock and receive lab cases. Decide too which fee list, share rules and recall gaps the system should carry.
A clinic that also runs beds, wards and a pharmacy fits Hospital/Clinic Management System better. GullySystem will audit the clinic’s present records at no charge and say whether a dental practice needs this yet.
Dental clinic day grid
A grid for one working day with chairs across the top and time down the side. For each booking, note the dentist, the procedure, the sitting number, any lab case due and the balance on the plan. Rebuild one full day to see where chairs sit idle or plans lose track.
Open a blank worksheet to printQuestions owners ask
What do we set up first when moving to dental software?
Enter procedures, fees, chairs and dentists the way the clinic quotes and books them. Then bring in the patient list and open treatment plans from the register or the old software. The front desk checks the imported list before it is used.
Can several branches share one patient list?
Yes. GullySystem hosts the system, so every branch shares one patient list. Collections by dentist and procedure come from the same entries. How branches are set up is reviewed during implementation.