Words and answers
Words you'll see
- Encounter
- One visit by one patient. It holds that day's dental chart, notes, prescriptions, orders and charges. You start an encounter when the patient is seen, and finish it when they leave. See Start an encounter.
- Active, Pending, Closed
- How a visit shows in the Encounters list. An open visit is Pending until it has a record, then Active. A finished one is Closed.
- Ended, Ended early, View only, Archived
- The status next to the patient's name inside a visit. Ended is a visit finished today (it can still be reopened). Ended early was finished with a reason. View only is an older finished visit. Archived was put away; see Archive below.
- Chart
- The drawing of the patient's teeth. Each tooth is shown from three sides, with its number underneath. See Chart teeth.
- FDI numbering
- The usual way of numbering teeth, with two digits: the first digit is the quarter of the mouth, the second is the tooth. For example, 36 is the lower left first molar. You can switch to Universal or Palmer numbering in Settings › General › Tooth notation.
- Condition
- Something you find on a tooth, such as Caries or Fracture or crack.
- Treatment
- The work that fixes a condition, such as Composite restoration.
- Existing, Planned, Done today, Declined
- How a treatment is marked on the chart. Existing is work the patient already had, like an old filling. Planned is work you'll do later. Done today is work you did in this visit. Declined is work the patient said no to.
- Estimate
- The total fee of all Planned work. It goes down as work is done or declined. See Treatment plan and Estimate.
- Treatment plan
- All the planned, done and declined work for a patient, across visits, with the Estimate. It's on the patient's Treatment plan tab.
- Charges
- The list of what this visit costs: the visit type and each piece of work done today. You choose which lines go on the bill. See Finish the visit.
- Cashier
- Where the bill is paid. Charges are decided in the encounter; money is taken at the Cashier. See Charges and the Cashier.
- Invoice
- The bill for a visit or a sale. If your clinic has turned on invoice numbers in Settings › Billing, it gets the next number in your series when it's finalized.
- Official receipt
- The receipt for a payment. Its number is the next in your clinic's series.
- Coverage
- The part of a bill that an HMO or PhilHealth pays instead of the patient.
- Payments due
- Money that patients still owe. It's a tab in Billing.
- Accounts receivable
- Money that HMOs and PhilHealth owe the clinic for covered work. It's a tab in Billing.
- Claim
- The amount an HMO or PhilHealth owes for one bill. You mark it Submitted and Paid yourself; Dentalemon doesn't send claims for you.
- Draft and Requested orders
- A new lab or imaging order starts as Draft. When you send it, it becomes Requested. Draft orders can also be sent when you finish the visit.
- Finalized record and Amend…
- When a visit ends, its notes and records become final. To correct one later, open it and use Amend….
- Archive
- Takes a patient or a visit out of your lists without deleting their records. Archived patients are listed in Settings › Archived patients, and archived visits in Settings › Encounter, where you can Restore them.
- Sync
- Keeping the app's data up to date with your clinic's data. The cloud icon at the top right shows the sync status.
Common questions
What does the cloud icon at the top mean?
It shows whether your data is up to date. A cloud with a tick means everything is saved and current. Tap it to see Sync status. If it says You're offline, check your Wi-Fi: changes you make can't reach the clinic until you're back online. If it says Couldn't finish syncing, tap Try again. See Sign in and a first look.
I saved something by mistake. Can I undo it?
Most changes show a message at the bottom with an Undo button for a few seconds. Tap it right away. After that:
- For a chart record, use the ⋯ menu on the record in the tooth panel.
- For a visit you ended, use Reopen encounter (today's visits only). Records that were finalized stay final; use Amend… to correct them.
- For an order you sent, use Discontinue… on the Orders page.
I can't find a patient.
- Search by the last name, the first name or the patient number in Patients, or in the Search… box at the top of the sidebar.
- Check the spelling. Search also matches middle names, so a common name can bring up many patients.
- Archived patients don't appear in the list. Find them in Settings › Archived patients and tap Restore to bring one back. See Settings basics.
How do I print?
- A prescription: in the encounter, open Prescription and tap Print.
- An invoice or receipt: open the invoice at the Cashier and tap Print.
- A patient's records: tap Share records at the top right of the patient's page, then choose Print. You can print the Complete records or the orders only.
Printing opens your iPad's print options, where you can also save as a PDF.
Where did my follow-up booking go?
When you choose a Follow-up while finishing a visit, Dentalemon books it when you end the encounter. You'll find it in Appointments on the day and time shown in the follow-up card.
Why is a button greyed out?
A greyed-out button is waiting for something. Usually a required box is still empty, or you haven't chosen anything yet. Look for a red message near the button, or a Required label in the list on the left. For example, Add patient stays greyed out until the name, sex and date of birth are filled in, and Start encounter is greyed out when the patient already has an open visit.
Does Dentalemon send messages to patients?
No. Dentalemon doesn't send appointment reminders, confirmations or receipts by itself. Send reminder (in Billing › Payments due) writes a message you can edit and then share through your iPad's own apps, such as Mail or Messages. Send receipt at the Cashier is marked Coming soon; print the receipt instead.
Something doesn't work the way this guide says.
Tell your Dentalemon contact. Mention the page and step number, and what you saw on screen.