Dental records

Use the patient’s Dental tab to review tooth status and document dental care. A dental record keeps findings and related procedures, prescriptions, and laboratory work together for one or more teeth or other structures.

Before you start

Open the correct clinic and patient. Confirm the patient’s name in the header, then select Dental. The chart uses the clinic’s tooth-numbering system, such as Palmer, Universal, or FDI. Check the chart’s tooth label before changing a tooth or adding it to a record.

Assistants need Read to open Dental. Create allows them to add a record, Update lets them change records and tooth status, and Delete lets them remove records. They also need edit access to the patient. A view-only patient share does not allow dental changes. Invoice and expense actions require separate accounting permissions. See Patient access for sharing details.

Review the chart and records

Review the chart and saved records before changing a tooth or adding care. This helps you confirm the tooth set and see what is already recorded for the patient.

1. In Dental chart, select Permanent or Primary to show the matching teeth.
2. Review the teeth and the Dental records table below the chart. The table shows structures, procedures, status, date, doctors, and amount.
3. Select a record row to open it. It opens in edit mode only when you have permission to make changes; otherwise, it is read-only.

Select a table heading to sort the records. Select it again to reverse the order. Use Previous and Next below the table to move between pages.

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Mark teeth present or missing

Update a tooth’s status when its recorded condition changes so the chart stays accurate for future care. Click the tooth’s + action to open its menu, then choose Missing or Present. A missing tooth stays visible in the chart but appears faded compared with present teeth. Marking it present restores its normal appearance. The change is saved to the chart.

Use Mark all missing only when no teeth remain in the selected set, such as for an older patient with no remaining permanent teeth. If some teeth remain, mark only the missing teeth one at a time. Before confirming, check that the dialog names the intended Permanent or Primary set, then select Confirm.

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Add a dental record

Use one dental record to keep findings and related care for one or more teeth or structures together. Start from the records table for a blank record, or click a tooth’s + action in the chart and choose Add record to begin with that tooth. Add the findings and treatment sections that apply. The record tracks overall progress, while each procedure has its own status.

1. Select Add record in Dental records to start a blank record. Or click a tooth’s + action in the chart, then choose Add record.
2. Under Structures, select the teeth or other structures involved. While the editor is open, use the + icon on a tooth to add it or the − icon to remove it. You can also select structures in the Structures field.
3. Choose a record Status: Planned, In progress, Completed, or Cancelled.
4. Add a Chief complaint and Diagnoses when relevant.
5. Add any Procedure or Prescription sections needed for this course of care. See Prescriptions for medicine details, templates, and print previews. For labwork, follow Labworks.
6. Select Save, wait for the Record created notification, and check the new row in the table.

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If a diagnosis or procedure is missing, use an existing match or ask someone with permission to add it to the clinic list. See Diagnoses or Procedures.

Add procedures and subprocedures

Select Procedure in the record to add a procedure card. Search for and select the procedure, then review its Status, Started and Completed dates when available, Price, currency, Discount, and Note. For example, if these items are in your clinic’s procedure list, add Root canal treatment as the procedure and use subprocedures to track stages such as Canal cleaning and shaping and Canal filling. For orthodontic care, you could use Orthodontic treatment as the procedure and add subprocedures for separately tracked visits such as Bracket placement and Adjustment. Use the matching names available in your clinic’s list and include only the parts that apply.

Procedure and subprocedure cards have collapsible headers. A procedure header shows its name, number of subprocedures, price, invoice status, treatment status, date range, and who added it. A subprocedure header shows the same details except the subprocedure count. Select a header or its arrow to expand the card and see its fields; select it again to collapse it. You can open only the cards you need to review.

To add a component, select Subprocedure inside the procedure card and enter its details. The main procedure and each subprocedure can have their own status, so update them separately as the work progresses. Save the dental record after making changes.

You can remove a procedure or subprocedure that is not invoiced by selecting its remove icon. When an item is linked to an invoice, its procedure and price are locked and it cannot be removed here. To correct it and issue a new invoice, first void the unpaid Draft or Issued invoice from Invoices, and enter a reason. If the invoice has payments, use the appropriate receipt-level refund or void actions to reverse them. When no payments remain and the invoice can be voided, void it; then edit and save the dental record and create a corrected invoice. See Refunds and Voids for payment corrections. A full-invoice refund leaves the item linked as Refunded; if that has already happened, ask an accounting admin how to correct the record.

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Create an invoice from a dental record

Use Save & invoice when you are finishing a dental record and want to invoice its procedures. It saves the open record first, then opens the same Create invoice dialog when invoice-eligible procedures are available and you have invoice access. To invoice eligible procedures already saved in the chart, use Create invoice above the Dental records table. Review the procedures and amounts before issuing the invoice. See Create invoices for the full workflow, including invoice status and payment options.

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The dialog’s status applies to the invoice, not the dental record or its procedures. See Create invoices for what each status does and how discounts, payments, wallets, and currencies work.

Update or delete a record

Select a row to open its record. Make the changes, select Save, and wait for the Record updated notification.

To delete a record, select its trash icon at the end of the row and confirm Delete. Deletion cannot be undone. A record with invoiced procedures cannot be deleted; resolve the linked billing items through the billing workflow.

If an action is unavailable

• The record opens read-only: check your dental update permission and edit access to the patient.
• A tooth or record action is missing: check your dental permission and patient access with an admin.
• A diagnosis or procedure cannot be added: select an existing item or ask someone with access to the reference list to add it.
• An invoiced procedure cannot be changed or removed: update the related billing record first.
• The record does not save or load: read the displayed error and check your connection or permissions. Keep the editor open while you resolve the problem.