Wednesday, December 9, 2009

Happy Holidays

The whole ClearDent team would like to take the time to wish you and yours a safe and happy holiday season.

Have a wonderful end to this year and a merry start of the next.

Monday, November 23, 2009

Updated:Advanced User Training Course - Kelowna

Current ClearDent users are invited to an advanced user training course.  This course is designed to help you benefit from the advanced features available in the software and to further streamline office processes.  People attending must be familiar with basic functions and using ClearDent on a daily basis.


Date:  December 8th, 2009
Time: 4:30pm - 7:30pm
Cost: $100.00 per person
Location: Coast Capri Hotel
Pinot Gris Room
1171 Harvey Avenue
Kelowna, BC V1Y 6E8

Please R.S.V.P by December 1st, 2009 to Eric Grice at or call (866) 253-2748 ext. 234.

Friday, November 20, 2009

Changing to the Default View in The Ledger

Oftentimes you may have cause to alter how the columns are displayed in the ledger; sometimes data that has been entered takes up more space than is shown by default.  After changing these settings to find the information you needed you will probably want to switch back to the column widths that ClearDent's ledger normally displays.  You only need two easy clicks to do this.  From the ledger, click on the Layout button in the bottom left hand corner.  Then press the Open button. That's it; the ledger will have reverted to it's default display format.  When you press the Layout button, four files will be displayed.  The detailed transaction view is what will be initially selected (the default layout) but you can change to any of the other options as well; each displays the ledger in a different manner that you may find beneficial from time to time.  If you switch to an alternative view you can always go back to the default view by pressing Layout and then Open again.

Monday, November 16, 2009

How are we doing?

In our ongoing efforts to deliver outstanding service to you we want to hear from you how we are doing.  Areas where we are strong?  Something we could do to make your calls to Technical Support more efficient?  Let us know.  A few minutes of your time to fill out this survey is much appreciated and aids us in trying to serve you better.  Thank you for time and considered opinion.

Searching for a different patient when you already have a file open

All patient files in ClearDent have a handy shortcut built in that allows you to quickly change to a different patient file without having to return to the Schedule or the main screen of ClearDent to open a new search box.

Pressing the Search button at the bottom of the patients file will open up the search field that is displayed in the titlebar.  This search area works just the same as the find patient tool; the drop down area will show the whole list of patients, the up arrow will display the list of patients that have been opened recently and the magnifying glass will open the advanced patient search window.  Once you have the name entered of the new patient entered and you press enter their file will be displayed.  This shortcut will save you from opening up lots of patient files simultaneously which can become cumbersome to search through.

Make a list of all patients with an email address

The Manage All Patients tool will allow you to generate many different lists of patients that match criteria that you specify. Say that you want to generate a list of all the patients in your database that you have email addresses for; the Manage All Patients tool makes this easy.

First, open Manage All Patients, either by selecting it from the Patient Icon

or the Patient dropdown menu

With this window open type the @ symbol in the email field and press the 'Search' button.  This will generate a list of all patients in your database that you have an email address entered for.

There are lots of relevant patient lists that can be generated with this tool; below I have set the Birthday field to December and the Age range from 3 to 12 years.  When I search these criteria all patients aged 3 to 12 with a birthday in December will be listed.

Wednesday, November 4, 2009

ClearDent and Windows 7

On October 22nd, 2009 Microsoft released their newest edition of the Windows OS, Windows 7. Most newly purchased computers will ship with Windows 7, while many existing Windows users will be eager to upgrade to Windows 7. In no way will this affect your use of ClearDent; it is fully tested and compatible within this newest version of Windows.

Future versions of ClearDent will be enhanced by taking full advantage of new Windows 7 features such as multi-touch monitor support.

Should you have any questions or concerns regarding ClearDent and Windows 7, or any other issues, please do not hesitate to contact us either by calling 1-866-253-2748 ext. 2 or emailing

Friday, July 10, 2009

Announcement: Advanced Training Seminars - Alberta

We are pleased to announce two new ClearDent advanced user seminars in Alberta for the month of September. ClearDent is a powerful and robust practice management solution; advanced training will ensure you are taking full advantage of all its features and efficiencies.

Edmonton Seminar

Date: September 24th, 2009
Time: 5:00pm-8:00pm
Crowne Plaza Hotel
10111 Bellamy Hill
Edmonton, AB T5J 1N7

Calgary Seminar

Date: September 29th, 2009
Time: 5:30pm-8:30
Holiday Inn Calgary Airport, Charlie Room
1250 McKinnon Drive NE
Calgary, AB T2E 7T7

The fee for registration is $80/attendee. If you would like to register your attendance or have any further questions please contact ClearDent sales at 1-866-253-2748 ext.1.

Not able to make it to too either seminar? We will be offering a 15% discount if you book an on site visit to occur during September 23rd and 30th.

Wednesday, June 24, 2009

Making Adjustments

To transfer a balance/credit to the patient/insurance:
Example: There is a balance on the patient's side of the ledger but their insurance carrier has decided to pay more for the procedure than was originally esitimated.

  1. Highlight the appropriate transaction, click the Add button and select Adjustment.
  2. From the Adjustment Type drop down menu select Transfer Charge to Insurance (+Ins -Pat).
  3. In the From Ins: field choose the insurance company that is going to be paying for the charges.
  4. If the Insurance is going to cover the entire outstanding balance press Adjust All and then Ok. The remaining patient balance will now have changed to an insurance balance.
  5. If only a portion of the remaining patient balance will be covered by insurance click on the circle beside Manual Enter and enter the amount that will be covered. You can detail how much of that total is going to be moved for each code in the Adj. Amount window on the right hand side of the screen and then click Ok afterwards.
*It is important to remember that by default adjustments will not affect your new payments for the bank deposit. If doing an adjustment and the deposit should be affected (ie. Giving a patient a refund) then check off the Affect Today’s Deposit.
If you were to refund $20 and check this box off then the new payments section in the bank deposit will show a listing for -$20.

To Transfer a balance/credit between Insurance Claims
A similar situation may occur when the patient has dual insurance coverage and the breakdown that each will pay is different than was originally estimated. Now the claim to one carrier shows a credit and the other carrier shows a balance due.
  1. After selecting the transaction and clicking Add and then Adjustment, choose the Transfer Charge From Ins to Ins (-Ins +Ins) from the Adjustment Type drop down menu.
  2. In the From Ins. field choose which carrier the charge is coming from.
  3. Select the Manual Enter option and enter the amount that is to be moved from the carrier you selected in step 2.
  4. Either press Adjust All to automatically disperse the amount entered above against the codes in the transaction or enter the specific amounts for each code in the Adj. Amount column.
  5. Pressing Ok will complete the adjustment and the claim for the carrier chosen in step 2 will have the amount specified in step 3 removed from it and the claim for the other carrier will increase by that amount.

To Transfer a credit between transactions
A patient's bottom line balance shows as $0.00 but several transactions are displayed in red as they have balances and other transactions show having credits. ClearDent has a nice trick built in to assist in this kind of scenario.

  1. Choose to Add a Patient Payment.
  2. Select a payment type in the Pay By: field (this choice is arbitrary and does not matter, you just need to select something.)
  3. Switch to the Manual Enter option and leave it at $0.00.
  4. Press Allocate and then Ok.
The available credits will be dispersed against remaining balances from oldest to newest. This will change a ledger that looks like this:

To one that looks like this:

This same process can be used with a Family Payment to move credits appropriately amongst family members and with an Insurance Payment to move insurance credits amongst transactions.

What is the difference between Reverse/Refund/Write-Off?

A refund is used when a patient (or insurance company) has paid more than they were supposed to and you want to give the money back to them (either by cash, credit card or cheque.) After choosing to Add an Adjustment, select either Refund Patient Payment (+Pat) or Refund Insurance Payment (+Ins). If you are refunding an insurance payment you will need to also select which carrier it is for in the From Ins: field. If you leave the amount field set to Auto Calculate and press Adjust All then any credit on that transaction will be refunded in full. Otherwise you can choose to Manual Enter the amount to be refunded and apportion what amount of each code is to be returned in the Adj. Amount column.

A Reverse Payment is used to undo a payment that was entered erroneously. Imagine that based on a patient’s history you entered a payment for their entire bill but they actually did not pay for it before leaving the office and that this was not noticed until the next day. In this case you would choose to Add an Adjustment and select Reverse Patient Payment (+Pat.) Clicking Adjust All and Ok will reverse the entire payment that was made. Just as in the previous examples you could also manually enter an amount if needed.

A Write Off is used to indicate the office taking responsibility for fees. An example of where to use this would occur if a patient was given a recall exam that was NOT covered by insurance. If the office was at fault for performing the recall in the first place you can use either or both the Write Off Patient (-Pat) and Write Off Insurance (-Ins) adjustment type to 'write off' the necessary fees.

Fee Reversal is used when a charge for a treatment was entered in error. Say you put in code 11114 but only 3 units of scaling were performed. You can use the adjustment type Reverse Patient Fee (-Pat) to reverse the fee for 11114 and then re-invoice the correct code of 11113.

Tuesday, June 16, 2009

High Speed Internet Alternatives

High Speed Internet (HSI) is a great resource at any practice. It enables you to do EDI claim submissions in the quickest time possible, send emails to patients or other practices, receive updates to ClearDent as soon as they are released and receive assistance from our support team in the most efficient way possible. The most common ways of getting HSI are DSL from your phone company or cable internet. Sometimes however these options may not be available due to the location of your office. Mobile HSI is offered by Bell, Rogers and Telus now and it may be the solution your office is looking for.

There are two kinds of mobile technology; 3G and Portable (WiMAX) Internet. Each has a different coverage area, with 3G being available in more remote locations. The coverage area for Bell's 3G network can be viewed here and Rogers Portable Internet coverage can be viewed here.
Portable Internet can be connected to a router, thereby providing Internet to each of your workstations, while 3G is limited to use on a single computer. Each technology has a price plan around $30/month.

Backup Tips

Performing a backup of your ClearDent database is an important daily activity. Something that is very easy to overlook but very important to creating a successful backup is the 'location' of your backup files. You always want to ensure that you are saving the backup to a non-local location (NOT the computers internal hard drive.) When the "Backup Database" window opens, the location that has been chosen to save the backup will be displayed. It will start with the driver letter indicating where the backup will go (ie. 'E:\' or 'G:\'.) C:\ and D:\ are almost always local computer hard drives and would NOT be appropriate locations to store the backup. If you need to change the location of the backup click on the ellipses ('...') to the right of the location field and the 'Save As' window will load allowing you to pick the proper locations for your backup (external hard drive or USB key.)

Another good backup practice is to check the Backup Logs periodically (at the end of every month) to ensure that the daily backup is being performed successfully. To view the logs, go to the System menu, Backup and choose View Backup/Restore Logs. The date, ClearDent login name that performed the backup, what workstation it was done from and a message whether the backup/restore was successful will be listed here. You can use these logs occasionally to verify that a successful backup is being created when it should be.

If you have High Speed Internet then using our ClearVault system may better suit your backup needs. ClearVault is a fully automated program that will backup your ClearDent database and any other files you would like and then securely transmits them to our off site data centre. For more details about ClearVault please speak to your Prococious Sales Representative.

Wednesday, May 13, 2009

What's New in ClearDent Version 7?

Unsigned Clinical Notes Report

Optio Integration

Click on "Optio" icon in Charting will bring up Optio software

Full Digital Signature Pad Support

You can now sign notes, medical history, documents, and other items with tablet digitizer. ClearDent™ recommends Wacom Tablets or regular Tablet PC.

Class I-VI Restoration and Caries

  1. Open Tooth Drawing function in the Setting. Click on the "OK" button to enable GV-Black Tooth Drawing.

  2. In charting, click on any tooth with treatment (Filling, Restores and Carries).You will find a GV-Black icon besides this tooth.

  3. Click on the GV-Black icon to enter GV-black tooth drawing.

  4. You can find the GV-Black form showed up. Only procedure of Filling , Restores and Carries will show up in the GV-Black tooth drawing form.

  5. Click on the parts of tooth and you’ll see the drawing on the left-top side.

  6. After the drawing is completed, just click the ok button. The drawing will apply to the current tooth.

Custom Exam

This new function allows ClearDent to digitally create any form and track the history. This function is ideal for dental offices that perform additional exams such as soft tissue (e.g., VELSCOPE for oral cancer screening)

Generate AR using Process Date

  1. Select the Age By Service Date button.

  2. If you select this button on AR report, the AR will be filtered according to service date.

  3. If you select this button on AR report, the AR will be filtered according to process date. This AR report will be the same with Day End report.

AR Report Filters Held Payment

  1. Select the All A/R menu item

  2. Select the Exclude Held Pmt >= Bal check box

  3. Now , all the ARs with a held payment will disappear from the list.

AR by Aux Report

  1. In AR report, you can generate this report filtered with Auxiliaries.

Any Appointment Status Can Be Customized to Flash

  1. In Scheduler, ClearDent™ now allows flashing of different appointment status so that you can easily distinguish and recognize appointments.

  2. In Scheduler, click Setting Button on the top and select Schedule Setting

  3. In Status Tab, select color for the appointment status you want, check the "Flash" checkbox, set the flash timing and then click OK.

  4. In Other Tab, set "Appt Back Color" and "Appt Border Color" to "Status" and then click OK.

Scheduler's Book Next Recall Workflow Improvement

  1. From Scheduler , right-click to book one patient’s recall.

  2. Select the Book Next Recall menu item

  3. The Book Next Recall window opens, click the Book button

  4. You can check one or more recalls from "Patient recall(s)" and click on "Book" to book the checked recalls into one appointment.

  5. Bottom grid shows all family recalls. You can add/modify/remove the selected family recall from here.

Batch Email Confirmation for appointments

  1. Appointment Reminder window opened.

  2. Click the Email button.

  3. You will find one question brought up to ask if you like to email appointment reminders to patients. Click the Yes button.

  4. The Email Template window opened.

  5. Users can change contents here.

  6. Press send button to send your appointment reminder email

Improved Medical Warning System

The Medical history can be managed by date. You can select the date and see the medical history.

To Add a new medical history click "Add" to open the "Medical Template Manage", then Select the description and click "Select".

To sign the medical history click "Sign" button to sign the medical history, select "Patient" or "Provider" to do patient’s signature or provider's, at this point Digital Signature panel will show up. You can do signing here.

Next Appointment Date on Receipt/Statement

  1. Select Patient Default Values from Customize

  2. Select one of the four appointment date options in Billing/Tr. Plan tab

  3. Go to patient’s Ledger tab, click the Print button and select Receipt/Statement

Staff time tracking

In the manage all staff form, click "Add" button to add one new staff member.

Add one salary setting.

Punch in Time Sheet.

User Login is Now Audited

ClearDent™ News

By clicking the icon in ClearDent™ main screen, you will be see a list of news and announcements from ClearDent™.

More New Features…

There are other new features that we haven’t had a chance to mention here. If you would like to know more, please feel free to contact us at 1.866.253.2748 and speak to your sales representative.

Tuesday, May 5, 2009

Keeping your Adobe Reader Version up to date

Sometimes you might get an error reporting that you have reached the maximum number of instances of Adobe Reader allowed while working in ClearDent or some other error pertaining to Adobe Reader.

ClearDent uses Adobe Reader plug-ins for reporting and various other tasks. If you have an Adober Reader that is earlier than version 9.0 you may receive these errors.


To make sure you have the latest version of Adobe Reader installed follow these steps:
  1. Close all running programs before updating or installing Adobe Reader
  2. Find and launch your Adobe Reader by clicking 'Start' and then searching in 'Programs' or 'All Programs'
  3. When the program opens click on the 'Help' menu and choose 'About Adobe Reader'
  4. An informational window will open up that displays the version of Adobe Reader you are currently using.
  5. You can close this window after verifying what version is being used by pressing 'Esc' on the keyboard
  6. If you have a version earlier than 9.0 use the following link to install the update:
Of course, should have any issues with installing or updating you can always call our support line for assistance at 1-866-253-2748 and press '2' for technical support.

Why can I not see the providers work schedule displayed on the screen?

Explanation:Although the providers work schedule is the same on all computers the setting to view the providers work schedule onscreen is specific to each workstation. You could be on a new workstation or the setting may have been turned off on that particular computer.Recommendation:
To display the provider work schedule on screen follow these steps:
  1. Open the Scheduler
  2. Go to the 'Setting' menu and choose 'Provider Work Schedule'
  3. Click off the checkbox beside 'Show Block Scheduling'
  4. Enter a number between 0 and 255 in the 'Color Alpha Level' box (the lower the number the fainter the schedule will display)
  5. Click 'Close'
The providers work schedules should now be displayed on the scheduler.

Friday, April 24, 2009

Why does a patients recall not update? (Part 1: Linking recall types)

You are at the end of the billing wizard and notice that the patients recall is not updated.

New recall types that have been added to ClearDent are not linked with treatment codes and appointment types.

After you have added a new recall type, make sure you configure recall procedure codes (i.e. a recall exam, scaling, polishing and fluorides) to link with the new recall type. Do this by going to 'System' > 'Configurations' > 'Procedure Codes'. The new recall type should also be linked with the appropriate appointment types. You configure this settings under 'System' > 'Customize' > 'Appointment Types'

Why was my email not received?


Sometimes you may want to send images, receipts, statements or some other document to the patient or another recipient and the other party tells you that they didn't receive an email.

There are two different reasons why this could happen:
  1. The recipients mail server filter configuration is set to a high security level
  2. ClearDent is not configured to send email
First - try sending something to your own email address. If this is successful, confirm the email address you are sending to and advise the recipient to check their Junk Mail Folder. Their server may be interpreting your message as junk by mistake if the security is set to a high level
Second - make sure that ClearDent is configured for the outgoing email server of your Internet Service Provider (ISP) along with your email address. To do so, follow these simple steps:
  1. Open ClearDent (sign in with a user that has permission to configure the system)
  2. Go to 'System' > 'Configurations' > 'Practice Information'
  3. In the 'email' field type your email address
  4. In the 'SMTP' field type the name of your outgoing email server
  5. Leave the other fields untouched unless your ISP requires alternate configuration
You can contact your ISP to determine what your outgoing email settings should be. Alternatively you can copy these settings from the outgoing mail server configuration of your email program

Why do I have so many different appointment types that are duplicates?

When creating a new appointment you have to choose an 'Appointment Type.' Sometimes you may see more types than are necessary. For example there is a '6mnth', '6mon', 6M, and '6 month' appointment type when just one of these would suffice.
Explanation:The '+' button was probably pressed, which creates a new appointment type instead of selecting one of the already existing types.
You will want to merge the duplicate types into a single type.
  1. From the main screen of ClearDent go to the 'System' icon or menu, select 'Customize', then choose 'Appointment Types.'
  2. All of the appointment types will be listed here. While holding down the 'Ctrl' key on the keyboard use the mouse to select the duplicates. They will show highlighted in blue.
  3. Click the 'Merge' button. A window will popup that will allow you to choose what the appointment type will be named. Select the wording/spelling you prefer from the drop down list and press 'Ok.'
  4. A warning will display making sure you want to combine the types you have chosen into one type. Press 'Ok' again and you are done.
In addition to being redundant, having multiple appointment types that are the same may make it seem that the recall system is not updating correctly. You could have the 'Recall Exam' appointment type associated with the correct recalls, but the 'RecallEx' type might not have the proper recall associations and therefore not update the recall system appropriately.