Thursday, December 30, 2010

Save on Tax before February 1st, 2011

Plan your switch to, or upgrade of, ClearDent software before February 1st, 2011 and the cost could be eligible for a 100% tax write-off in year one via Canada’s Economic Action Plan!

Through Canada’s Economic Action Plan, the federal government is helping businesses by providing a temporary 100-percent capital cost allowance (CCA) rate on new computer hardware and systems software acquired after January 27th, 2009 and before February 1st, 2011.

For more information please contact your local ClearDent consultant or visit the Federal Government Economic Action Plan web site:

Saturday, December 25, 2010

Giving back to the community together

Every business likes to attract visitors to its booth at a tradeshow, and ClearDent is no exception. Your visit to our booth helps create a positive vibe and ambience. The entire tradeshow experience becomes more fun, more engaging, and lets us connect with each other. We learn about what you are looking for, and you learn more about what we can deliver.

At ClearDent, we like to do things a bit differently. Over the second half of 2010, instead of giving away prizes that people may not find useful, we have been making a donation for each ballot filled out by visitors. The information on the ballot is kept confidential, and visitors will not be contacted unless explicitly requested.

To-date, we have donated to the following registered charitable organizations that are dedicated to the betterment of less privileged individuals:
We sincerely invite you to join our cause by visiting our booth at tradeshows and completing a ballot. All it takes is a quick visit! We look forward to see you in the near future.

Wednesday, December 22, 2010

Tuesday, December 21, 2010

Get ready for the new ClearDent Version 8!

ClearDent version 8 is ready. Simply contact our support to schedule an upgrade. Please note that the upgrade will be scheduled on a first-come-first-served basis and your existing computers must meet the system requirements. Further, we highly recommend that you check out our free introduction video in our online video library (contact us for your user name and password to view the videos if you do not have them yet) to learn about what's new and what's changed.

In addition, you can also book a 2 hour online training with us prior to the upgrade. The online training is cost effective, and our experienced trainer can both show you the benefit that the new features bring and provide tips and tricks that optimizes your workflow by reviewing your existing processes with you. Consider this as an effective way of continous ClearDent learning (CCL).

Thursday, December 16, 2010

Monday, November 22, 2010

How to use the Support Number 2 Method

You might have noticed that on our website there are now 2 options for support:
We are slowly in the process of switching from the #1 option to the #2 option.  To use the #2 option simply click on where it says ClearDent Support as shown below
To make connecting to a member of the support team faster, have the steps below completed prior to calling in ClearDent Support.
If you are using Internet Explorer as your web browser you will then get a prompt asking you to Run or Save the file, click the Run option
You will then get a prompt asking you to Run this software, click the Run option
Then you will get a final pop-up box giving you an ID number, tell the support representative this ID number and they will then be able to connect to your computer.

Monday, November 15, 2010

Healthy Smiles Ontario Schedule of Dental Services and Fees Fee Guide

The fee guide for the Healthy Smiles Ontario Program is now available.  Please contact ClearDent Support at 1-866-253-2748 and press 2 to reach a member of the support team in order to have the fee guide loaded onto your office’s database.

Tuesday, November 9, 2010

Support Available on Remembrance Day for Ontario Customers by Pager

On November 11, 2010 ClearDent Support will be available via Pager.  The pager number is 604-292-2268 and will be available between 9am – 5pm PST.

Friday, October 22, 2010

AVG 2011

Please be aware that if you are using AVG 2011 as your anti-virus program that it will possibly prevent the ITRANS Claims Service from running properly.  It will block the ITRANS program (the file is called ICA.exe) from gaining access to the internet.  As a result you will not be able to send electronic claims.  In order to prevent this from happening please have your computer technician configure the AVG Settings to allow full internet access to the ICA.exe program.

Thursday, September 9, 2010

Staff Time Tracking

Another integrated piece of the management puzzle so you can have your finger on the pulse of the office. It’s an easy to use system for tracking staff hours and reporting out the details.  Fast, simple and paperless. Call your sales rep for full details.

ClearDent Referral Program

We’d love it if you told your friends and colleagues about ClearDent, and we are happy to announce that ClearDent has a reward program for referrals!  Starting with gift certificates that the whole office can use, and ranging to great hardware prizes to enhance your ClearDent experience, we’ll send you a great reward just for letting people know about ClearDent.

For more information, please contact your ClearDent representative on how this referral program works!

Monday, August 30, 2010

Edmonton - Northwest Dental Exposition 2010

ClearDent will be on display at the upcoming Northwest Dental Exposition 2010 at the Shaw Conference Centre in Edmonton, Alberta.  Tell all your friends and peers and make sure to come by and say hi to find out the latest news regarding ClearDent.  We look forward to seeing you all there!

Thursday, July 22, 2010

What’s New in ClearDent Version 8

ClearDent User Account Limit Based On Active/Inactive Status

In earlier versions of ClearDent, once a user has been added, it cannot be removed so the system can keep the audit trail authentic. As a result, you would not be able to add additional new users into the system in order to replace old users that were no longer working for the office.
Now all you have to do is select the user that is no longer working for your office and press the "Modify" button and click the checkbox option for 'Inactive User'. With this option selected, the user will no longer be able to login and when you add the new user into the system it will not count as an additional user license being in use and the audit trail is still authentic.

Grant Specific Users the Right to Remove Entries in the Contact History

Previously, all users had permission to remove a contact history from a patients file. This is now a security privilege that can be granted on a per user basis. To activate this feature within a users profile do the following:
1. Open the User Management screen by clicking System -> Configurations -> System Users
2. Select a user account and click the Modify button to open the User Setup Screen
3. Click "X" icon in User Type so that the type is listed as 'Custom'
4. In the User Rights list box, enable or disable the Remove Contact History check-box as appropriate.
When a user account has the rights to "Remove Contact History," they will be allowed to remove a contact history from the patient's "Contact" tab, as well as the "Modify Appointment" and "Recall Detail" screens. If a user does not have the rights to remove contact history they will be given an error message that says, "You do not have enough rights to perform this action"

Show Warning When Users Backup to the C: Drive

The point of doing a backup is to get your patient data off the server as a precaution against a worse case scenario. Consequently, we generally do not want to save the backup file to the C: drive, or any other 'local drive' (storage inside the server.) ClearDent will now warn you if attempting to save a backup to a local drive.
From the ClearDent Home screen select System -> Backup -> Backup Database and select a backup path in Location field that is on the C: drive
If the backup location is on a local disk the following warning will appear:

Link to Medical History from Scheduler

In addition to a Medical Warning icon being displayed in the appointment, you can now jump directly to the patient's Medical History from the Scheduler. This will save you time from having to first go into the patient's file and then clicking on the medical tab to access their medical history.
1. Open the Scheduler and select a appointment
2. Right-click on the appointment and select the "View Medical History" option in the menu
Alternatively, you can click the clip_image014 button in the top-right of Scheduler. Both of these options will open the patients Medical History.

Family Appointment Confirmation

It is now possible to view and confirm all future appointments within a given family from one screen. This will save you time from having to confirm each family member's appointment separately.
To use this feature the "Family Appointment Confirmation" option must first be enabled in the "Schedule Settings" window.
In the scheduler right click on the patient's appointment and select the "Confirm Appointment" option, a new window titled "Future Appointments for that patient will open. From this screen, the user can confirm all future family appointments.

Post from the Treatment Plan to a Transaction of the Users Choice.

You can now post items from the Treatment Plan to any transaction on the ledger. Previously you could only post items from the Treatment Plan to either a new transaction in the ledger or only to a certain transaction in the ledger.

Fast user switching

Previously, to change the user in ClearDent you would have to logoff and sign back in. The new 'Switch User' feature saves the time of having to load ClearDent again.
In the ClearDent main window, click on the "Application" menu and select the "Switch User" option.
The "Switch User" window will be displayed. Enter the account name and password you would like to change to and press "Ok". ClearDent is now logged in under the new username.

Recycle Bin for Deleted Images in ClearDent

This feature will allow a user to retrieve images if they are deleted by accident.
When images are deleted from ClearDent they will moved to the following folder on the server:
"C:\Program Files\Prococious Technology Inc\ClearDent\Images\DelImages\<patientID>"
If an image is deleted by accident it can be recovered from this location.

Dropdown Box to Include Referral Doctor's List When Emailing Referral Letters

In the Email Document window there previously only used to be a dropdown option for emailing a document to patients. Now there is a dropdown option for emailing to referring doctors.

Copy of E-mail Reminders Kept in Contact History

This new feature will keep a record that an e-mail reminder for an Appointment or Recall has been sent. With this feature you will also be able to see what was exactly sent to the patient as well.

Jump to a patients ledger from the Accounts Receivable reports

When you are viewing the A/R reports, double clicking on any patients name will open up that patient's ledger.

Search for missing progress notes after a certain time period

In earlier versions of ClearDent the missing progress notes tool only displayed patients who had no progress notes ever. With the new date filter you can generate a list of patients missing progress notes after any given time. For example, if we set the date filter to 12/31/2005, then the resulting search will list all patients who have not had any progress notes entered since the end of 2005.

Appointment Book has a white background when printed out

Previously the printout of the appointment book had a grey shaded background. Now the printout has a white background that saves ink and is easier to write on.

Open the Patient Search window with the F2 key

In earlier versions of ClearDent, pressing the F2 key would open the Patient Search window only when you were in the ClearDent home-screen. This keyboard shortcut is now also available from the Scheduler area of ClearDent.

Disable printing future appointment dates on statements and receipts

ClearDent now has an option to not include any future appointment information on a patient's receipts/statements.

Multiple colours for the Write and Highlight tools in Charting

Previously the Write and Highlight tools in Charting only had a single colour. There is now a dropdown box beneath each tool that will allow you to select different colours for each.

Store printed predetermination forms as attachments

This new feature, when enabled, will save a pdf copy of any printed predetermination forms in the patients Document section of their file. This will allow for easy tracking of anything submitted manually for a predetermination. To turn this feature on click on System -> Customize -> Patient Default Values and click on the check mark beside 'Store printed predetermination forms as attachments.' in the lower left hand corner.

New information options to display on an appointment

New options have been added to the information that you can display on an appointment. In the schedule settings you can choose to show Provider 1 and 2, Preferred Provider, Preferred Hygienist as well as options for how you would like the patients name to be displayed.

Block Scheduling included on the printout of the Appointment Book

Previously the appointment book printout did not display the block scheduling that shows a providers work schedule onscreen. This is now included in this version of ClearDent.

Visual cue if a patient is booked multiple times on the same day

This new feature, if enabled, will highlight multiple appointments booked for a patient on the same day. This setting can be enabled by starting in the Scheduler and clicking Setting -> Schedule Setting -> Other and placing a checkmark beside the box labeled 'Border Colour For Pat With Multi Appt'. If you highlight a patient's appointment now, and they have another appointment on the same day, both appointments will be highlighted, as shown below:

Search for Treatment Plans that contain a particular procedure code

A new filter has been added to the search options in the Treatment Plan Manager. Using the procedure code search field, you can search for plans that contain any given procedure code. In the example below, only plans that contain procedure code 00011 will be included in the search results.

Optio 3.0 Integration

The newest version of ClearDent allows for integration with version 3.0 of Optio's patient education software.

Spell Check Improvements in ClearWrite

The spell checker in ClearWrite will now ignore text that is imported into a template from the patient's personal file. This will prevent the spell checker from finding 'mistakes' in the spelling of names, postal codes, etc.

Deductible Calculation

A few insurance carriers have a different way of calculating the patient's deductible than most other carriers. ClearDent now has the option to specify how each carrier's deductible costs should be calculated.

Backup Reminder

ClearDent will now display a warning if a backup has not been performed in more than 7 days. If you have an automated backup system, such as ClearVault, this warning can be disabled.

Modify the price for a group of codes in a fee schedule

The price adjustment tool in ClearDent previously applied to the entire fee schedule; you could choose to raise prices by 5% for example, but that would raise the price on ALL codes. Now you can specify which code range the price change should apply to, leaving the other prices untouched. For example:
When these adjustments are applied, only the two exams will have increased in price:

New display options in the digital imaging slideshow

The slideshow has several new features, including image rotation, the option to change the background colour from black to white, and tooth number and modality labels.

Friday, July 2, 2010

ClearDent Updates

Did you know that ClearDent version updates are always free and can easily be done by connecting us to your computers?

The current version of ClearDent is 7.2.110. All you have to do is to call us and to coordinate the update so that it would fit your working schedule since you will not be able to use the computers during the update.
Please note that we are planning a release of the new version of ClearDent (v8) in September.  This release will include lots of new features and enhancements that have been requested by our customers.

Thursday, May 6, 2010

Alberta 2010 NIHB Fee Guide Update

The new Alberta 2010 NIHB Fee Guide is now available, click on the following link to download it:
Alberta 2010 NIHB Fee Guide
When you click on the link you will get a pop up asking you to open or save the file, click the Save button
When choosing the location of where to save the file to choose the Desktop and click the Save button
Once the file is downloaded click the close button
From the main screen of ClearDent go to the System Menu Option>Configurations>Configure Fee Schedules
This will bring up the Manage Fee Schedules Window, from here click the Import button
Select the file called 2010 AB NIHB GP.xml and click the Open button
You will get a pop-up asking you to Import new fee schedule? Click the Yes button.
You will then get a pop-up saying Import Complete!  Click the OK button
Now you will want to highlight the last NIHB Fee Guide that you were using, for some of you it might be called 2009 AB NIHB GP A&B for some of you it might have a different name, and click the Update button.
When the Update Fee Schedule window appears, make sure the fee schedule in the From field is the old NIHB fee guide and the fee schedule in the To field is the 2010 AB NIHB GP fee schedule and click the Update button.

You will then get a warning box, click the OK button
Now click the Close button on the Update Fee Schedule window and you are done.

Thursday, April 1, 2010

Change All MSSH Policy Coverage Period

Effective April 1 2010, the limit for basic dental treatment for Healthy Kid and other children covered under the BC ministry's dental plan will change to $1,400 every two years from $700 per year. The two year benefit period begins on January of every odd numbered year.
This means on April 1, 2010(before Dec 31 2010), you will need to switch all MSSH policies' start date to January 1 2009. Please use the tool attached here to make this change:
1) From your Server computer, go to the link above to download the update tool.
2) Once downloaded on your Server computer unzip the files and then run the file called UpdateCoverageDate.exe.
3) When the program appears change the Carrier field to MSSH and select the applicable policies you have for them.  Then Set the Coverage period from January 1, 2009 to December 31, 2010 and then click "Update".  If you have more then one policy for MSSH you will need to select each policy individually and click the "Update" button again. screenshot

Wednesday, March 24, 2010

ClearDent Hospitality Event


Your office is invited to join us as we celebrate our 8th year as Canada’s premiere dental software suite, and the launch of ClearDent 8
We are hosting a pre-PDC party; we’d love to meet your team and invite you to meet ours.  Come by before your dinner plans to share drinks and hors d’Ĺ“uvre
April 14th, 6:00 PM @ Harbour View Room
Located at: 375 Water Street, Vancouver BC
(Corner of Water Street and W Cordova Street)
RSVP Recommended – Call 1.866.253.2748 x 1 or e-mail
Download the formal invite post card here

Tuesday, February 23, 2010

2010 Fee Guide Corrections College Guide and PBC Guide

On February 19, 2010 the British Columbia Dental Association mailed out a newsletter advising of corrections that needed to be made regarding the fees for certain procedure code in the 2010 College Fee Guide.  Changing the fees in ClearDent to match the corrections set out in the newsletter is fairly simple to do.  This article will show you how to do so.
1)From the main screen of ClearDent, go to the System Menu>Configurations>Configure Fee Schedules
2) When the Manage Fee Schedules Window appears highlight the 2010_BC_GP fee schedule and click the modify button.
3)When the Modify Fee Schedule window appears click your mouse inside the Code Search field and type the procedure code number that you wish to change the fee for and then press the enter key on your keyboard.  For Example, type in procedure code number 02101 and then press Enter on your keyboard.  This will then bring you to that code and you will see the incorrect fee of $80.30.  Click your mouse where you see the $80.30 fee and type in the correct fee of $79.80 and then click on the ok button.  Repeat this step for the rest of the codes whose fees need to be changed.

You will also need to follow these steps to update the PBC Fee Guide.  For this guide highlight the guide called  2010_BC_PBC and click the modify button and make the corrections to the same fee codes listed below.

The following codes will need to be corrected:
CodeCurrent FeeCorrect Fee

Beyond Clarity: Today’s Digital Dentist – ClearDent Educational Seminar Series

We are pleased to announce a new ClearDent Education Seminar in Victoria in March. The seminar is intended for offices using other software systems, but we welcome current ClearDent Victoria and area clients not yet fully paperless.  Join us on March 10th to learn why more and more offices are going fully digital, fully paperless, and the advantages to their patients.
Date:  March 10th, 2010
Time: 6:30pm-9pm
Location: Courtyard Room, Hotel Grand Pacific
463 Belleville Street, Victoria BC
Cost: FREE
If you would like to register your attendance or have any further questions please contact Eric Grice 1-866-253-2748 ext. 234 or
Not able to make it to the seminar but would like to learn how paperless, digital imaging, and digital documents can improve your patients experience? Call today to arrange your in-office demo!

Wednesday, February 17, 2010

Ensure that the Recall is up-to-date by linking Appointment Types to Recall Types

When setting up different appointment types in ClearDent, it is important to make sure that the appointment types associated to the correct recall types.

For example, in the image above we have an appointment type called "General" which is associated with the recall type "Recall".
In Scheduler if you go to book the appointment type "General" for a patient that has the "Recall" recall type in their file then ClearDent will automatically check off the checkbox for the "Book For The Following Recall(s):"

By having the appointment type linked you can ensure that the patient's recalls are updated correctly.  Best of all, it is done automatically and thus avoiding any manual data entry error.

Monday, February 15, 2010

ClearDent Salutes Vancouver 2010 Games

ClearDent would like to wish all the best to our Canadian athletes competing in the 2010 Olympics and hope that everyone around the world is enjoying the show.

Friday, January 22, 2010

2010 BC Fee Guide Update

s of February 1, 2010 the new BC College and Pacific Blue Cross will be in effect. As

a result we have created this newsletter which will provide you with step-by-step

instructions on how to update your office with the latest fee guides. In order to ensure

that the transition of updating your ClearDent with the latest fee guide is a smooth one

please keep the following suggestions in mind:

  • Try following the instructions in this newsletter first before calling ClearDent Technical Support.
  • Even though the new fees are not in effect until February 1, 2010 you mayupdate your office to the new fee guide prior to this date if your dentist is okay with charging patients at the new rates a few days ahead.
  • Try following the first few steps in the instructions a couple of days before February 1, 2010 to see if you are comfortable with self update. In fact you can go through step 1 to 20 first before Feb 1st 2010 to save some time. Feel free to call us if you are stuck in the process.
  • If you do require further assistance updating the fee guide and need to call ClearDent Technical Support expect a higher than usual call volume on January 29th and February 1st . Please kindly leave a message and we will get back to you as soon as possible.
Steps for Updating Fee Schedules:

  1. If you have the Internet, proceed to step 6, otherwise place the CD we have sent you into the computer.
  2. Open My Computer and double click your CD/DVD drive to display the contents of the CD. There will be 3 files, Procedure codes.xml, 2010_BC_GP_Schedule.xml and 2010_PBC_Schedule.xml.
  3. Select all three of the files with your mouse, press the right mouse button and choose the Copy option.
  4. Open My Computer ,then double click Local Disk (C:), Program Files, Prococious Technology Inc, ClearDent and lastly Fee Schedule.
  5. Click on the Edit menu and then Paste. Close the two windows you opened and move on to step 11.
  6. Open your web browser and navigate to
  7. Scroll to the bottom of the page and click on Downloads
  8. Right-click on 2010 BC Procedure Codes and click Save Target As…(Save Link As…in FireFox).
  9. The Save As window will open up. Click on My Computer on the left, then double click Local Disk (C:), Program Files, Prococious Technology Inc, ClearDent and lastly Fee Schedule. Press the Save button.
  10. Repeat steps 8 and 9 for to download the 2010 BC College Fee Guide and 2010 BC PBC Fee Guide
  11. Open ClearDent, login and go to System->Configurations->Procedure Codes.
  12. In the lower left hand corner click on the Import button and then Procedure Codes.
  13. The Import from window should open already in the folder C:\Program Files\Prococious Technology Inc\ClearDent\Fee Schedule. Select the file named Procedure Code.xml that was saved in step 2 and press the Open button.
  14. A question will confirm that you want to import any new codes. Press Yes and an informational window will display any new codes that were added to the system. Press Ok and close the Manage Procedure Codes window.
  15. Go to System->Configurations->Fee Schedules.
  16. Press the Import button on the lower left hand corner. A window to choose which file to import will load.
  17. In the From drop down field select the old guide that is to be updated. (Ex. 2009 GP Schedule).
  18. In the To drop down select the new guide that was recently imported. (Ex. 2010 GP Schedule) and press the Update button. A warning making sure you want to make this change will appear, press Ok. All policies that were previously using the 2009 GP Schedule will have been updated to use the 2010 Schedule. Press the Close button.
To Set All Providers to Use a Particular Schedule
Highlight the new guide that your providers will bill from by default (eg. 2010 BC ADSC GP) and press the Apply ->To All Providers. A warning will ask if you want to make this change. Press Ok. All Providers will now be billing out of the new schedule.

Creating a Custom Schedule Based on the College Schedule
If your practice uses a Custom schedule based on the current college schedule (Ie. College schedule plus 10%) then you will need to use the Add button under System->Configurations->Fee Schedules to make a new schedule based on the latest schedule.

The Create Fee Schedule window will open. In the Based on Fee Schedule dropdown select the new guide (Ex. 2010 GP Schedule).

Enter a name for the custom schedule (Ex. Dr’s Name Custom Schedule 2010)

On the right hand side adjustments can be applied, such as a percentage increase on all fees, as well as rounding. After ‘Applying’ the adjustments press Ok to save the guide.

 Follow steps 12-14 to update anyone using the previous years Custom Schedule to the newly created one.