Resources
Practical help for the people who run a practice.
Step-by-step reports for Open Dental, Dentrix and Eaglesoft, calculators that take a minute, and checklists for the desk. Written by people who have run one.
62 pages. Each one links to the matching Calibic module.
Free calculators and checklists
They run in your browser. Nothing you type is stored or sent.
Calculate your dental case acceptance rate two ways, by dollars and by procedure count, from your treatment plan report. Formula stated, worked example.
Calculate gross and net collection rate for a dental practice from production, adjustments and collections. Formula in words, with a worked example.
Estimate how much unused dental insurance benefit your patients will lose at year end, and how much of it could become booked treatment before December.
Work out what no-shows cost your dental office each year from four numbers you have: no-shows a week, production per visit, weeks open, share rebooked.
Calculate your dental practice overhead percentage from collections and expenses, with owner pay kept out of the figure. Formula stated, worked example.
A two minute dental practice health check: ten yes or no questions about numbers an owner or office manager should know today, scored on the page.
Calculate production per hour for a dentist, a hygienist or the whole office: production divided by scheduled hours, plus a figure for open chair hours.
Estimate what reactivating inactive dental patients is worth: inactive count, share who respond and first-visit production. Formula, then a calculator.
Guides for your software
The report, the menu, what to look for, and what Calibic adds.
Open Dental's audit trail is the securitylog table. Where to open it, what it records (user, time, workstation, patient), what it misses, how to read it.
How to run the Production and Income report in Open Dental by day, month and provider, what gross and net production mean, and a per hour example.
Eleven read-only Open Dental query examples for User Query: unscheduled treatment, recall, production, payments, adjustments and claims, with cautions.
Open the Recall List in Open Dental, set the date range and status filters, read the columns that matter, and work the overdue patients first.
Four ways to reach Open Dental from home: Remote Desktop, VPN, a hosted server or Open Dental Cloud. What each costs in setup and risk, and a lighter way.
Two ways to find unscheduled treatment in Open Dental: the Unscheduled List and the Treatment Finder. Which to use, what the columns mean, how to rank.
Run the Aging Report in Dentrix from the Office Manager, set the right options, read the 30, 60, 90 and over 90 columns, and decide what to work first.
Dentrix Audit Trail Reports in the Office Manager: how to run them, what they record, and the gaps, including why a deleted payment often has no name.
Dentrix calls recall Continuing Care. How to open the list, set a view for overdue patients with no appointment, print it, and work it in the right order.
The seven Dentrix reports worth running on a schedule: Day Sheet, Aging, Unscheduled Treatment Plans, Continuing Care, Practice Analysis, Advisor, Audit.
The Unscheduled Treatment Plans report in Dentrix: where it is in the Office Manager, which options to set, how to print it, and how to rank it by dollars.
Where the audit trail is in Eaglesoft, how a voided payment is stored, what it cannot tell you about who made a change, and how to read it every week.
An honest look at the built-in Eaglesoft dashboard: the tiles it offers, where the numbers come from, what it cannot show, and what to add alongside it.
Where the Recall report lives in Eaglesoft, which options give you overdue patients with no appointment, how to read the printout, and who to call first.
Ways to reach Eaglesoft from home: Remote Desktop, a terminal server, a VPN or a hosted server. What each needs, the risks to close, and a lighter option.
Six Eaglesoft reports worth running on a schedule: End of Day, Day Sheet, Deposit Slip, Provider Productivity, Aged Receivables and Unscheduled Treatment.
A statement run in Eaglesoft, step by step: what to check first (credits, unposted EOBs, write-offs), which options to set, and how to read the batch.
Checklists for the desk
Cloud based dental practice management software compared with server software on access, backups, speed, cost, security and reporting, with a decision table.
What a useful dental practice dashboard shows and hides, the numbers by role, where to pull them, a free spreadsheet build and a fair table of tools.
A dental end of day checklist: what the day sheet must match, the red flags that mean something changed after posting, and a worked example.
A dental front desk checklist by time of day: before the first patient, morning, the midday gap, afternoon and closing, with the number each task protects.
A 10 minute dental morning huddle: the agenda in order with timings, a printable template, the numbers to pull from Open Dental, Dentrix or Eaglesoft first.
The six reports a dental office manager should pull every week, the formula behind each, where it lives in each practice system, and a one page template.
Dental practice management software compared: Open Dental, Dentrix, Eaglesoft, Curve and more, with published prices, demo questions and switching costs.
A dental practice manager checklist in three cadences. Each item names the number behind it, the report it comes from, and what a good figure looks like.
A map of dental software: practice management, imaging, communications, billing, analytics and AI. Who makes what, and what a small practice buys first.
Protect the practice
Audit trails, deleted payments, write-offs and the patterns worth a second look.
How Open Dental, Dentrix and Eaglesoft each record a deleted payment, where the trace lives, which thresholds separate a typo from a pattern.
The payment, adjustment and audit log patterns that deserve a second look, how to check each in your own software, and what to do before accusing anyone.
The kinds of fraud that touch a dental office, split into insurer-facing, patient-facing and internal, with the records each one leaves behind.
The fields a useful audit log records, how long to keep it, how Open Dental, Dentrix and Eaglesoft differ, and how to read one row without panic.
Backups you have restored, one log-in per person, patched machines, email that cannot deliver ransomware, vendors with a BAA. A checklist to run.
How to split contractual PPO write-offs from courtesy adjustments, run the report by user and provider, and spot the rows that need a question.
What insurers, the ADA and OIG treat as improper dental billing, how each pattern shows in your ledger, and what to do if a report turns one up.
Separation of duties, a ten-minute daily reconciliation, an audit trail nobody can edit, and a culture where checking is normal. Steps any office can run.
What read-only means at the database level, how to check a vendor's access in Open Dental, Dentrix and Eaglesoft, and what it rules out in a breach.
Bring revenue back
Recall, no-shows, unscheduled treatment and benefits that expire.
Three ways to calculate case acceptance, each, why they give different answers, where the inputs live in your software, and what raises the rate.
What the insurance coordinator owns each day: eligibility, claims, pre-authorisations, EOB posting, denials and aging, with the errors that cost money.
The no-show rate formula, a calculator that turns your rate into dollars a year, where the inputs live in your software, and what reduces it.
Five places revenue already sits in your practice software: recall, unscheduled treatment, unused benefits, no-shows and collections, with examples.
The recall rate formula with a worked example, why published benchmarks vary, where the inputs live in your software, and the four levers that move it.
Dental revenue cycle management explained step by step, with eight numbers, formulas and a worked example, plus when dental RCM outsourcing makes sense.
How to find every patient with unused insurance benefits and planned treatment before the plan year resets, with the call and a worked example.
What a treatment coordinator does each day, a checklist by time of day, the three numbers to track, and the practice software reports that feed the job.
The report that lists planned, unbooked treatment in Open Dental, Dentrix and Eaglesoft, how to rank it by value and age, and a short call script.
Three unused benefits letter templates for October, December and a last call, with the patient's own numbers filled in, and how to track replies.
Know your numbers
The metrics worth tracking, each with its formula and a worked example.
What separates a dental KPI dashboard that gets opened every morning from one that is ignored: seven rules, three layouts by role, and the data needed.
Twelve dental practice KPIs an owner can calculate from the practice software, each with the formula and a worked example, and why most have no benchmark.
The three ways a dental practice is valued, what EBITDA means, what buyers pull from the practice software, and why clean data raises the price.
The net collection rate formula, why a one-month figure misleads, the four reasons it drifts down, and how to fix each from your own ledger.
The production per hour formula for doctors and hygienists with worked examples, which hours to count, how to pull it by provider, and what moves it.
Be found nearby
How patients find a dentist on a map, and how to see where you stand.
A dental competitor analysis you can finish in an hour with a phone and a notepad: who shows up, where they rank, what they list and charge, what changed.
Dental practice reputation management in three parts: a review flow at check-out, replies that respect HIPAA and Google's rules, three numbers to track.
Why one practice shows in the map pack for dentist near me and the one next door does not: distance, relevance and prominence, and what you can change.
Google Business Profile tips for a dental practice in the order they matter: categories, services, hours, photos, reviews and fields offices leave blank.
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