Friday afternoon is for building the reports. Production by provider, the unscheduled list, the aging report, broken appointments, recall due, and a spreadsheet that joins them for the Monday meeting. By Monday two of the numbers have changed and the dentist asks a question the spreadsheet does not answer. This page is about running the same office from one list.
The week as it is
Monday: the huddle, with the schedule on one screen and sticky notes for who owes a balance and who has not confirmed. Tuesday and Wednesday: filling tomorrow’s gaps by scrolling the recall list and calling from the top. Thursday: posting claims, chasing the ones the carrier says it never received. Friday: reports, and the end of day reconciliation that only sometimes happens when the person who posted payments is also the person counting the drawer.
Everything needed is in Open Dental, Dentrix or Eaglesoft. The Unscheduled List, the Continuing Care report, the Day Sheet, the Aging Report. The cost is the time to run each one and the risk of the one you skipped.
What Calibic gives an office manager
Daily Huddle (LIVE) is the morning list on one screen: every patient on today’s schedule with the thing that needs doing next to their name. Balance due $135. Unconfirmed. Crown #14 not booked. Benefits expire in 12 days. Confirmed. The team reads it in five minutes and nobody needs the sticky notes.
Smart Recall (LIVE) ranks overdue hygiene patients by how likely they are to book, so a gap at 10:00 tomorrow gets three names most worth a call rather than a list of 127 in alphabetical order. The calling still happens by phone; sending texts from Calibic is ROADMAP.
Front Desk and End of Day (LIVE) lists what to check before closing: payments posted against the schedule, unposted claims, patients who left without a next visit. The end of day report guide describes the manual version.
The Insurance card (LIVE) shows claims over 90 days as a dollar total with the patient list behind it, claims that were created and never sent, and patients with remaining benefits and open treatment from October onward.
Protect (LIVE) flags deleted and edited payments and adjustments the day they happen, with who, where and when. For an office manager this is a safeguard as much as a check: the record shows the correction you made at 2:14 and why, and nobody has to remember it in March.
Reports (LIVE) hold the weekly set, so Friday afternoon is reading rather than building. The office manager reports guide lists what belongs in it.
What stays yours
Calibic is read-only toward your practice software. It cannot change a status, post a payment or delete anything, which also means every fix still happens in Open Dental, Dentrix or Eaglesoft, by you. It does not text or call patients yet. Local ranking, Competitor Insights and review monitoring are LIVE; drafted review replies are BETA and are written for you to read, edit and post yourself.
Roles are Owner, Admin and Staff. The front desk sees the huddle and the lists; Protect and the owner dashboard can be kept to Owner and Admin.
A Monday with it
7:45, Daily Huddle on the reception screen, four of five morning patients need something, two balances and a crown to book. 9:30, a gap opens for Thursday; Smart Recall gives three names, the second one books. 2:00, a Protect flag on a payment edited by the front desk; it was a card declined and re-run, you mark it reviewed with a note. 5:10, End of Day shows one claim created and not sent; it goes out before you leave.
The owner’s side of the same week is on the owner dentist page. For the product itself, see Daily Huddle. Pricing is $149 per location per month, or $119 billed annually, with a Business Associate Agreement sent with every sign up.