DentalOS Practice Setup & Clinical Suite Guide · Employee Role Manual

Open the Clinical Surgery Diary (calendar2.html). At the top of the screen, the live Surgery Flow & Waiting Strip displays:

• 🟢 Waiting Room / 🔵 In Surgery / 🟣 Ready for Reception: Live patient flow counters across all surgeries.
• 🔔 Reception Handover Badge: Whenever a dentist clicks "Send Next Visit to Reception Desk" inside the surgery, this badge turns amber and displays the exact duration, procedure, and target timeframe to book before the patient leaves the front desk.

• Every appointment block on calendar2.html shows either ✓ Med Hx (Green — signed within the last 6 months) or ! Med Hx Due (Amber — expired or missing).
• How to update: Ask the patient to open account.html on their phone or reception iPad and click ✍️ Digitally Sign & Submit Medical History, or update it directly in Tab 4 (Clinical Notes & Medical) of their clinical chart.

• Check the badge directly on the appointment card in calendar2.html:
  • ⏳ Lab Out (Amber): Still in transit at the laboratory — chase the lab before seating the patient.
  • 📦 Lab In (Purple/Green): Logged as Received & Disinfected by the dental nurse and ready in the surgery pan.

1. Open Practice Admin and locate the 💳 In-House Dental Membership Plans (Denplan Killer) panel inside the Clinical Governance Hub.
2. Select the Patient, choose their plan tier (Essential Maintenance £18.50/mo, Complete Care £29.50/mo, or Children & Teens £9.50/mo), and click + Enroll Patient.
3. When an enrolled member attends for their check-up or hygiene visit, click ✓ Use Check-Up or ✓ Use Hygiene next to their name in the Active Member Roster to decrement their annual allowance.

No. DentalOS enforces a strict Widget-First Customer Boundary:

• Patients (client role) can only access booking-login.html, booking.html, and their personal account.html portal.
• Any attempt by a patient to visit calendar2.html, client-list.html, or admin.html automatically redirects them, and all backend clinical/governance APIs return 403 Forbidden.

1. Open any patient's Chairside Clinical Workspace (click 🦷 Chart on any appointment in calendar2.html or patient row in client-list.html).
2. In Tab 1 (Odontogram), click the notation toggle button in the top toolbar: 🔢 Notation: FDI (#11–#48) or 🇬🇧 Notation: UK Palmer (UR1–LL8).
3. All 32 adult (or 20 deciduous) tooth labels and the surface history log immediately switch between FDI and UK Palmer notation.

• In Tab 1 (Odontogram), pick any past date in the 🕒 Historical Scrubber date input in the toolbar.
• The 5-surface SVG tooth chart immediately filters out any entries recorded after that date so you can review how the patient's dentition looked at an earlier examination. Click Reset to return to today's live chart.

1. In Tab 1 (Odontogram), set Layer / Status to 🟠 Planned (Auto-adds to Plan).
2. Select the Procedure (e.g. Composite Restoration £165, Zirconia Crown £695, Root Canal Molar £550).
3. Select Option Group: Option A (Primary / Recommended) or Option B (Alternative / Cosmetic).
4. Select the Visit Phase (Visit 1, Visit 2, Visit 3) and Vita Shade (e.g. A2).
5. Click the specific tooth surface polygon (O/I, M, D, B, L, or Root). DentalOS colours the surface in amber and automatically appends a priced line item to the patient's active Treatment Plan!

Yes — synchronization is automatic and bidirectional. When you click ✓ Complete on any item in Tab 3 (Treatment Plans), DentalOS marks the procedure completed, adds its value to the clinician's completed gross revenue ledger, and automatically turns the linked tooth surface on Tab 1 (Odontogram) from Amber (Planned) to Emerald Green (Completed).

• In Tab 3 (Treatment Plans & Quotes), click the filter pills at the top of the plan to view All Options, Option A Subtotal, or Option B Subtotal side by side with the patient.
• When creating or updating a plan, select the Payor Type (Private Fee-Per-Item, NHS Band 1 £27.40, NHS Band 2 £75.30, NHS Band 3 £326.70, NHS Urgent £27.40, or Denplan / Membership).

1. In Tab 4 (Clinical Notes & Medical), click a 1-Click GDC Clinical Macro (Adult Exam, Emergency Pulpitis, Bonded Composite, Zirconia Crown Prep, or Perio Hygiene & EMS Airflow).
2. Confirm Soft Tissue Cancer Screen, LA Batch & Expiry, NICE Recall Interval, and RAG Risk scores, then click 💾 Save & GDC-Lock Clinical Note.
3. Immutability Rule: Locked notes cannot be edited or deleted. To add additional notes later, type into the + Append Timestamped Addendum input under the locked note and click + Addendum.

• In Tab 6 (Lab & Prescriptions), selecting a UK BNF medication (e.g. Amoxicillin 500mg Capsules) automatically cross-checks the patient's active Medical History.
• If a Penicillin Allergy is recorded, DentalOS displays a high-visibility clinical warning and the backend API hard-blocks (400 Bad Request) any Penicillin/Amoxicillin script, guiding you to prescribe Metronidazole 400mg or Clarithromycin 250mg instead.

• Side-by-Side Comparison: Open Tab 5 (Cloud X-Ray Vault & IR(ME)R) and click ⚖️ Compare Side-by-Side in the viewer toolbar. Select any second radiograph from the comparison dropdown to inspect caries or bone level changes side by side with live Brightness, Contrast, Invert, and Zoom sliders.
• Upload Custom Sensor Image: In the right-hand Log Radiograph & IR(ME)R Audit form, choose an image file in Upload Radiograph / Sensor Image, enter the mandatory IR(ME)R 2017 Justification, Quality Grade (Grade 1, 2, 3), and Clinical Findings, then click 💾 Log X-Ray & IR(ME)R Audit.

1. In Tab 3 (Treatment Plans), scroll to the 🛎️ Chairside-to-Reception Next Visit Handover box.
2. Pick the appointment Duration (e.g. 45 mins), verify the Procedure Summary, and enter the Target Timeframe (e.g. In 2 weeks after lab return).
3. Click 🛎️ Send Next Visit to Reception Desk. The Receptionist's Surgery Diary waiting strip immediately displays the handover alert.

1. Open the patient's chart and select Tab 2 (BPE & Perio Chart).
2. Enter the 6 sextant BPE scores (0, 1, 2, 3, 4, 3*, 4*) for Upper Right, Upper Anterior, Upper Left, Lower Right, Lower Anterior, and Lower Left.
3. Enter Plaque Score (%), Bleeding on Probing BoP (%), and the BSP 2017 Periodontal Diagnosis.
4. Record 6-point pocket depths (DB, B, MB / DL, L, ML in mm) and tick the Bleeding on probing and Plaque boxes per site, add any Gingival recession (mm), and click 💾 Save BPE & 6-Point Periodontal Chart. The patient's sticky header immediately updates with their latest BPE grid.

In Tab 4 (Clinical Notes & Medical), click the 🪥 Perio Hygiene & EMS Airflow macro button. It automatically populates structured headings for BPE/Plaque/BoP indices, supra/subgingival piezoelectric scaling, EMS Airflow erythritol polishing, interdental TePe brush education, and recall interval.

1. Open Practice Admin and scroll to the 🧼 HTM 01-05 Autoclave & Decontamination Daily Log inside the Clinical Governance Hub.
2. Select the Autoclave Unit, Cycle Type (e.g. Standard Wrapped Load 134°C), Peak Temp (°C) (e.g. 134.6), Pressure (bar) (e.g. 2.15), Hold Time (mins), and your Operator Name.
3. Confirm ✓ TST Indicator Strip Passed and click + Log Cycle. DentalOS automatically calculates and displays the 365-Day Pouch Expiry Date for your instrument labels.

• Local Anaesthetic Batch & Expiry: In Tab 4 (Clinical Notes), type the cartridge details into the LA Type, Batch & Expiry field (e.g. Articaine 4% 1:100k · 2.2ml · Batch #A9941 · Exp 11/2027) while the dentist completes the clinical note.
• Lab Docket Disinfection: When lab work arrives, open Tab 6 (Lab & Prescriptions) and click ✅ Received & Disinfected on the docket. This turns the patient's diary badge to 📦 Lab In.

1. Open Practice Admin → Manage Dentists card.
2. Click + Add dentist, enter their full name, GDC number, and surgery room title, link their staff user account, and click Save dentists.
3. Use the Dentist & Practitioner Schedule card below to set their weekly working days, session hours, and holiday blocks.
4. In Team Access & Roles, assign staff accounts the Dentist or Admin role.

In Practice Admin → 🦷 DentalOS Clinical Governance & Financial Engine, every clinician's statement is calculated in real time:

• Formula: Net Splitable Revenue = Completed Gross Treatments − Allocated Lab Docket Fees.
• Associate Payout: Net Splitable Revenue × Associate Split % (e.g. 50% or 45%).
• It also tracks each clinician's NHS UDA Target Progress (completed UDAs vs annual contract target) and Planned Treatment Pipeline.

• Open Practice Admin and look at the top right of the 🦷 DentalOS Clinical Governance & Financial Engine card.
• Click ⬇️ Export CQC & IR(ME)R Audit CSV. DentalOS immediately downloads a timestamped CSV file containing your practice-wide IR(ME)R Grade 1 Quality % (benchmarked against the ≥70% FGDP target), GDC-locked note audit counts, clinician financial splits, and HTM 01-05 autoclave sterilisation cycles.

1. Open Practice Admin → Legacy Dental PMS Importer (CSV).
2. Click one of the 1-click column mapping presets: 🦷 Dentally Preset, 🏥 SOE Exact Preset, 📋 Systems for Dentists (SfD), or 🩻 Carestream R4+ / Sensei (or click ⬇️ Sample Dental CSV to download a sample file).
3. Select your exported CSV file, click Preview & Validate, and click Run Import.

1. Open Tab 2 (BPE & 6-Point Perio) and enter the six pocket depths, recession (mm) and tick bleeding/plaque sites for each index tooth.
2. The 📈 Live Pocket Depth, Recession & Bleeding Graph redraws as you type: the teal line is the gum margin, the dark line is the pocket base, red shading marks pockets of 4 mm or more, red dots are bleeding sites and blue dots are plaque.
3. Use the summary chips and the plain-English What this means box when explaining treatment, then click 🖨 Print patient perio chart to hand them a copy.
4. Click 💾 Save to store the chart. The graph is a visual aid only - it does not replace your clinical judgement or BSP staging.

1. In Tab 3 (Treatment Plans), scroll to 💳 Chairside 0% Finance & Patient Quote.
2. Choose a Term (3-24 months) and optional Deposit. Option A and Option B each show e.g. "£1,800.00 - or £150.00/mo over 12 months at 0% APR".
3. Click 🖨 Print / Export Patient Treatment Quote (use your browser's Save as PDF to export) or 📤 Copy / Share Quote.
4. Finance is shown for private and membership plans only; NHS plans are charged by band. Make sure your practice's interest-free payment arrangements comply with consumer-credit rules.

1. In Tab 3 (Treatment Plans), open 🏛 NHS Exemption Checker & FP17 Claim.
2. Pick the patient's category (paid, under 18, 18 in full-time education, expectant/nursing mother, HC2, HC3, Universal Credit, Pension Credit, Income Support/JSA/ESA, tax credit), enter the evidence/certificate reference and expiry date, and click 💾 Save exemption. Under-18s are detected automatically from their date of birth.
3. The banner shows the patient charge (£0 if exempt) and warns about missing evidence or expired certificates.
4. Choose the NHS band and completion date, then click 🏛 Build FP17 Claim. Download the claim XML if needed.
5. Important: DentalOS prepares the claim data and UDA record but does not transmit to NHSBSA. Submit through your normal Compass / Dental Services route, then mark it submitted (Q26).

1. Open Practice Admin and scroll to 🏛 NHS UDA Schedule & FP17 Claims.
2. Enter your contract number, performer number, GDC number and annual UDA target and click 💾 Save contract (admins only).
3. Review UDAs delivered vs target (contract year runs 1 April - 31 March), the monthly table, and any claims awaiting submission.
4. After submitting a claim to NHSBSA, click Mark submitted and optionally record the reference. Use XML to re-download a claim.
5. UDA values used: Band 1 = 1, Band 2 = 3, Band 3 = 12, Urgent = 1.2. Charges are the current England figures and change each April.

1. Open Practice Admin and scroll to 🔄 Treatment Coordinator & Recall Pipeline.
2. The top tiles show the £ value of treatment sitting unbooked (split into not yet signed and accepted, not booked) and how many recalls are overdue or due in the next 30 days.
3. Unbooked treatment lists each patient and the value waiting. Recall due uses the patient's recall interval from their latest clinical note (default 6 months) from their last visit, and hides anyone who already has a future appointment.
4. Click 📧 or 💬 to send a recall or treatment reminder. Buttons are disabled if the patient has no email/mobile or has opted out. Sent messages are logged and show contacted dates. Click 🩺 to open their chart.