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The dental clinic system gives you several layers of monitoring: live number cards for instant status, dashboard charts for trend analysis, structured reports for deeper review, and automated notifications that keep patients and staff informed without manual effort.

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Number Cards

Four number cards appear on the Healthcare Dashboard and give you a real-time view of critical counts. These update automatically as records are created and modified.

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Total Patients

The total number of registered patients in the system. This is a cumulative count: it grows every time a new patient is registered and never decreases. Monitor this to: Track patient base growth over time.

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Total Patients Admitted

The count of patients currently admitted as inpatients. In a dental clinic, this is specifically relevant for patients undergoing procedures under intravenous sedation or general anaesthesia who are occupying a procedure bay or recovery area. Monitor this to: Know how many patients are currently in the chair under sedation at any moment. This should typically be zero at the end of the day.

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Open Appointments

Appointments that are in “Open” status. An appointment moves to Open when the patient has been checked in but the encounter has not yet been closed. A large number here late in the day means encounters have not been submitted. Monitor this to: Identify appointments where the dentist has not yet completed and submitted the clinical record. Unsubmitted encounters mean incomplete records and missed billing triggers.

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Appointments to Bill

Appointments that have been completed (encounter submitted) but where no sales invoice has been created yet. This is the most important number for the front desk to watch daily. Monitor this to: Make sure no appointment goes unbilled. This number should be zero at the end of each day.

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Dashboard Charts

Open the Healthcare Dashboard from the workspace shortcut or from the Bizaxl dashboard section to see the following charts.

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Patient Appointments

A bar or line chart showing appointment volume over time, grouped by date. Helps you see busy periods, slow days, and week-on-week trends. Use this to: Plan staffing for high-volume days and identify which days have unfilled chair time.
Patient Appointments chart showing appointment count by date over the past 30 days

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Clinical Procedures

A count chart showing how many clinical procedures have been performed, grouped by procedure type. In a dental clinic, the top procedures will typically be fillings, scalings, extractions, and root canal treatments. Use this to: Understand which procedures drive the most volume. Useful for ordering supplies and consumables.

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Clinical Procedures Status

A chart showing the status breakdown of all clinical procedures: Initiated, In Progress, Completed, Cancelled. Procedures that are stuck in “Initiated” or “In Progress” may represent records that need to be completed and submitted. Use this to: Identify incomplete procedure records that are blocking billing.

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Department Wise Patient Appointments

Appointment volume broken down by Medical Department (General Dentistry, Oral Surgery, Orthodontics, Periodontics, Paediatric Dentistry, etc.). Use this to: See the distribution of work across specialties. If you have multiple dentists covering different departments, this shows relative chair utilisation.

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Symptoms

A chart of the most commonly recorded patient complaints, drawn from Patient Encounter symptom records. Common dental complaints include toothache, sensitivity, swelling, bleeding gums, and broken tooth. Use this to: Track the most common presenting complaints and ensure your appointment type mix matches patient demand.

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Diagnoses

A chart of the most frequently recorded diagnoses across all patient encounters. Common dental diagnoses include dental caries, gingivitis, periodontitis, pulpitis, periapical abscess, and impacted third molar. Use this to: Monitor the clinical profile of your patient base. High periodontitis rates, for example, may indicate a need for more hygiene appointments.

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Lab Tests

A count of lab tests ordered and their status (Draft, Submitted, Approved). In a dental clinic, these are primarily pre-surgical blood tests. Use this to: Ensure all pre-surgical lab tests have been completed and approved before patients attend for oral surgery under sedation.

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In-Patient Status

A breakdown of inpatient records by status (Admitted, Discharged, Cancelled). This is relevant for sedation cases. Use this to: Confirm all patients who arrived for sedation procedures have been formally discharged by end of day.

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Reports

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Patient Appointment Analytics

A detailed report of appointment data with filters for date range, practitioner, appointment type, status, and department. Shows how many appointments were booked, how many were completed, how many were cancelled or did not attend. How to access: Healthcare workspace → Reports card → Patient Appointment Analytics Use this to: Calculate chair utilisation rate, track no-show rates by appointment type, and monitor practitioner productivity.
A report listing all diagnoses recorded within a date range, with patient counts. Diagnoses are recorded in the Patient Encounter during the dental examination. How to access: Healthcare workspace → Reports card → Diagnosis Trends Use this to: Monitor the clinical profile of your patient base and track changes over time (e.g., is periodontitis increasing as a proportion of diagnoses?).

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Lab Test Report

A report of all lab tests ordered within a date range, with their status, result values, and whether they have been approved. How to access: Healthcare workspace → Reports card → Lab Test Report Use this to: Confirm that all pre-surgical blood tests for upcoming surgical patients have been completed and the results reviewed.

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Automated Notifications

The following events trigger automatic SMS messages without any manual action from staff.

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Appointment Confirmation SMS

When it triggers: When a Patient Appointment record is saved (i.e., when the appointment is booked). What it sends: A confirmation message to the patient’s mobile number, with the appointment date, time, and practitioner name. The message text is configured in Healthcare Settings. Dental clinic recommendation: Include a reminder to bring any previous X-rays or dental records to the first appointment, and a reminder of the clinic’s late cancellation policy.

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Appointment Reminder SMS

When it triggers: Automatically, on a continuous schedule. The system checks for appointments within the configured reminder window (for example, 2 hours before) and sends a reminder to patients who have not already received one. What it sends: A reminder message to the patient’s mobile number. Dental clinic recommendation: For long appointments (root canal, surgical extractions), remind the patient not to eat before the appointment if sedation is involved.

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Lab Result Notification

When it triggers: When a Lab Test result is printed or emailed. What it sends: An SMS to the patient notifying them that their result is ready for collection or discussion. Message text is configured in Healthcare Settings.

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Daily Appointment Status Update

When it triggers: Every day (scheduled overnight task). What it does: Appointments that were still in “Scheduled” status but whose appointment time has passed are automatically moved to “Open” status. This keeps the appointment status accurate without manual intervention.

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Daily Fee Validity Update

When it triggers: Every day (scheduled overnight task). What it does: Fee Validity records that have passed their expiry date are automatically marked as expired. This ensures that free follow-up windows close on time.

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Monitoring Checklist

Use this checklist at the end of each clinic day: