Appointment Scheduling – The process of booking and managing patient appointments via the practice management software. ClearDent’s scheduler allows staff to fill cancellations quickly by automatically creating waiting lists and “short notice” lists for last-minute openings. This ensures efficient use of the dentist’s time and a smooth flow in the clinic’s daily schedule.
Audit Trail – A security log that records user actions and changes made in the software. An audit trail tracks who accessed or modified patient records and when, creating an immutable history. This feature is important for compliance and accountability, helping clinics meet privacy regulations by monitoring access to sensitive patient information.
B
Backup (Data Backup) – The practice of copying and storing data in a secondary location to protect against loss. Regular data backups are critical in healthcare to prevent loss of patient records due to hardware failure, cyberattacks, or disasters. ClearDent’s built-in ClearVault feature automatically encrypts and backs up data daily, maintaining multiple copies (following a 3-2-1 strategy) to prevent data loss. This ensures that a clinic’s data can be restored in the event of a security breach or system failure.
C
CDAnet – The Canadian Dental Association Network, a secure electronic claims service used by Canadian dental offices to submit insurance claims electronically. The CDAnet system allows dental clinics to send dental benefit claims to insurance processors on behalf of patients, efficiently and paperlessly cda-adc.ca. Note: ClearDent (as a CDA-certified software) integrates with CDAnet, enabling offices to transmit e-claims via the software instead of mailing paper forms.
ClearConnect – ClearDent’s built-in patient engagement and communication module. ClearConnect automates patient reminders and confirmations via email/SMS to reduce no-shows and improve recall. It also facilitates online reputation management (e.g. collecting patient reviews) and digital patient onboarding. For example, clinics can send electronic intake forms and surveys, and patients can use a portal to fill out forms and sign documents remotely. By streamlining two-way texting, mass messaging (newsletters/announcements), and feedback collection, ClearConnect helps practices nurture patient relationships and keep schedules full.
ClearDent Dental Software – A comprehensive dental practice management software platform developed in Canada and used by dental clinics for over 20 years. ClearDent is an all-in-one system that streamlines administrative tasks (scheduling, billing, insurance claims) and enhances clinical record-keeping and patient care. It offers both cloud-based and on-premise solutions, with features ranging from electronic patient records and charting to analytics and communication tools, all designed to meet Canadian dental practice needs.
ClearDent Cloud – The cloud-based edition of ClearDent’s practice management software. Marketed as Canada’s first true cloud dental software, it allows a practice to securely access the full ClearDent system via the internet, from anywhere ClearDent Cloud provides the same features as the on-premise version, but hosted online – meaning data is stored in the cloud (on remote servers in Canada) and updates in real-time across locations. This is ideal for multi-location practices or owners who want to monitor and grow their clinic from any location. Note: Cloud software eliminates the need for a local server and simplifies IT maintenance while ensuring data is backed up and available remotely.
ClearDent Link – A hybrid solution connecting ClearDent’s on-premise software to the cloud. ClearDent Link gives practices “the best of both worlds” by syncing local data to a secure cloud portal. It provides secure remote access to patient files, schedules, treatment notes, and reports from any location with internet. ClearDent Link is especially useful for multi-office clinics and DSOs, as it facilitates communication and coordination across multiple locations and enables the secure sharing of patient records with specialists and labs outside the practice. In short, it extends an on-site ClearDent system with cloud connectivity for greater flexibility.
ClearDent On-Premise – The traditional installed version of ClearDent, where the software and data are hosted on a local server at the dental office. This all-in-one practice management solution enhances productivity, patient communication, and patient care through a locally run system. Clinics using ClearDent On-Premise maintain their data in-office (as opposed to the cloud) and typically handle their own IT infrastructure. Note: ClearDent On-Premise and ClearDent Cloud have similar functionality, but on-premise might appeal to clinics that prefer data stored on-site or have limited internet access. ClearDent Link can bridge the on-premise system to cloud services if needed.
ClearInsight – ClearDent’s advanced analytics and reporting platform. ClearInsight provides real-time practice data and business intelligence, allowing dental owners and managers to uncover hidden revenue opportunities, track performance, and make data-driven decisions. Through ClearInsight, users can generate reports on key performance indicators (KPIs) like production, collections, chair utilization, patient acquisition/attrition, and provider productivity. By analyzing these metrics, clinics can identify trends and gaps, then optimize operations for efficiency and growth. (In essence, ClearInsight turns the raw data in ClearDent into actionable insights for practice optimization.)
ClearVault – ClearDent’s built-in cloud backup and security service. ClearVault automatically encrypts and backs up the practice’s data every day, acting as a “security blanket” for the clinic. In the event of a ransomware attack, hardware failure, or other data loss incident, ClearVault can restore the clinic’s data with minimal downtime. It follows the 3-2-1 backup strategy (multiple backup copies on different media, plus offsite storage) to ensure data redundancy and compliance with Canadian privacy laws. All backup data is stored securely in Canada and kept private. Note: Using ClearVault helps a dental office meet legal obligations (e.g. under PIPEDA/PHIPA) for protecting patient information by providing encrypted, redundant backups at all times.
Cloud-Based Software – Software that runs on remote servers and is accessed via the internet (the “cloud”) rather than installed on local computers at the office. In a cloud-based dental software, the application and database are hosted offsite (usually by the vendor) and users log in through a secure internet connection. This model allows access from anywhere, easy data synchronization between multiple locations, and reduces the need for in-house IT infrastructure. ClearDent Cloud is an example of a cloud-based system, enabling dentists to use the full software from home or any clinic, with the provider handling updates, backups, and security in the cloud. (Contrast with On-Premise Software, which is installed locally on the clinic’s own servers.)
Compliance (Software Compliance) – In a dental software context, compliance refers to adherence to laws, regulations, and professional guidelines regarding data privacy, security, and record-keeping. Canadian dental clinics must ensure their practice management software complies with federal and provincial privacy laws (like PIPEDA, PHIPA, or HIA) and college guidelines. Compliance features in software include access controls (passwords/permissions), audit trails, encryption of data, secure backup (like ClearVault), and data residency in Canada. ClearConnect is compliant with CASL, meaning it includes features like opt-in tracking, unsubscribe links, and consent management to ensure your email and SMS reminders, newsletters, or review requests follow federal anti-spam laws. ClearDent is designed with comprehensive security measures to help clinics remain compliant – for example, it encrypts patient data and stores it in Canada, and its backup routines and user logs support the requirements of privacy legislation. Maintaining compliance is crucial for protecting patient information and avoiding legal penalties.
D
Data Migration – The one-time process of transferring data from an old system into new software. When a clinic switches to ClearDent from another dental software, data migration moves patient records, appointments, ledgers, and other practice information into ClearDent’s database. ClearDent offers a data migration service to ensure a smooth transition – they will transfer all pertinent patient and practice data from your old system into ClearDent while the practice continues to run. Successful data migration means the team can start working in the new software without losing history or re-entering data manually.
Dental Charting – The process of recording dental findings and treatment information in the patient’s chart, usually using an interactive diagram of the teeth. Charting includes documenting existing restorations, cavities, missing teeth, periodontal (gum) status, and planned or completed procedures for each tooth. ClearDent’s charting module provides an advanced odontogram (tooth chart) that integrates various charting aspects – it combines periodontal assessments, restorative charting, and even digital radiographs on one screen. This comprehensive charting system allows the dentist to visualize the patient’s oral condition and treatment history at a glance, with color-coded symbols on each tooth representing conditions and treatments. Effective dental charting is critical for treatment planning, clinical notes, and communicating the patient’s oral health status over time.
Digital Imaging (Radiography) – In dental software, this refers to the integration of digital x-ray images and other intraoral visuals into the patient’s electronic record. Instead of physical film, digital radiography uses sensors or scanners to capture images (like bitewings, periapical X-rays, panoramics), which can then be viewed and managed on the computer. ClearDent supports native digital imaging integration – users can capture or import x-ray images and then view, rotate, and annotate them within the software interface. ClearDent is compatible with most digital imaging hardware (sensors, scanners) and can store images in the patient’s file alongside charting and notes. This means a dentist can pull up a patient’s odontogram and see the corresponding X-rays and photos in one place, improving diagnostic and consultation efficiency.
DPO (Dental Partnership Organizations) – A business model similar to a DSO, but with equity-sharing and clinical autonomy built into the partnership. In a DPO, dentists retain ownership or partial equity in their practices while gaining access to centralized support (marketing, HR, IT, procurement) and economies of scale. This model appeals to dentists who want to stay involved in clinical and business decision-making while offloading administrative burdens. Note:ClearDent’s infrastructure supports both DSO and DPO models by offering multi-location data sharing, customizable reporting, and scalable cloud solutions, making it easier for partner-owned clinics to coordinate operations without sacrificing independence.
DSO (Dental Service Organization) – A business model in which a company owns or manages multiple dental practices, providing centralized non-clinical services. A Dental Service Organization handles the operational side of practices – taking care of administration, marketing, HR, billing, procurement, and IT – so that dentists can focus on patient care. In a DSO arrangement, the dentists typically provide clinical services while the DSO provides management expertise and economies of scale (e.g., bulk purchasing, centralized customer support). Note: ClearDent’s software is built to support group practices and DSOs – for instance, ClearDent Cloud allows multi-location data sharing and central reporting, enabling DSOs to “centralize operations, improve visibility, and scale with ease” across all their clinics. So, if a dental clinic is part of a DSO or aspiring to become one, practice management software like ClearDent can accommodate that structure.
E
EDI (Electronic Data Interchange) – A standardized digital format for exchanging data between computer systems. In dentistry, EDI commonly refers to the electronic transmission of insurance claims and pre-determinations between the dental office software and insurance companies. Submitting claims “via EDI” means sending them electronically (through networks like CDAnet/ITRANS) instead of mailing paper forms. ClearDent supports EDI claims submission; staff can enter treatment codes into the ledger and then transmit the claim electronically to insurers with a few clicks. Using EDI greatly speeds up claim processing and reduces errors, since insurer responses (approvals, explanations of benefits) can come back electronically as well. (Put simply, EDI is the technology under the hood that makes e-claims possible in a dental office.) Read our blog on how to use the ClearDent EDI transaction manager.
EHR (Electronic Health Record) – A digital version of a patient’s health record. In dentistry, this is often called an Electronic Dental Record (EDR), but the concept is similar: all patient information – including personal details, medical history, dental charts (odontogram), x-rays, clinical notes, and financial records – is stored electronically rather than on paper. ClearDent functions as an EHR/EDR system for a dental clinic. It allows users to access comprehensive patient records from a single platform, including charts, treatment plans, radiographs, and notes. Because it’s electronic, multiple staff can view a patient’s record simultaneously, data can be updated in real-time, and records can be securely backed up. Using an EHR improves efficiency (no physical charts to pull) and enables features like search, analytics, and remote access (with cloud systems). Note: EHR systems must also protect patient privacy, so ClearDent includes access controls and encryption to safeguard these digital records.
EOB (Explanation of Benefits) – A statement from an insurance company detailing how a claim was processed. After a dental office submits an insurance claim for a patient’s treatment, the insurer sends back an Explanation of Benefits. The EOB breaks down which procedures were covered, how much the insurance paid, and what amount (if any) is the patient’s responsibility. It is not a bill; rather, it explains the insurance benefits applied to that claim – listing the dentist’s fees, the allowed amount under the plan, any deductibles or co-pays, and reasons if something wasn’t covered. EOBs are important for the front desk to review and reconcile: after receiving an EOB, the clinic can bill the patient for any remaining balance or adjust the ledger accordingly. In ClearDent, EOB information can be used to automatically adjust the patient’s account (for example, ClearDent Cloud can auto-post EOB adjustments to reflect what insurance paid). Understanding the EOB ensures the clinic collects the correct payments and the patient knows what they owe.
Encryption – The process of converting data into a coded format that is unreadable without a decryption key, used to protect sensitive information. In the context of dental software, encryption safeguards patient data both in transit and at rest. For example, ClearDent encrypts its database and backup files, meaning that even if someone were to intercept the data or improperly access a backup, the information would appear scrambled and inaccessible without authorization. Encryption is a critical component of compliance with privacy laws (like PIPEDA/PHIPA) – it helps prevent unauthorized access to personal health information. ClearDent’s use of encryption (alongside passwords and user permissions) ensures that only authorized staff can view patient records, and if data is stored offsite (as with ClearVault backups or cloud servers), it remains protected from breaches. In practical terms, end-to-end encryption provides peace of mind that communications (e.g. emails via ClearConnect) and stored data cannot be easily read by anyone except the intended viewer.
Electronic Forms (Digital Forms) – Online versions of paper forms that patients can fill out electronically. In a dental clinic, this includes forms like new patient intake forms, medical history updates, consent forms, and COVID-19 pre-screening questionnaires. Instead of clipboards and paper, clinics using ClearDent can have patients complete these forms on a tablet, kiosk, or from their own device through a secure link. ClearDent’s patient portal (via ClearConnect) enables patients to fill out forms and provide signatures from their phone or computer. For example, a new patient can complete all their registration and medical disclosure forms online before arriving for their appointment. Once submitted, the information and e-signature are synced directly into the patient’s electronic record, eliminating manual data entry. Electronic forms save time for staff, reduce transcription errors, and improve the patient experience. They also support a paperless office, and ensure that data is captured in a legible, standardized way that’s easy to back up and search.
F
Fee Guide – A reference schedule of dental procedure codes and suggested fees, typically published by each provincial dental association annually. In Canada, every province has a Dental Fee Guide (e.g., the Ontario Dental Association Fee Guide, BCDA Fee Guide, etc.) that lists the standard codes for treatments (like fillings, crowns, cleanings) along with a recommended fee for each. Dental practice management software uses the fee guide to automate billing: when a procedure is charted or completed, the corresponding fee can be pulled from the guide. ClearDent includes the provincial fee guides in its system and updates them each year so that clinics stay current with any fee changes. Clinics can also customize fees if they charge above or below the guide. Note: Using the fee guide codes ensures consistency in insurance claims – insurance companies recognize these codes when processing electronic claims. For example, if a dentist performs a one-surface composite filling, the code (e.g., 23311 in Ontario) and its fee from the guide can be applied to the patient’s chart and claim. Fee guides help clinic owners set competitive fees and aid front-desk staff in generating accurate treatment plans and estimates for patients.
Firewall – (Not explicitly requested, but included for completeness in IT terms.) A network security device or software that monitors and controls incoming and outgoing network traffic based on predetermined security rules. In a dental office, a firewall helps protect the computers and servers (especially if using on-premise software) from unauthorized access or malicious traffic from the internet. For cloud-based software users, the local network still benefits from a firewall to safeguard other internet-connected devices. A robust firewall is part of good privacy compliance, as it reduces the risk of hacking. Dental offices should ensure their firewall is properly configured to allow legitimate services (like secure access to ClearDent Cloud or communication with CDAnet) while blocking suspicious activity. This term is relevant to practice owners as part of IT specifications for running dental software securely.
G
Group Practice – A dental practice where multiple dentists (and possibly multiple locations) operate under one business entity or clinic name. Group practices often share resources, staff, and patient records. They may range from a couple of dentists working in one office to a larger network of offices (which might then be considered a DSO if centrally managed). ClearDent supports group practices by allowing multiple providers in the system, provider-specific scheduling columns, and even multi-location setups via ClearDent Cloud/Link. In group practice settings, owners are often interested in features like centralized reporting (to compare production between dentists or locations), and security settings to control records access per provider if needed. Note: The term “group practice” distinguishes these from solo practices, where only one dentist/owner operates. Many modern clinics in Canada are part of group practices or DSOs, so software like ClearDent is designed to handle the complexity (shared patient base, consolidated billing, etc.) that comes with that model.
H
HIA (Health Information Act) – In this context, usually refers to Alberta’s Health Information Act. HIA is a provincial law that governs how health information is collected, used, and disclosed by healthcare providers in that province. It sets rules for protecting patient health information, requires safeguards like patient consent and security measures, and gives patients the right to access their records. For example, under Alberta’s HIA, dental clinics (as “custodians” of health information) must ensure they have policies for privacy, report any data breaches, and only use patient information for authorized purposes. Note: Dental practice software like ClearDent helps clinics comply with HIA by providing features such as access controls, audit trails, and data encryption – aligning with the law’s requirements to keep health information confidential and secure. (Other provinces have similar laws; e.g., in Saskatchewan a comparable law is HIPA, in Manitoba it’s PHIA, etc., but HIA specifically is Alberta’s legislation.)
I
Insurance Claim – A request for payment that the dental office submits to an insurance company on behalf of a patient, to cover services rendered. In practice management software, creating an insurance claim involves selecting the completed treatment items and transmitting them (electronically via EDI, or printing a form) to the patient’s insurance carrier. ClearDent’s Billing & Insurance features allow staff to submit claims directly through the software and track their status. Each claim will have details like patient info, dentist info, procedure codes (from the fee guide), tooth numbers, dates, and fees. After submission, the claim may return with an EOB. The software can then record the insurance payment and adjust the patient’s balance. It’s important for front-desk and financial coordinators to understand how to create and send claims in ClearDent (including predeterminations for planned treatments) and how to reconcile them when insurance responds. Efficient claim handling ensures the clinic gets paid promptly and patients know their portions.
ITRANS – The Internet transmission service that works with CDAnet for sending dental claims electronically in Canada. ITRANS is provided through the Canadian Dental Association’s Practice Support Services and acts as the secure conduit that takes the e-claims from the dental office (via the practice software) and delivers them to the appropriate insurance companies. Essentially, ITRANS is the modern internet-based replacement for older dial-up claim transmission; it uses encryption and a central hub to route claims. Dentists must register for CDAnet/ITRANS and get an office ID, etc., but once set up, ClearDent uses these credentials to send claims with one click. Note: When someone says “send it via ITRANS,” it means use the electronic network – ClearDent handles this behind the scenes as long as the software is configured with the dentist’s CDAnet number and ITRANS is enabled. ITRANS also provides features like claim acknowledgment and a help desk for technical support.
Inventory Management – (In a dental software context) The tracking of dental supplies and materials within the practice management system. ClearDent (especially in its cloud version) can help track inventory such as implants, composites, burs, and PPE by logging use and alerting when stock is low. While not every office uses their PMS for inventory, larger clinics and DSOs often do to streamline ordering. The term might appear in ClearDent’s feature list as part of “Business optimization” tools. Effective inventory management helps reduce costs by preventing overstock or running out of essential items. For a front-desk or office manager, this means the software can assist in knowing when to reorder supplies and possibly integrating with vendors. This is a peripheral term but part of comprehensive practice management in modern software.
Informed Consent – The process of educating a patient about a proposed treatment and obtaining their formal agreement to proceed. In practice software, “informed consent” often refers to digital documentation of that consent – for example, a signed consent form for a procedure. ClearDent allows storing consent forms (possibly as PDFs or electronic forms with e-signatures) in the patient record. Some offices will use ClearDent’s document module or patient portal to have patients sign treatment consent, financial consent, privacy acknowledgment, etc. The term itself is a legal/ethical one: any significant procedure (e.g., an extraction, implant placement) requires informed consent from the patient (or guardian) after discussing risks, benefits, and alternatives. The software’s role is to have a place to record that this consent was given (for instance, a scanned form or a digitally signed form via ClearConnect). Note: Maintaining these records is part of compliance; PHIPA/PIPEDA expect that consents for use of information or treatment are documented. ClearDent’s paperless records facilitate managing and retrieving these consent forms when needed.
K
KPI (Key Performance Indicator) – A quantifiable metric that a dental practice tracks to evaluate its performance and success. Common KPIs in a dental clinic include production (revenue) per month, collection ratio, new patients per month, patient retention rate, treatment acceptance rate, hygiene recall rate, and chair utilization (how much of the schedule is filled). ClearDent’s ClearInsight analytics module focuses on these metrics – it can show, for example, chair utilization, billing per hour per provider, patient gain and attrition, hygiene productivity, reappointment rate and more. By monitoring KPIs, a clinic owner can identify areas for improvement (e.g., if the no-show rate is high, they might implement stronger reminder systems like ClearConnect). In training, staff might be introduced to the concept of KPIs so they understand the practice’s goals – for instance, a front-desk KPI might be keeping recall appointment rates above a certain percentage. ClearDent can generate reports and dashboards for these indicators, helping both clinical and administrative teams stay aligned with the clinic’s objectives (like improving profitability or patient satisfaction).
L
Ledger (Patient Ledger) – The financial record for a patient (or family) within the dental software. The ledger tracks all charges, payments, adjustments, and account balances for that patient in chronological order. In ClearDent, the ledger provides a centralized place to manage billing and insurance: staff can post procedure fees, allocate payments, submit insurance claims, and apply adjustments or write-offs in the ledger. Each line item in the ledger typically shows the date, description (e.g., filling on Tooth 36), the fee, insurance portion, patient portion, payments made, and the remaining balance. The ledger is essential for the front desk and financial coordinator to understand what a patient owes and why. Accessing the ledger in ClearDent is straightforward – you search the patient and click the “Ledger” tab. From there, you can add new charges (for treatments done), record when the patient or insurance pays, and reconcile any differences. Note: The ledger often includes tools for managing credits, refunds, and family accounts (grouping family members’ ledgers together). Mastering the ledger is key for anyone handling check-outs or accounts receivable, as it reflects the financial state of each patient’s account.
Lab Case – Refers to a dental laboratory case, which is any item of work sent out to a dental lab (like crowns, dentures, night guards, etc.). Practice software usually has a Lab Case Management feature to track these cases – recording when an impression was sent to the lab, the due date for the lab to return the case, and whether it’s been received. ClearDent allows users to enter lab case details (lab name, type of case, dates) and might provide reminders on the schedule when a case is expected back (ensuring the case is ready by the patient’s seat date). This term is relevant to clinical staff and front desk: for example, when scheduling a crown insert appointment, they’ll check that the crown (lab case) has arrived. ClearDent’s lab management helps avoid situations where a patient comes in but their lab-fabricated item isn’t back yet. While “lab case” is not a law or ClearDent-specific brand, it’s part of general dental software terminology, highlighting that the software doesn’t just track appointments but also the physical items related to patient care.
O
Odontogram – A graphical tooth chart representing the patient’s dentition (upper and lower arches) used for charting in dental software. The odontogram displays each tooth (and tooth surfaces) and allows the dental team to mark conditions (like decay, impactions), existing restorations (fillings, crowns), and planned or completed treatments visually on the diagram. Essentially, it’s a digital mirror of the patient’s mouth. The odontogram provides a visual representation of the patient’s teeth and shows planned, in-process, and completed treatments, as well as conditions, directly on the teeth. In ClearDent, the odontogram is interactive: a user can click on a tooth or surface to chart a new finding or procedure, and symbols/color codes will appear on the tooth to indicate what’s been charted (for example, a blue outline on a tooth might mean a crown is planned, a red mark might indicate decay). Odontograms are crucial for treatment planning and patient education – dentists often turn the screen to show patients their odontogram to explain which teeth need work. Because it’s updated in real time, all providers can quickly see the state of a patient’s dentition at a glance. (In summary, the odontogram is the heart of dental charting, giving a pictorial record of everything happening with a patient’s teeth.)
Online Booking – A feature that allows patients to schedule their own appointments through an internet portal or the clinic’s website, without needing to call the office. ClearDent offers an Online Booking extension that provides 24/7 real-time scheduling for patients. With online booking, a practice can publish certain appointment types and available time slots for patients to book. For instance, a patient could go to the clinic’s website at night and book a cleaning appointment for an open slot next week. The software will automatically update the schedule in ClearDent, avoiding double-booking by only offering true availabilities. Online booking helps clinics capture new patients and appointments outside of business hours and reduces the load on front desk staff for phone calls. For clinic owners evaluating software, having integrated online booking is a big advantage, as it keeps the schedule full and meets patient expectations for convenience. In training staff, it’s important they know how online bookings appear on the schedule and any policies the office has (e.g., how far in advance people can book, automatic confirmations, etc.). ClearDent’s online booking is fully integrated – meaning once the patient clicks “book,” the appointment shows up in the system without manual entry.
On-Premise Software – Software that is installed and runs on computers/servers at the physical location of the business (in this case, the dental clinic). With on-premise practice management software, the clinic is responsible for hosting the database on its own server, installing updates, and maintaining hardware and backups (unless using a service like ClearVault). ClearDent On-Premise is an example: the data is stored on a server in the office, and users access it via the local network. The opposite of on-premise is cloud-based software. Some clinics prefer on-premise due to having direct control over data and not relying on internet connectivity for access. However, they need to ensure adequate IT support, security, and backup routines on their own. Note: ClearDent’s on-premise solution can be enhanced with ClearDent Link to gain some cloud connectivity. When evaluating software, a clinic owner will consider whether an on-premise setup or a cloud solution (or hybrid) best fits their needs and comfort level. Both have the same clinical features; the difference lies in deployment and who manages the servers.
P
Patient Engagement – The use of tools and strategies to actively involve patients in their care, improve communication, and strengthen relationships between the clinic and its patients. In a dental software context, this includes automated appointment reminders, two-way texting, online booking, digital forms, post-visit surveys, and review requests. ClearDent is not just a practice management system—it is also a full-featured patient engagement platform. Through its ClearConnect suite, ClearDent helps clinics streamline patient communication, reduce no-shows, increase treatment acceptance, and enhance the overall patient experience. These tools are integrated directly into the software, allowing staff to manage engagement and clinical operations from a single dashboard. ClearConnect is also CASL-compliant, meaning all email and SMS communications (e.g., reminders, recalls, and newsletters) are consent-based and legally structured. For front-desk staff and managers, mastering patient engagement features means better scheduling efficiency, fewer manual calls, and improved relationships with patients. For clinic owners, it translates into higher retention, more reviews, and measurable growth.
Patient Portal – A secure online website or application that allows patients to access certain services and information from the dental clinic. The ClearDentPatient Portal (part of ClearConnect) provides a cloud-based platform for patients to manage and update their records. Through a patient portal, individuals can perform tasks like: requesting or confirming appointments, filling out or updating medical history forms, viewing treatment plans or pre-visit instructions, checking account balances or making payments, and communicating with the office via secure messaging. By offering a portal, clinics reduce the need for paper forms and phone calls, as patients can self-serve many functions at their convenience. ClearDent’s portal, for example, helps “reduce the need for in-office paperwork” by letting patients complete forms online. It’s also used to push out documents for e-signature (like consent forms) and can host things like post-op instructions or oral health education for the patient. For staff, the portal means when a patient updates their contact info or medical conditions, those changes sync into ClearDent automatically. Overall, a patient portal enhances patient engagement and saves time for both parties. Read our case study on how ClearDent’s Patient Portal has facilitated patient communication at Steveston Smiles.
PHIPA (Personal Health Information Protection Act) – Ontario’s health-specific privacy law. Enacted in 2004, PHIPA governs how personal health information is collected, used, and disclosed by health information custodians in Ontario (which includes dentists and dental clinics). PHIPA requires that patient health information be kept confidential and secure. Key points include: obtaining consent for the collection and sharing of health info, allowing patients to access their records or request corrections, and reporting any privacy breaches to Ontario’s Information and Privacy Commissioner. For a dental practice, compliance with PHIPA means having clear policies on patient information, training staff in privacy practices, and using secure systems for managing records. ClearDent aids compliance by providing technical safeguards (password protection, audit logs, encryption, offsite backups in Canada) that align with PHIPA’s requirements. It’s worth noting that the federal law PIPEDA does not apply to Ontario health data because PHIPA has been deemed “substantially similar” – so Ontario clinics primarily follow PHIPA’s rules. In sum, PHIPA is the law that tells Ontario dentists how they must handle patient information, with an emphasis on consent and safeguarding personal health details.
PIPEDA (Personal Information Protection and Electronic Documents Act) – Canada’s federal privacy law that applies to personal information collected in the course of commercial activities. PIPEDA, first enacted in 2000 and extended to health data in 2002, sets the ground rules for how businesses (including dental practices) must handle personal information. Under PIPEDA, a dental clinic must obtain a patient’s consent when collecting, using, or disclosing their personal information, and can only use it for the purposes it was collected for. Patients have the right to access their own records and request corrections. PIPEDA also mandates reasonable security measures to protect data (physical, technological, and organizational safeguards). In provinces that have their own privacy laws deemed equivalent (like PHIPA in Ontario, or PIPA in BC/Alberta), those provincial laws take precedence and PIPEDA may not directly apply. However, in practice, PIPEDA’s principles are followed everywhere as a gold standard. For a Canadian dental clinic owner, being PIPEDA-compliant means: have a privacy policy, appoint a privacy officer, only collect necessary information, secure it (through things like ClearDent’s encryption and ClearVault backups), and get consent for uses of information beyond healthcare (e.g., sending newsletters). ClearDent being “compliant with all Canadian privacy laws” implies it supports adherence to PIPEDA’s requirements through its features and security design.
PIPA (Personal Information Protection Act) – The private-sector privacy law in certain Canadian provinces, notably Alberta and British Columbia. These acts govern how organizations collect, use, and disclose personal information in those provinces. For instance, BC’s PIPA and Alberta’s PIPA both came into effect in 2004 and are considered “substantially similar” to PIPEDA (which means businesses in those provinces follow PIPA instead of PIPEDA). Under PIPA, a dental practice must: obtain consent for personal information usage, protect the information with appropriate security measures, and allow individuals to access their information. In a dental context, PIPA covers not just health information but all personal info (address, financial details, etc.) the clinic might have. For compliance, clinics must have a privacy policy, appoint a privacy officer, and ensure their software and processes safeguard patient data. ClearDent helps with compliance by keeping data encrypted and stored within Canada, and by allowing role-based access so staff only see information they need. If your clinic is in BC or Alberta, you’ll reference PIPA for your privacy obligations (whereas a clinic in Ontario references PHIPA, etc.). The practical outcome is similar: maintain patient confidentiality and respond to any information requests or corrections promptly, as required by law.
Practice Management Software (PMS) – A software system designed to handle the daily operations of a dental practice. This includes scheduling appointments, managing patient records (charts, treatment plans, x-rays), billing and insurance claims, recall management, reporting, and often much more (communications, inventory, etc.). ClearDent is an example of a dental practice management software. It consolidates multiple functions into one platform, so a clinic doesn’t need separate tools for each task. For dental clinic owners, a PMS is the digital backbone of their business – the modern equivalent of appointment books, paper charts, and filing cabinets, all integrated together. For front-desk and staff, learning the PMS means learning how to do their everyday work (booking, charting, accounting) using the software’s workflows. A good practice management software is intuitive for staff yet robust enough to handle all aspects of the practice. Modern PMS are often either on-premise or cloud-based and may include mobile apps or patient-facing components. When evaluating ClearDent or any PMS, factors to consider include: ease of use, features, training/support provided, compliance with regulations, and integration with other systems (e.g., digital imaging, patient communication tools). In short, PMS is the category of software to which ClearDent belongs – it’s the all-in-one digital system for running a dental office.
Protected Health Information (PHI) – A term mostly used in privacy laws referring to any health-related information that can identify an individual. In Canada, PHI would include a patient’s dental records, medical history, treatment notes, x-rays, insurance details – basically anything about their health or healthcare that is linked to them. Laws like PHIPA and HIA specifically regulate PHI. While the term “PHI” is famously used in HIPAA (U.S. law), Canadian practitioners also use it to discuss privacy (the Acts might call it “personal health information” or similar). In a dental software context, PHI is what the clinic’s database is full of, and thus it must be protected via security measures. ClearDent, for example, keeps PHI secure through access controls and encryption. Clinic staff are trained not to share PHI inappropriately (e.g., not emailing x-rays insecurely, etc.). When discussing features like audit trails, user permissions, backups, etc., the underlying concern is always the protection of PHI. So, PHI is basically the sensitive data about patients that privacy laws and good practices aim to safeguard. Front-desk and clinical staff should always be mindful that any patient information they handle is PHI and must be treated confidentially (e.g., discussing patient cases only in private, logging out of ClearDent when stepping away from the computer, etc.).
R
Recall/Recare/Continuing Care – A system for reminding and scheduling patients for their routine or follow-up care, especially regular check-ups and hygiene (cleaning) appointments. In dentistry, “recall” often refers to the interval at which patients should return (commonly 6 months for cleanings, or whatever the dentist/hygienist recommends). A Recall system in software tracks each patient’s last visit and next due date, and helps the office reach out to those who are due (or overdue) for an appointment. ClearDent’s scheduling module includes robust recall features – it keeps track of patients due for recall and can send reminders (via ClearConnect’s automated emails/texts or traditional postcards) to encourage them to book. The software can also update recall status in real-time; for example, once a recall appointment is booked or completed, the next due date is set automatically, even across multiple locations in a group practice. For front-desk staff, managing the recall list is a key activity: running recall reports, contacting patients, and filling the hygiene schedule. A strong recall system is vital for practice production and patient health, as it keeps patients returning regularly rather than lapsing in care. ClearDent’s recall tools, combined with ClearConnect reminders, aim to boost patient retention by ensuring no one “falls through the cracks” when it’s time for their next visit.
Reports / Reporting – The analytics and summary documents that a practice management software can generate, summarizing various aspects of the clinic’s operations. ClearDent can produce a wide range of reports – daily reports (like today’s schedule, collections, adjustments), financial reports (production, collection, accounts receivable aging), patient reports (active patients, new patients, last visit dates), and many more. With the ClearInsight feature, reporting is taken further into customizable dashboards and real-time analytics. Clinic owners depend on reports to gauge the health of the practice: for instance, monthly production vs. target, or unscheduled treatment reports to see potential revenue. Front-desk and managers may run reports to follow up on unscheduled treatment plans or recall lists. In training, staff learn which reports are available and how to interpret them. Reports can often be exported (to Excel, PDF) for further analysis or sharing with accountants and consultants. ClearDent’s reporting module is designed to be user-friendly, giving even non-technical users the ability to get insights from their data. For example, a user could run a revenue and expense report to examine profitability or a provider productivity report to compare how each dentist or hygienist is performing. Ultimately, reporting turns the raw data entered during daily practice into meaningful information for decision-making and improvement.
Restorative Charting – The aspect of dental charting that deals with existing restorations (fillings, crowns, bridges, etc.) and the restorative work planned or completed on a patient’s teeth. In software like ClearDent, restorative charting means using the odontogram to mark teeth with the appropriate symbols or color codes to indicate, for example, a tooth that has an MO composite filling, or a crown on it. When a dentist diagnoses a new cavity and treats it, they will update the restorative chart to show that restoration. Over time, the restorative charting provides a full history of the work on each tooth. ClearDent’s charting system integrates restorative charting with other chart views (such as periodontal charting), so at any given time a user can see, say, tooth #16 has an MOD amalgam and tooth #46 has a crown, etc., all visually indicated. This term is mostly of interest to clinical staff (dentists, assistants) who actually chart the restorations, but front-desk might encounter it when printing patient charts or discussing treatment plans (which often reference existing restorations). It’s essentially one component of the electronic chart. With ClearDent, adding a restoration to the chart can automatically generate a treatment entry and fee in the system, linking clinical charting with billing.
Referral (Patient Referral) – In a dental practice, a referral usually means sending a patient to a specialist or receiving a patient from another provider. Practice management software helps track referrals in a couple of ways: outgoing referrals (when the clinic refers a patient out) – the software can generate referral letters, and note in the patient’s record where they were referred; and incoming referrals (new patients referred by someone) – staff might record the referral source for marketing purposes. ClearDent likely has a field for “referred by” on new patient entries (to track how patients find the clinic, e.g., referred by Dr. X or by an existing patient), and possibly a module for managing specialist letters. For example, if a general dentist refers a patient to an oral surgeon for wisdom teeth, ClearDent can produce a referral form/letter with the patient info and treatment needed, which can be sent to the surgeon (sometimes via secure email or print). On the specialist’s side, if they also use ClearDent or another software, they might send back a report – and the general dentist can attach that to the patient’s record. While “referral” is not ClearDent-specific, it’s an everyday term in dental offices. The software’s role is mainly to document these referrals and possibly to credit production properly if using a referral reporting system. Keeping track of referrals ensures continuity of care (you know whether the patient actually saw the specialist) and lets the practice thank referral sources (for incoming referrals). ClearDent’s robust records make it easier to manage this info, maintaining a seamless patient experience even when multiple providers are involved.
T
Treatment Plan – A detailed outline of proposed dental treatments for a patient, including the procedures to be done, their sequence, timeline, and cost estimates. In ClearDent, creating a treatment plan allows the dentist to organize recommended procedures (e.g., fillings, crowns, extractions) into a structured list that can be presented to the patient. The software lets users create multiple treatment plans (for example, an “ideal” plan vs. an alternative plan) and mark each planned item’s status (accepted, pending, completed, etc.). ClearDent’s treatment planning feature provides a comprehensive set of tools: users can easily add procedures to a plan, prioritize them, assign providers, and even set up appointments or sequences for multi-stage treatments. The plans are customizable – you can adjust units (surfaces, quadrants), add lab fees or custom items, and modify the order of operations to tailor it to the patient’s needs. Once a patient agrees to a treatment plan, items from the plan can be scheduled and then completed, at which point they move into the patient’s ledger for billing. A note on training: staff should know how to print or present treatment plan estimates to patients (often ClearDent can generate a printout showing procedures and costs, including insurance portions if coverage is entered). Keeping treatment plans organized in the software ensures nothing gets overlooked over the course of treatment, and it provides documentation in case a patient wants to defer or decline certain treatments. Overall, the treatment plan module is crucial for case acceptance and tracking planned work within the practice.
Two-Way Texting – A communication feature that allows staff to send text messages to patients and receive replies within the software. ClearDent’s ClearConnect includes two-way texting as part of its patient communication toolkit. For example, a receptionist can text a patient “Hi, this is ABC Dental – we had a 4pm opening today, would you like to come in earlier?” and the patient’s reply (“Yes, that works”) will appear in the ClearConnect interface, allowing the conversation to continue. Two-way texting is far more efficient than phone tag, especially when patients may be at work and can’t take calls but can text. Clinics use it for appointment confirmations, casual reminders, or answering simple patient questions (like “I’m here, where do I park?”). From a training perspective, staff should be aware of proper etiquette and privacy when texting (no sending sensitive health details over text unless via a secure channel, etc.). ClearDent keeps a log of these communications linked to the patient. Having two-way SMS integrated means you don’t have to use a personal phone or separate app – it’s all recorded in the system, maintaining a record and keeping communication professional. It’s a key part of modern patient engagement that many patients prefer over phone calls.
W
Write-off – In dental billing, a write-off is an amount that is adjusted off a patient’s account, meaning the clinic is not going to collect that portion of the fee. Write-offs commonly occur when there’s a difference between the dentist’s usual fee and the insurance company’s allowed fee (for those on insurance fee schedules), or when the office decides to forgive a portion of the balance (professional courtesy, bad debt, etc.). For instance, if a procedure costs $200 but the insurance allows only $180, and the dentist is a network provider, the $20 difference is a contractual write-off – it’s removed from the patient’s charges. ClearDent’s ledger makes it easy to apply write-offs and adjustments: when posting insurance payments, the software can automatically calculate the write-off (the “EOB adjustment”) based on the insurance allowed amount. It will then mark that $20 as an adjustment so the patient doesn’t get billed for it. Another scenario is an internal discount – the staff can post a write-off line with a reason (e.g., “Goodwill adjustment”). Tracking write-offs is important for financial reporting; ClearInsight or reports can show total write-offs as a measure of profitability or insurance participation impact. In summary, a write-off reduces the collectible amount on an invoice. Front-desk and billing staff should know how to record write-offs properly in ClearDent, ensuring the patient’s statement reflects the correct remaining balance after insurance, and that the practice’s financial records accurately show what was not collected (and why). Managing write-offs properly helps avoid inadvertently billing patients for amounts they don’t owe and provides clarity in financial performance analysis.
Waiting List – A list of patients who are waiting for an earlier appointment slot to open up. ClearDent’s scheduling system allows the practice to maintain a waiting list (or several lists, like the “Short Notice” list for on-call patients). When a scheduled patient cancels, the software can prompt the user with names from the waiting list who are interested in coming in sooner. This helps the office quickly fill the canceled slot and keep productivity high. Patients are usually placed on a waiting list if they expressed that they want an appointment sooner than the next available or if they want to be contacted for last-minute openings. In ClearDent, staff can add a patient to the waiting list with notes (e.g., needs afternoon only, or at least 1 hour for a procedure). Then when something opens, it’s easy to consult the list and contact the appropriate patient. Automating this (with ClearConnect, possibly sending a broadcast text to a shortlist of waiting patients) is an advanced way to use it. For training, staff should regularly update and reference the waiting list so it actually serves its purpose (otherwise, open time can be wasted). The waiting list feature, along with prompt reminders, contributes to higher chair utilization – ensuring the schedule stays full. It’s particularly useful for hygiene schedules or for practices booking far in advance where patients eagerly want any earlier opportunity.
ClearDent Webinar – A live online seminar or training session. While not a dental software term per se, many vendors (including ClearDent) offer webinars for training users on new features, best practices, or compliance topics. For example, ClearDent’s website has Community Classes and webinars on topics like custom fee guides or analytics. Dental teams might attend webinars to improve their use of the software or to stay updated on industry trends. Since the question scope is glossary of terms related to ClearDent and practice management, mentioning webinar is tangential; however, as front-desk or clinic staff, you might be encouraged to join webinars for continuing education on the software. Webinars are convenient because staff can participate from the office or home, interacting with the instructor through Q&A. For new ClearDent users, the company might host onboarding webinars or monthly live refreshers (as hinted by their support resources). Thus, while “webinar” isn’t a feature of the software, it’s a format through which knowledge about the software and practice management is often delivered. It’s included here as a reminder that ongoing education (via webinars, etc.) is part of effectively using a modern dental PMS.
