Complete Dental Clinic System
A dental clinic with several doctors, parallel appointments, and treatment plans spanning multiple sessions.
The patient’s journey from first appointment to file closure and review, with session and lab billing and recall coordination.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
Every patient enters the system as a card in the “Appointment” column where the receptionist logs their details, chief complaint, and appointment date. When they arrive and the doctor examines them, the card moves to “Treatment Plan” where the doctor writes the diagnosis and plan: number of sessions, treatment type, and any required lab work. After the plan is approved the card moves to “Sessions” and stays there throughout execution; after each session the clinic assistant updates the card with what was done and the next session’s date. When treatment completes, the card moves to “Follow-Up” to monitor improvement and periodic recall appointments, then “File Closure” when the condition stabilizes, and finally “Review” where the patient’s satisfaction with the service is requested and documented on the card.
Chat is the daily coordination channel between reception and doctors: confirming a patient’s arrival, a question about session length, or a notice that a prosthesis arrived from the lab. Anything financial goes in Dues, not Chat: each session’s invoice, patient payments, and the external lab’s payables for prosthetics — so the accountant knows each file’s financial status without side ledgers.
Announcements are clinic management’s voice: lists of recall appointments due this week are published there so reception calls patients, plus official circulars like a schedule change or a new sterilization protocol. This way everyone knows what concerns them: reception sees appointments and recalls, doctors see treatment plans, and the accountant sees invoices and dues — all tied to the same patient card.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Senior Doctor
Approves treatment plans in the “Treatment Plan” column, reviews complex cases among doctors, and decides when a card moves to “File Closure”.
Reception
Opens new patient cards in “Appointment”, manages the booking schedule, and follows the recall calls published in Announcements.
Clinic Assistants
Prepare treatment rooms, update the patient’s card after each session with what is done and what remains, and log lab work requests.
Accountant
Records session invoices, patient payments, and lab payables in the Dues unit, and reconciles them with cards before any file is closed.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Announcements — The official voice of management — circulars and alerts that reach everyone
- Dues — Internal money with strict privacy — dues, advances, and expenses
Welcome announcement: «Welcome to the Clinic System»
From today every patient is a card moving across the columns from “Appointment” to “Review”, and no patient information stays in a notebook or memory. Chat is for quick coordination between reception and doctors; invoices and lab dues are recorded in Dues first-hand. First step: register current patients as cards in the right columns per each one’s treatment stage.
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