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Dental clinic patient records

A three-chair practice ran on a paper card index, a diary and a phone that only stopped ringing when the receptionist was busy calling recall patients. We built a system with patients, calendar, lab work and payments in one place — and gave patients a mobile view that watches their appointments for them.

Industry
Dental practice · 3 chairs
Type
Records + booking + mobile
Scope
8 modules + patient web
Project
from CZK 180,000
Delivery
6–8 weeks

Where they started

Two dentists, a hygienist and one receptionist acting as the junction for everything: paper cards in binders, bookings in a diary, recalls in a notebook and lab work tracked from memory. The phone rang most at exactly the moments she stood at a chair with a patient. And nearly one in ten booked patients simply didn't show up.

The owner's brief was human: "I want a card I can read in ten seconds before the patient sits down. And a reception that looks after people in the waiting room, not the phone." The rest came from a week spent at the front desk.

What hurt the most

  • 01Paper card index: cards had to be hunted down, notes were illegible
  • 02No-shows at 9.8 % — every tenth slot lost without replacement
  • 03Recalls in a notebook: there was never time for invitations
  • 04The phone blocked reception at the busiest hours
  • 05A crown from the lab could sit in a drawer for three weeks

Walk through the system screen by screen

Every screen comes from a real, built showcase application — clickable UI with fictional patients, not a static mockup. The X-ray image is real (CC BY licence).

kartoteka.vase-klinika.cz/dnesek
Dental clinic patient records — Today · reception control
3 chairsone screen at reception
01

Today · reception control

The first screen of the morning. The receptionist sees the programme of all three chairs, who is in the waiting room and for how long, who hasn't confirmed and who should pay after treatment. A red line shows where in the day you are right now.

What the practice gets here

  • Today's chair programme with colour-coded visit types and states
  • Waiting room live: who waits, for whom, how many minutes
  • SMS confirmations: 16 of 18 patients confirmed by morning
  • No-shows logged in one click — the slot goes to the waitlist
  • To pay at reception: nobody leaves unsettled
  • Operations notes: supplies running low, steriliser service

Why the clinic wanted it

The receptionist used to assemble the day from three sources: diary, notebook, sticky notes. Now she has it on one screen before she takes her coat off — and the practice knows what's coming.

kartoteka.vase-klinika.cz/kalendar
Dental clinic patient records — Chair calendar
84 %chair utilisation · +6 pp
02

Chair calendar

Three columns, three chairs, the whole day. Colours say the visit type — prevention, hygiene, procedures, acute — and free slots offer themselves. Clicking a booking opens details with notes and allergies, one step from the patient card.

What the practice gets here

  • Chairs side by side by day · week via a toggle
  • Colour-coded visit types, the day readable at a glance
  • Booking detail: procedure, duration, insurer, allergies
  • Free slots and breaks clearly marked — acute patients fit in fast
  • Waitlist: a slot frees up, the system offers it by SMS
  • Chair utilisation computed continuously

Why the clinic wanted it

Twice a month the diary double-booked a chair. That physically can't happen in the system — and the waitlist refills every cancelled slot on top.

kartoteka.vase-klinika.cz/pacienti
Dental clinic patient records — Patients · card index
2 sfinding a patient during a call
03

Patients · card index

The whole card index in one list with forgiving search: type without diacritics, half a name or a piece of a phone number and results appear instantly. Filters pull up patients overdue for a check-up, with an open treatment plan or with a balance due.

What the practice gets here

  • Live search by name, phone and insurer — diacritics optional
  • Filters: insurer · overdue · with treatment plan · with balance
  • Tags right in the list: debt, recall, crown arrived
  • Last visit and next appointment for every patient
  • A click opens the card — solved while the caller is still on the line
  • 1,284 patients, zero binders

Why the clinic wanted it

When a patient called from a new number, reception couldn't find him in Excel. Now he's found in two seconds — even if he only gives a first name and an insurer.

kartoteka.vase-klinika.cz/pacienti/svobodova
Dental clinic patient records — Patient card · dental chart
10 sdoctor's prep before a patient
04

Patient card · dental chart

The heart of the system. An interactive dental chart shows the state of all 32 teeth — fillings, crowns, extractions and planned treatment. Clicking a tooth opens its history and plan price. Alongside: signed visit notes, real X-rays and a treatment plan with co-payments.

What the practice gets here

  • Dental chart with FDI numbering — the mouth at a glance
  • Click a tooth: what happened, what's planned and for how much
  • Visit notes from templates, electronically signed
  • X-rays right on the card — OPG and detail views
  • Treatment plan split insurer vs. co-payment, approved by the patient
  • Allergies and alerts always visible in the header

Why the clinic wanted it

The dentist put it precisely: the card must read in ten seconds before the patient sits down. A paper card with illegible notes never managed that.

kartoteka.vase-klinika.cz/recally
Dental clinic patient records — Recalls · check-up invitations
124patients booked from recalls in six months
05

Recalls · check-up invitations

Check-ups are steady income for the practice and prevention for patients — but nobody kept up with manual calling. The system watches who is six months past their check-up, sends an SMS with a booking link by itself and reminds again after two weeks. Reception only gets the ones who don't react.

What the practice gets here

  • Automatic SMS 6 months after the last check-up
  • A reminder after 14 days, then hand-off to reception
  • Patients book with one click from the SMS link
  • Overview: who's booked, who's pending, who's unresponsive
  • Recall success is measured — 68 % this year
  • The message template matches the practice's tone

Why the clinic wanted it

24 overdue patients sat in a notebook and nobody had time to call them. The automation booked 124 in half a year — without reception lifting the phone.

kartoteka.vase-klinika.cz/laborator
Dental clinic patient records — Lab · prosthetic work
0pieces of work forgotten in a drawer
06

Lab · prosthetic work

Crowns, bridges and splints travel between the practice and the lab — and that's exactly where things got lost. The system creates the job itself when an impression is sent, watches the promised date, and when work arrives, reception invites the patient with one click.

What the practice gets here

  • Jobs created automatically from the treatment plan
  • States: planned → at lab → arrived → fitted
  • A day past the promised date, the lab gets chased automatically
  • Arrived? An "invite patient" button sends an SMS with slot choice
  • Average lab turnaround times are measured
  • Lab prices flow into the treatment plan

Why the clinic wanted it

A finished crown once sat in a drawer for three weeks because a slip of paper fell behind a shelf. Since launch, not a single piece of work has been lost.

kartoteka.vase-klinika.cz/objednani
Dental clinic patient records — Patient online booking
38 %of bookings made outside opening hours
07

Patient online booking

What patients see on the practice website: three steps, only genuinely free slots straight from the chair calendar, SMS confirmation within a minute. No "we'll call you back". The booking lands in the calendar before the notification stops ringing.

What the practice gets here

  • Choose procedure, dentist and slot in three steps
  • Only truly free slots from the calendar are offered
  • Instant SMS confirmation, reminder the day before
  • The fastest available slot in one click
  • Acute pain has reserved slots every day
  • Bookings land in the calendar without reception touching them

Why the clinic wanted it

More than a third of patients want to book in the evening or at weekends — exactly when the practice doesn't answer the phone. Now they book themselves and reception just checks names in the morning.

kartoteka.vase-klinika.cz/prehled
Dental clinic patient records — Practice overview
−67 %no-shows after SMS reminders
08

Practice overview

Numbers the owner used to see once a year from the accountant: revenue by procedure type, insurer vs. direct payment ratio, chair utilisation by weekday and the no-show trend. One-click export for the accountant.

What the practice gets here

  • Monthly revenue by procedure type — hygiene, prosthetics, prevention
  • Insurer vs. direct payments: 38 / 62
  • Chair utilisation by day of week
  • No-shows down from 9.8 % to 3.2 % — visibly
  • Treated and new patient counts
  • Export for the accountant

Why the clinic wanted it

The decision to hire a second hygienist took ten minutes over these charts — hygiene earns a third of revenue and Thursdays burst at the seams. It would have been a month of guessing before.

Patient module

Patient mobile

Patients don't get another app with passwords — they get a link they add to their home screen. They see the next visit, confirm it with one tap, reschedule themselves and keep treatment and payment history at hand. The practice gets a calmer waiting room and two thirds fewer lost slots.

Push + SMSReminder 3 days ahead

And again the day before. Forgetting takes real effort.

Self-serviceRescheduling without calls

Patients move their own slots — reception minds the waiting room.

LoyaltyHistory and payments at hand

Patients see what's done and what's next. And they come back.

No installWeb instead of an app

A link from an SMS, an icon on the home screen. No app store, no passwords.

  • Push + SMS reminder three days before and the day before
  • One-tap appointment confirmation
  • Self-service rescheduling without a phone call
  • Treatment and payment history in one place
  • Booking the next visit from free slots
  • Runs in the browser — no install, no passwords

Why the clinic wanted it

No-shows aren't malice — people just forget. Two reminders and a reschedule button turned 9.8 % of lost slots into 3.2 %. That's dozens of saved practice hours a month.

3.2 %no-shows · 9.8 % before launch

What it brought the practice

Figures are illustrative — they show the typical impact for a practice of this size.

3.2 %

no-shows instead of 9.8 %

SMS reminders + patient mobile

124

patients booked from recalls

in six months, without a single call

−2 h

of reception phone time daily

patients book themselves

100 %

of notes legible and signed

electronically, with procedure templates

Under the hood

The card index is a web application — it runs in a browser at reception, in the surgeries and at the owner's home. Health data is encrypted in transit and at rest, hosted in the EU and backed up daily. SMS goes through a Czech gateway and X-rays load from the OPG store over a standard interface.

Next.js + ReactPostgreSQLEncryption · GDPREU hostingSMS gatewayX-ray / OPG integrationRoles & permissionsDaily backups

How a project like this happens

  1. 1

    A week at reception

    We sit next to the receptionist and the dentists and map the real operation — from morning unlocking to the evening close.

  2. 2

    A clickable design

    Within two weeks you get a clickable application like this one. You decide over real UI, not wireframes.

  3. 3

    Module by module

    Calendar and card index first — they hurt the most. Recalls, lab and analytics join during operation.

  4. 4

    Running beside paper

    For two weeks the system runs alongside the paper index. Whatever doesn't fit gets fixed before paper retires for good.

  5. 5

    Production and beyond

    We don't abandon the system after launch — we collect feedback and deliver further modules.

The dental clinic card index is a showcase concept built by our studio: a real, clickable application with fictional patients. It shows how we build systems for practices and clinics — yours would be shaped by your operation. X-ray image: Coronation Dental Specialty Group, CC BY 3.0.

Is a diary and a shelf of binders running your practice?

We'll put it on one screen. Within two weeks you'll see a clickable design of your own system — no strings attached.

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