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The confirmation window shows what is being completed and “To collect”. From this moment, what is completed becomes a debt, and reception sees it at checkout. What is “In progress” or “Planned” stays in the plan for next time.

• What you add with “+ Procedure done today” shows separately, “Outside the plan”; the accepted plan stays as the patient accepted it.
• A new problem, to treat another time: “Add to plan” — it goes into the accepted plan, unscheduled.

What changes on the dental chart. The app reads the procedure's name and puts its result on the tooth: “Composite filling 26” removes the caries from 26 and adds a filling, an extraction leaves the tooth extracted, an implant leaves the implant. A green check appears on the “Dental chart”. Anything that cannot be inferred from the name (for example an orthodontic mini-implant) doesn't change the tooth — mark it by hand.

There is no save button: the editor shows “Saves itself”, then “Saved”, and the tooth is redrawn on the spot. Numbering is FDI (11–48 for adults, 51–85 for primary teeth). A tooth can carry several marks (caries next to an old filling); click one under “On the tooth:” again to remove it. Problems (caries, pulpitis) are colored red, work already done (filling, crown) blue.

Each problem becomes a row, with the matching service from the price list and its price. For a plan with no rows, click “Empty plan” and fill it in the table. The plan saves itself (“Saved automatically”) — there is no save button.

“Allergies on record:” shows above the form. If a medication resembles a recorded allergy, the app stops you and asks for “I have read it and prescribe anyway”.

Prescription templates are written in Settings → Services → Prescription templates. Issuing requires “Emite rețete” (Issue prescriptions).

With the “Marchează procedurile ca efectuate” (Mark procedures as done) permission (by default the doctor, assistant and front desk), “Completed” does not close the appointment on the spot; it opens the patient's visit, in treatment. The appointment is closed from there. Without that permission, “Completed” closes it directly.

Why: only what is confirmed at the chair becomes payable. An appointment closed without anyone saying what was done would not show up correctly for payment.

If the procedures have not been confirmed, the panel shows “Confirm the procedures (…)” (for the doctor) or “… unconfirmed procedures: the doctor or the front desk must state what was done, otherwise they do not appear for collection.”

If the clinic has chosen to confirm material use, the box with the materials from the technical sheet opens by itself on “Completed” — see How do I record the materials used.

When nothing is left for today, it says “Nothing until the end of the day”. The row and the numbers next to it appear only to people allowed to see appointments.

Everyone on the team has the Dashboard, with no permission needed, but its numbers follow permissions: a doctor who sees only their own patients sees only their own day.

“Awaiting report” holds studies that are prepared and not yet signed. “Clear the filters” brings them all back. Each list shows the newest 100 rows; for an older one, search for the patient.

Two more lists may appear above:

• “⚠️ They could not be prepared” — with the reason on each; “↻ Resume” tries again. They come first, because nobody resumes them unless they see them.
• “⏳ Being prepared” — studies in progress; the list refreshes by itself.

The “Treatment · 043/e form” page opens, with the chosen visit. “Visit type”: “Primary”, “Secondary”, “Prophylactic”. The sections: “Complaints”, “Past and concurrent diseases”, “Course of the current illness”, “Objective findings, external examination”, “Examination of the oral cavity. Condition of the teeth”, “Occlusion”, “Mucosa condition · oncological vigilance”, “Radiological / laboratory investigation data”, “Anesthesia (BP, RR, HR, t°, SpO2)”, “Treatment”, “Treatment results (epicrisis)”, “Recommendations”.

On the right, “The teeth's condition at this visit” shows what changed on the teeth today; you can select teeth and “Set the state” right there. On the visit, in “Treatment”, you see “record filled in” or “record not filled in”.

The search covers the whole calendar, not just the day on screen, and shows the date, time and doctor. On click, the calendar jumps to that day and opens its panel.

As you type, the cards on screen that don't match fade out.

The work type fills in the name (“Lucrarea” (Work)), prices and due dates by itself. You can also fill in “Pieces”, “Medic” (Doctor), “Sent on”, “Lab cost”, “Patient price”, “Responsabil” (Assignee), “Etichete” (Labels) and “Lab invoice no.”.

“Turnaround time” is the date the lab promised: after it, the work shows as overdue. “Due dates per stage” are worked out from the type, the lab and the stage durations, but you can change them.

“Lab invoice no.” groups work for payment: all work on the same invoice is paid together.

The button requires the “Trimite lucrări la laborator” (Send work to the lab) permission.

The list updates by itself once you stop typing. You can type the phone any way you like: “060 123 456” also finds “+37360123456”. The ✕ at the end of the box (“Clear the search”) clears the search.

Below the box you see how many patients were found. The list loads a hundred at a time: as you scroll to the end, the next ones load by themselves (or click “Încarcă următorii” (Load next)). Each row shows the phone, the attending doctor, “📅 Următoarea” (Next) with the date of the next appointment and, on the right, the allergies (“⚠ Penicillin”).

Clicking the open patient a second time closes the record.

• The app hides buttons you have no permission for and refuses the same actions on the server too. A page opened directly without permission shows “You don't have access to this section”.
• A module that is turned off disappears from the menu for the whole team; the administrator turns it on: How to turn off a module.
• In Settings, without “Vede setările” (View settings) only your own account pages appear: Why I can't see a page in Settings.

In detail: Why I can't see a button my colleague sees.

The “New appointment” window opens with the doctor, day and time already filled in. The “Programare” (Appointment) button in the toolbar (or “New appointment” in the Command Centre) opens it empty: you choose “Doctor”, “Data” (Date) and “Ora” (Time) yourself.

• The “Procedure” list comes from the clinic's price list and fills in the duration and price by itself. If Settings → Services has a group named “Calendar”, the list shows only that group's services.
• For the duration, − and + change it by 5 minutes; 30, 45, 60, 90, 120 are the usual lengths. An appointment lasts from 5 minutes to 10 hours.
• “Notes (optional)” — e.g. “anxious patient” or “brings X-ray”.

The new card is marked “NOU” (New) for a few seconds, so you can spot it on a busy day.

If the save button is grey, the text under it says what is missing (“Alege pacientul din listă sau adaugă unul nou pentru a continua” (Choose the patient from the list or add a new one to continue), “Alege procedura pentru a continua” (Choose the procedure to continue), etc.).

When you mark “Arrived” for a patient who has another appointment today, the app asks “The patient already has an appointment today” — “Yes, mark it” marks both.

“Running late” is for when the patient has called to say they'll be late. What each status means: How do I read the statuses.

In the “Week” view you can also drag the card to another day.

If the doctor already has an appointment at the new time, an overlap message appears next to the cursor, with “Move anyway” (if the clinic allows it) and “Cancel”.

From the appointment window: click the card, then “Edit”, change “Doctor”, “Data” or “Ora” and click “Save appointment”.

If the “Reprogramare” (Reschedule) rule is on in Settings → Notifications, the patient automatically gets a message with the new time.

The suggested amount is everything done and not yet paid; for a patient on a payment plan, it is the oldest installment. “Data” (Date) is the day the money came in, not the day you type it: enter yesterday's payment with yesterday's date, or the day close and the cash sheet will not match the drawer.

After saving, the “Payment recorded” window shows “Paid now”, what the payment covered (“Covers”), what went to advance, and “Balance to pay”.

The same window also opens from:

• Payments → “Payment without appointment” (find the patient in “Search”);
• the “La recepție — de achitat” (To pay at reception) list — see How to take payment from someone who just finished;
• the “Datorii” (Debts) tab → “Collect payment” on an installment's row;
• the record, “Payments” tab: “Record a payment” under “Istoric achitări” (Payment history), or “Collect” on a work item's row under “Servicii prestate” (Services rendered).

The “Medic” (Doctor), “Serviciu” (Service) and “Note” fields are optional; the chosen doctor counts in per-doctor reports and commissions.

The record opens right away. “Attending doctor” matters: a doctor who sees only their own patients sees exactly the patients they are the attending doctor for.

Less-used fields:

• “Address”, “Second phone”, “Emergency contact” (“Person” and “Telefon” (Phone)).
• “Status (CNAM)” (“Asigurat” (Insured) / “Neasigurat” (Uninsured)) and “Workplace / studies” — printed on the official forms; left empty, they print empty. CNAM is Moldova's National Health Insurance Company.
• “IDNP” — 13 digits (Moldova's personal ID number); the app checks the check digit and refuses an IDNP that is already on another record.
• “Source” — how the patient heard about the clinic (the list: tags and sources).
• “Preferred channel”, “Preferred language” — the language decides which language documents to sign are offered in.
• “Etichete” (Tags) — VIP, debtor and so on, if the clinic has tags.
• “Recalls” — “Cleaning every (months)” (empty means the clinic's interval, six months) and, for aligners, “Aligner start”, “Days per set”, “How many sets”. The automatic recall messages depend on them.

The “Medical” section — “Blood type”, “Alergii” (Allergies), “Alert”, “Observations” — is visible in the form only to those with permission to write the clinical record (the doctor). Reception sees a message instead saying the doctor fills it in.

A role without permission to view the clinical record lands on the “Treatment · Name” page after saving.

The list updates by itself once you stop typing. You can type the phone any way you like: “060 123 456” also finds “+37360123456”. The ✕ at the end of the box (“Clear the search”) clears the search.

Below the box you see how many patients were found. The list loads a hundred at a time: as you scroll to the end, the next ones load by themselves (or click “Încarcă următorii” (Load next)). Each row shows the phone, the attending doctor, “📅 Următoarea” (Next) with the date of the next appointment and, on the right, the allergies (“⚠ Penicillin”).

Clicking the open patient a second time closes the record.

The heading names the day: the next day the clinic is open, based on its hours and closed days — on Friday evening that is Monday, not Saturday. The list holds the appointments still “Scheduled”, in time order, with the procedure, doctor and phone. A confirmed row leaves the list; when none are left, the tab says “Nothing to confirm”.

“Open the day in the calendar” takes you to that day if you need to move something.

From the patient's record: “Payments” tab → “Istoric achitări” (Payment history) → “Receipt” on the row. A paid installment has its own “Receipt” button in the payment plan.

The receipt carries its number (the “Receipt” column in the list), what was paid for, and how much the patient still owes. If nothing opens, allow pop-ups for the app.

“Overdue debts” shows the phone, the overdue amount, “Delay” in days and “Last call”. The header says how many installments are overdue and how many have not been contacted.

“Completed unpaid procedures” — work done for which no money came in. Patients on a payment plan are followed through the plan, not here.

For debt age (0–30, 31–60, 61–90, over 90 days), see Reports → Datorii (Debts).

Reception doesn't see the clinical record, but sees the warnings strip, the dental chart and the same visits here. From here they can also correct the contact details, with “Patient data”, and send an SMS, with “SMS”. Under “Administrative details” are the linked people, consent to messages and portal access. The plan can't be changed from here, and documents to sign stay in the clinical record.

If it is not there, check in order:

1. Is the rule turned on? All rules start turned off — How to turn on SMS reminders.
2. Is the SMS channel ticked? “indisponibil” (unavailable) means the clinic does not have SMS yet; write to the DentFlow team.
3. Is it within sending hours? Outside them the message waits — How to stop messages at night.
4. Did the patient opt out of messages? See the “Acorduri pentru mesaje” (Message consents) card in their record.
5. Is the number missing? “pacientul nu are număr de telefon” (the patient has no phone number) — fill it in on the record.

A message that failed three times goes to “Abandoned messages”: How to resend a failed message.

The column name is chosen by the clinic; what matters is that the stage has the “Received at clinic” status. The app records the date received, and the work's doctor gets a message in the bell — unless they moved the card themselves. In the patient record, the work shows “attended ✓”.

Work that needs a try-in then goes through “La probă” (Try-in) before delivery.

When you mark “Arrived” for a patient who has another appointment today, the app asks “The patient already has an appointment today” — “Yes, mark it” marks both.

“Running late” is for when the patient has called to say they'll be late. What each status means: How do I read the statuses.

The confirmation window shows what is being completed and “To collect”. From this moment, what is completed becomes a debt, and reception sees it at checkout. What is “In progress” or “Planned” stays in the plan for next time.

• What you add with “+ Procedure done today” shows separately, “Outside the plan”; the accepted plan stays as the patient accepted it.
• A new problem, to treat another time: “Add to plan” — it goes into the accepted plan, unscheduled.

What changes on the dental chart. The app reads the procedure's name and puts its result on the tooth: “Composite filling 26” removes the caries from 26 and adds a filling, an extraction leaves the tooth extracted, an implant leaves the implant. A green check appears on the “Dental chart”. Anything that cannot be inferred from the name (for example an orthodontic mini-implant) doesn't change the tooth — mark it by hand.

If the service has a technical sheet, the list comes prefilled (“Prefilled from the service's technical sheet.”).

An appointment has a single deduction: “Correct” replaces it rather than deducting twice. To put everything back, click “reverse” → “Reverse the usage”: the materials return to the store they came from.

Deducting requires the “Gestionează stocul” (Manage stock) permission; someone who only sees stock sees what was deducted.

If a kit used on the patient came out of a cycle with “the failed test”, the card flags it. The kit also appears under that day's appointment. It requires “Vede evidența sterilizării” (View sterilization records) and, to record, “Înregistrează cicluri și truse” (Record cycles and kits); the card exists only if the clinic uses the Stock module.

What you can upload:

You can also drag files onto the box; a .zip archive works too, or “Choose a folder”. Anything that does not match the chosen type is set aside and counted on screen, and the limit reads “Up to … per file and … per study”.

“The device” fills itself in from the file, if it is written there. In “Note”, write why the study was taken, if you like.

Dental devices' compressed formats (JPEG Lossless, JPEG 2000, JPEG-LS and others) are read on the server — do not convert anything first.

A radiograph uploaded to the record's gallery, or added from a tooth's panel, also goes into Imaging as a study of the patient (with the tooth already marked, from the tooth panel). Old radiographs from the file are moved once by the technical administrator, with a script.

Requires the “Încarcă studii imagistice” (Uploads imaging studies) permission.

The photo is linked to the tooth, appears below its editor and stays in “Record” → “Images”. Without a camera, use “From a file”. It requires “Editează fișa / istoricul” (Edit record / history).

Once you choose the doctor, you see what they requested and had approved, how much is “In warehouse” and how much was already delivered. Tick “Add other materials too” for something not requested.

The materials move from the warehouse into the doctor's stock, and the requests close as “Delivered” in the same step.

When the clinic has several branches, “From warehouse” chooses where the goods leave from — by default the doctor's branch warehouse. Nothing is ever delivered from another doctor's surgery.

Each row has the service, doctor, time and colored status. The clinic chooses how many rows to show (8 by default — where); if there are more, the bottom says how many more and “— see in Calendar”. Once the day is over, the box shows the last appointments, with the note “The day's schedule has ended — the last for today:”.

The column name is chosen by the clinic; what matters is that the stage has the “Received at clinic” status. The app records the date received, and the work's doctor gets a message in the bell — unless they moved the card themselves. In the patient record, the work shows “attended ✓”.

Work that needs a try-in then goes through “La probă” (Try-in) before delivery.

“Sign out” signs you out, if it is someone else's computer. The administrator sets the minutes: How to change when the screen locks.

Good to know:

• “To confirm” counts only today and the first day the clinic is open after today. On Friday evening, if Saturday is closed, it counts Monday. Reception can bring it to zero in an hour of phone calls.
• “Revenue today” and “Average value” start from the price set on appointments; an appointment with no price adds zero.
• “Revenue this month” and “Collected today” are money actually collected, not work done.

For other dates: “Period…”, choose “From” and “Until”, then “Show”. Each figure is compared with the previous period of the same length.

• “Prestat” (Performed) — the value of completed work, with the average per item;
• “Collected” — money actually received;
• “Appointments”, with how many were completed;
• “No-shows”, as a percentage (here, down is good);
• “Occupancy rate” — from hours worked;
• “Estimate conversion” — how many proposed treatment plans were accepted, and for what value;
• “New patients” — records opened.

Further down: “Appointments by day of the week”, “Distribution of statuses”, the occupancy map by hour and day (darker = busier), “No-shows by day of the week”, “Patients on record”, “Return rate”, “New patients — last 6 months” and “Top patients by value”.

If a warning says some completed appointments have no price, those are left out of “Prestat” (Performed). Fill in the prices in Settings → Services.

• Alerts: negative profit, more payments out than in over the coming days, services sold below cost, large patient debts. They repeat above every other section.
• “Estimated profit” for next month — “(from plan)” if you have written a plan, otherwise “(from trend)”.
• The month's figures: “Collected” (or “Prestat” (Performed), depending on the formula), “Net profit”, “Direct costs” (materials, lab, commissions), “Cheltuieli” (Expenses) (one-off and monthly fixed), “To collect” (completed, unpaid work).
• “Cash — the next … days”: “Inflows”, “Outflows” and “Projected balance”, from what is already scheduled.
• “Capacity utilization”: how much of the doctors' working hours is booked and how much one worked hour brings in.

The figures come from payments, expenses, stock receipts, the lab and the timesheet — nothing is entered twice.

The “Day close” window shows “Recorded in the app” by method. Count only the cash — card and transfer do not go through the drawer. The app says “The cash matches”, “Cash surplus” or “Cash shortage”.

After closing, the button becomes “Închisă” (Closed) or “Închisă · +/− amount”. A day can be recounted: a new close replaces the previous one.

“sold N” shows how many days the colleague has left in the request's year; the number is highlighted when the request exceeds the balance. Approved leave goes into the timesheet automatically, and the doctor can no longer be booked on those days in the calendar.

The number on the “Concedii” tab and next to “HR” in the menu shows how many requests are awaiting a decision.

The “Membru” (Member) button requires the “Editează fișele de personal” (Edit staff records) permission.

The colleague's account is created on the address in “Email” — see How do I give a colleague a login.

The “Show in the calendar” box sets itself by role: checked for doctors, unchecked for the front desk and other roles. Anyone without it cannot be picked as the doctor: in appointments, in the record, in payments, in the lab and in imaging.

The window also holds staff details: “The job”, “IDNP”, “Home address”, “Base monthly salary”, “Leave days per year” (empty = the clinic's standard), “Qualification category” and “Colour in the calendar”.

The old password stops working and sessions opened with it are closed. The new password is shown only once. Requires the “Gestionează utilizatori” (Manage users) permission.

The app has no “forgot password” by email, on purpose: whoever has access to someone's mailbox should not be able to open patient records.

If the goods come on an order, it is better to start from “The goods have arrived” on the order or from “Recepționează” (Receive) in “Incoming” → “Goods and invoices” → “Comenzi în așteptare” (Pending orders): the lines still to be received fill in by themselves.

Why two steps: a wrong price instantly becomes the cost of every procedure and the stock value. “Approve list” only freezes the list; the second button is what puts the goods into the warehouse. Until then, go back with “← Back to editing”.

A material not yet in the catalog: choose “— new material —” and type the name. For a material bought by the box, choose on each row whether you enter the quantity in boxes or in pieces — see stock in pieces.

When the clinic has several branches, “Warehouse” chooses where the goods go — see a branch warehouse.

“Receipt” requires the “Înregistrează achiziții și facturi” (Record purchases and invoices) permission.

The record goes back to the list it came from — the appointment to the calendar, the patient to the patient list. The tab covers the last 90 days.

In the app, anything with clinical or financial meaning is never fully deleted: an appointment, a patient, a payment plan, an expense, a radiograph, a personnel document, a protocol, a candidate and more go to “Deleted”.

The page also requires “Vede secțiunea financiară” (Sees the financial section), and changes require “Modifică setările” (Changes settings).

Price and duration from the price list are only suggestions; they can be changed on each appointment.

Optional fields:

• “Treats the diagnoses” — the treatment plan suggests the service for these diagnoses;
• “Visit template (form 043/e)” — the template that fills in the record when the procedure is checked off in the chair;
• “Consent required before the procedure”;
• “Send post-procedure instructions”;
• “This is the hygiene service” — the hygiene reminder counts from it;
• “Heading 039-1/e”, “Column 039-1/e (the monthly register)” and “UCM (conventional units)” — where the service is counted in official reports.

Age is counted from the day the work was completed. Each tile shows the amount and its share of the total; the four together add up exactly to “Total to collect” for the whole clinic — even when the table below is cut to the first rows.

Per patient, the table shows: the phone, the doctor, how many procedures, “The oldest”, the amount in each age group and “To be collected”. The tab has no period: it is the situation right now.

Alerts go only to people who can manage roles. Every few minutes the app checks for signs of unauthorized access:

• many wrong passwords on one account, or from the same address on several accounts;
• a successful sign-in after several wrong passwords;
• a sign-in with a backup code instead of the phone code;
• many patients' records opened, or exported, printed or sent by link, within one hour;
• someone given the permission to change permissions or manage users.

What the person opened is shown in the access log of each record.

“Your request has been sent” appears. Usually the clinic has to confirm the time: until then, the appointment shows as “Awaiting confirmation” and is not final. Some clinics confirm automatically; then the time shows as “Confirmed” right away.

Not sure which service to choose? Choose “— I don't know, let the clinic choose —”.

If someone else took the time in the meantime, the portal tells you and shows the free times again. “There are no free slots on this day” — try another day or another doctor.

The clinic can limit online requests (for example, at least a few hours ahead, or only for certain doctors). If the “Request an appointment” tab won't let you request a time, call the clinic.

At the top, “In brief” shows “Your doctor” and the amount left “To pay”. Below are “History” (past or canceled appointments) and “Payment history”.

You cannot cancel or move an appointment yourself in the portal: the front desk does it and replies in “Message the clinic” too. If the appointment is today or tomorrow, call the clinic — messages are read during opening hours.

Write your name exactly as it appears on your record at the clinic. The signed document gets the label “Signed”.

The documents may include the privacy notice explaining how the clinic uses your personal data. In it you also choose whether to receive marketing messages; your treatment does not depend on your choice.

The portal has no “forgot password” by email, so that nobody with access to your mailbox can read your medical record. The front desk sets a new password for you; the old one stops working. Once you are in, you can change it: How to change my password.