What is Dentist Portal and How to Use It
Dentist Portal is a mobile-friendly web application designed specifically for dental providers. It allows dentists to conveniently access important business and performance data while on the go.
The portal connects directly to the practice management system. It can be easily installed on smartphones or tablets, making it ideal for quickly checking appointment diaries, monitoring performance and reviewing key metrics on the one dashboard anytime and anywhere.
What You Can Do in Dentist Portal
With Dentist Portal you can:
Track personal performance
Monitor daily, monthly and annual revenue
UDA tracking against target for NHS England and Wales practices
Check diary utilisation- booked hours and whitespace
Track new and lapsed patient numbers
Check recall effectiveness
Monitor open treatment plans with and without an appointment
Benefits of using the Dentist Portal
The Dentist Portal simplifies and enhances your associates performance by providing:
Instant accessibility – Access your practice data anytime and anywhere, whether you are in the practice or on the go.
Quick visual insights – Instantly view clear summaries of your performance, helping you understand key metrics at a glance.
Enhanced revenue opportunities – Identify important trends in revenue and treatment activity to help increase productivity and maximise earnings.
Efficient appointment management – Easily review and prepare for your upcoming appointments, ensuring better planning for the days ahead.
💡 Top Tip: Add Dentist Portal to your device’s home screen for quick and convenient access.
This allows you to open the portal just like a regular app on your phone or tablet.
How to add it:
Open Dentist Portal in your web browser.
Tap the options menu (usually shown as three dots or lines at the top or bottom of the browser).
Select “Add to Home Screen.”
Confirm to create the shortcut.
Once added, you can launch Dentist Portal directly from your home screen without needing to open your browser each time.
How to Utilise the Dentist Portal
Appointment Diary
The Appointment Diary tab displays your schedule for the next five working days, helping you stay organised and maximise your clinical time.
The diary shows:
Appointment times
Patient names
Treatments booked
Available whitespace (highlighted in red)
Whitespace indicates available appointment time that could be filled to optimise your day.
Scrolling further down the page allows you to review Potential Revenue Opportunities, which highlight gaps in your diary that could generate additional revenue.
Diary Utilisation
The Diary Utilisation section helps you understand how effectively your clinical time is being used. It highlights how much of your available diary time is booked and identifies potential revenue lost through unused appointment slots.
Last Working Day – Booked Hours %
Shows the percentage of your available diary time that was booked on your most recent working day.
Last Month – Booked Hours %
Displays the overall percentage of booked diary time across the previous month.
Hours Worked vs Hours Available
Compares the number of hours you actually worked against the total hours available in your diary. This helps you understand how effectively your available clinical time is being utilised.
Year to Date Estimated Loss of Revenue
Estimates the potential revenue lost so far this year due to unused diary time (whitespace) This is calculated by taking your average hourly rate x whitespace hours
Financial Summary
The financial summary provides clear insights into-
Invoices raised broken down into last working day, month to date and year to date
Earnings per hour broken down into worked hours which indicates how efficiently your clinical time is generating revenue.
Earnings Per Hour Available shows your potential earnings based on available diary hours.
Compare revenue 1 year previous which can easily be filtered by payor type- NHS, private and all.
Patient Analysis
The Patient Analysis section provides a quick overview of your appointment activity, including number of booked patients, patients seen, Failed to Attends (FTAs), cancellations and estimated loss of revenue. This helps you monitor patient attendance patterns, identify gaps in your diary and take action to improve booking efficiency and reduce lost clinical time.
How Estimated Revenue Loss is CalculatedEstimated Revenue Lost = (FTA Hours + Cancelled Hours) × Average Earnings per Hour.
Recall Effectiveness
The Recall Effectiveness section details the percentage of recalls successfully completed for the Last Working Day and Month to Date, along with the number of patients contacted compared to the number due for recall. This helps you track engagement with recall patients and identify opportunities to improve follow-up and maintain regular patient attendance.
New & Lapsed Patients
📝 Please note: New & Lapsed patients is coming soon for Dentally users.
The New & Lapsed Patients section provides a snapshot of patient activity for the current month, showing how many new patients have joined and how many patients have become lapsed. It also displays your total number of active patients, helping you monitor the overall health and growth of your patient base.
The drilldown shows monthly trends for the past 3 months
Definitions
New Patient- A patient who has registered with the practice and received their first treatment.
Lapsed Patient- A patient who has not had a completed course of treatment within 24 months.
Active Patient- A patient with a completed Course of Treatment within the past 24 months. Will have an active patient record on your practice management software.
UDA Tracking
📝 Please note: UDA Tracking is coming soon for Dentally users
For NHS practices in England and Wales only.
Effortlessly monitor your UDA performance against targets with accurate month-end and year-end forecasting. Track how many UDAs have been delivered against your contract and gain clear visibility into projected activity for the remainder of the month or year.
This feature provides a concise snapshot of your NHS performance, helping you manage workload, plan activity and stay on track throughout the year with greater confidence and control.
Open COTs (Courses of Treatment)
The Open COTs tab gives you clear visibility of your treatment pipeline, helping you stay on top of ongoing and incomplete care.
View the total number of courses of treatment created in the past year
Identify treatments that do not have a future appointment booked
Track the total value of incomplete or outstanding treatments
This helps you manage workload, plan ahead and ensure no treatment opportunities are missed.
Debt Management
📝 Please note: Debt Management is coming soon for Dentally users
Efficiently manage your unpaid invoices for active patients only with a clear age-based breakdown, making it easy to prioritise follow-ups and maintain cash flow:
1-29 days
30-59 days
60-89 days
90+ days
