Visual Orthodontics is designed for the entire practice

Explore how with VO you can save time, money, and effort in every area of your practice.

Treatment Chart - Deliciously powerful.

Start with a conventional history of encounters, procedures, and case notes. View the entire case history at a glance with our interactive graphical case timeline with drill-down capabilities. Create and update color-coded tooth charts to document the installation and removal of braces, archwires, appliances, retainers, and to capture tooth alignment progress. Kick it up a notch with our unique interactive 3D tooth alignment editor (Windows clients only). Navigate back and forth within the 3D tooth alignment editor to visualize tooth alignment progress in full 3D (compatible 3D LCD panel required). And finally, monitor and control your treatment effectiveness through our unique Tooth Alignment Score interactive 3D chart. This is fun!

Medical History - Flexible and extensible.

Use the built-in medical history wizard to quickly pick up and assemble the relevant answer set based on your practice's standard checklist, change any checklist item or add your own items on the fly as you are capturing the information from the patient. Launch the initial patient survey on a wireless tablet and hand it to the patient for immediate and accurate capture of the patient provided information directly into the database. Have the patient sign electronically on the tablet, then print or save as PDF the completed New Patient form to share with the patient, insurance company, or the referring entity.

Diagnosis - Swift and powerful.

Capture and document your diagnosis quickly by using the built-in diagnosis wizard to quickly pick up and assemble the relevant answer set based on your practice's standard checklist, change any checklist item or add checklist items on the fly as you're capturing your diagnosis elements.

Treatment Plans - Standardize what-ifs.

Define and capture as many alternate treatment plans for each case as you need, capture the total estimated cost, and all the important steps and procedures for each. Memorize any treatment plan into a template, and use any saved templates to create future treatment plans, other similar cases, or patients.

Records - All in one place.

Just like with a physical patient binder, flip pages back and forth (or use the built-in direct navigation control) to quickly view and update all patient related case data: demographics, referrals, insurance, contracts, patient history, diagnosis, treatment plans, images, appointments, treatment notes, insurance claims, payments, patient document library — and all case related staff tasks, reminders, and notes. Lickety-split!

Scheduling - Set appointments with ease.

With simplicity and speed, schedule appointments across multiple books, stations, and offices. The system automatically calculates the duration of the appointment based on the procedures (or procedure sets) you select. Switch to week view for a quick assessment of each weekday's patient load, then use the daily view to pinpoint accuracy. Easily generate appointment reminder lists that you can use to phone, e-mail, or text reminders. Use the built in e-mail gateway to trigger e-mail or SMS appointment reminders directly from within Visual Orthodontics.

Check In - Instantly check in patients as they arrive.

With Visual Orthodontics you can easily use drag and drop today's scheduled patient entries to change, reschedule, move, withdraw, cancel, and mark as "no-show" in a flash. No need to navigate multiple screens. You can now check-in or adjust patients quickly and efficiently with a flick of the finger or a click of the mouse. With Visual Orthodontics you can even accept walk-in patients right from the check-in workflow, all with the same incredible ease.

Check Out - Process released patients quickly and efficiently.

Accept cash, check, EFT, or credit card payments while automatically posting to the appropriate ledger, print receipts, schedule the patient's next appointment, print a detailed walkout statement, and finally check them out at a supersonic speed. They'll think you're some kind of wizard! You can even complete and file your insurance forms all from within Visual Orthodontics.

Documents - The ultimate paperless vault.

Capture and store images of referral letters, signed patient releases, signed contracts, insurance and responsible party correspondence, EOBs, etc. by scanning, importing, or capturing from a webcam. Generate, mail-merge, and print or save as a PDF. Create sophisticated, richly formatted letters based on customizable templates, with access to most fields in the database — including images! Everything you generate is stored in the database for your reference and easy subsequent retrieval. All of this is built right into Visual Orthodontics, so you can save a bundle by not having to purchase, patch, and keep current, expensive additional software (like Microsoft Office or Adobe Acrobat) for each of your computers!

Lighting - Rapid patient management.

Control patient flow by viewing what patients are in what stage and in what location within your practice, key into the automatically updating average waiting time for each patient queue to reassign staff and resolve patient bottlenecks, and optimize doctor's time via the built-in prep readiness flagging tool. Drag and drop to easily move patients along the workflow with immediate access into the clinical treatment module and patient records.

Demographics - Easy and intuitive.

Capture basic and extended demographics information about the patient, siblings, emergency contact, and medical alerts (allergies, major surgeries, etc.). Convert siblings to patients with just one flick of the finger or mouse click. Access and document basic and detailed case information, initiate a new case, and assign a patient fee schedule. Capture the patient's initial Health Survey, obtain their electronic signature, generate and print the Patient Welcome form.

Medical History - Flexible and extensible.

Use the built-in medical history wizard to quickly pick up and assemble the relevant answer set based on your practice's standard checklist, change any checklist item or add your own items on the fly as you are capturing the information from the patient. Launch the initial patient survey on a wireless tablet and hand it to the patient for immediate and accurate capture of the patient provided information directly into the database. Have the patient sign electronically on the tablet, then print or save as a PDF the completed New Patient form to share with the patient, insurance company, or the referring entity.

Diagnosis - Swift and powerful.

Capture and document your diagnosis quickly by using the built-in diagnosis wizard to quickly pick up and assemble the relevant answer set based on your practice's standard checklist, change any checklist item or add checklist items on the fly as you're capturing your diagnosis elements.

Treatment Plans - Standardize what-ifs.

Define and capture as many alternate treatment plans for each case as you need, capture the total estimated cost, and all the important steps and procedures for each. Memorize any treatment plan into a template, and use any saved templates to create future treatment plans, other similar cases, or patients.

Contracts - Your main revenue tool.

Define patient contracts to capture your agreed-upon treatments and financial commitments. The system will automatically generate as many contract cycles as needed based on your selected contract length and cycle frequency, and will pre-calculate the amounts due at each cycle based on the negotiated total treatment cost, expected insurance coverage amount, fees, write-offs, promotional discounts, and the selected financing parameters such as the down payment and your annualized financing (interest) rate. Have the patient or responsible party review, then sign electronically on your tablet to lock in the terms.

Lighting - Fast patient management.

Control patient flow by viewing what patients are in what stage and in what location, key into the automatically updating average waiting time for each stage to reassign staff and resolve patient bottlenecks, and optimize doctor's time via the built-in prep readiness flagging tool. Drag and drop to easily move patients along the workflow with immediate access into the clinical treatment module and patient records.

Records - All in one place.

Just like with a physical patient binder, flip pages back and forth (or use the built-in direct navigation control) to quickly view and update all patient related case data: demographics, referrals, insurance, contracts, patient history, diagnosis, treatment plans, images, appointments, treatment notes, insurance claims, payments, patient document library — and all case related staff tasks, reminders, and notes. Lickety-split!

Treatment - Deliciously powerful.

Start with a conventional history of encounters, procedures, and case notes. View the entire case history at a glance with our interactive graphical case timeline with drill-down capabilities. Create and update color-coded tooth charts to document the installation and removal of braces, archwires, appliances, retainers, and to capture tooth alignment progress. Kick it up a notch with our unique interactive 3D tooth alignment editor (Windows 8+ clients only). Navigate back and forth within the 3D tooth alignment editor to visualize tooth alignment progress in full 3D (compatible 3D LCD panel required). And finally, monitor and control your treatment effectiveness through our patent-pending ToothAlignmentScore interactive 3D chart. This is fun!

Documents - The ultimate paperless vault.

Capture and store images of referral letters, signed patient releases, signed contracts, insurance and responsible party correspondence, EOBs, etc. by scanning, importing, or capturing from a webcam. Generate, mail-merge, and print or save as a PDF. Create sophisticated, richly formatted letters based on customizable templates, with access to most fields in the database — including images! Everything you generate is stored in the database for your reference and easy subsequent retrieval. All of this is built right into Visual Orthodontics, so you can save a bundle by not having to purchase, patch, and keep current, expensive additional software (like Microsoft Office or Adobe Acrobat) for each of your computers!

Referrals - Manage your network.

Capture referral parties, referral types, and referral notes for both inbound (from the general dentist, a former patient, or a marketing campaign) and outbound referrals (to the oral surgeon for extractions, etc.) — all in one place. Use the case referral information in conjunction with our Documents mail merge feature to generate, print, and/or e-mail patient referral letters via built in (or customized) letter templates. You can scan, capture, and store incoming referral letters, leverage our Universal Query feature to list and compare the referral results of your marketing campaign.

Lighting - Fast patient management.

Control patient flow by viewing what patients are in what stage and in what location, key into the automatically updating average waiting time for each stage to reassign staff and resolve patient bottlenecks, and optimize doctor's time via the built-in prep readiness flagging tool. Drag and drop to easily move patients along the workflow with immediate access into the clinical treatment module and patient records.

Records - All in one place.

Just like with a physical patient binder, flip pages back and forth (or use the built-in direct navigation control) to quickly view and update all patient related case data: demographics, referrals, insurance, contracts, patient history, diagnosis, treatment plans, images, appointments, treatment notes, insurance claims, payments, patient document library — and all case related staff tasks, reminders, and notes. Lickety-split!

Pictures - Fluid and flexible.

Capture patient progress pictures directly with your built-in wireless tablet's webcam, scan them in with a USB flatbed scanner, or drag and drop them directly from a digital camera attached to your workstation. You can even capture intraoral images directly into a selected collage slot from most intraoral USB cameras. Easily rearrange and swap pictures within each collage by dragging and dropping. All pictures are saved directly in the database, so they are always there when you need them. Choose from a set of predefined picture collages, all with flyby tooltips identifying the type of picture to be captured in each slot. Launch our powerful image viewer with adjustable magnifying capabilities to enlarge, zoom into details, attach picture notes, and navigate through the pictures in each collage.

X-rays - Usable and capable.

Import pan-ceph X-rays directly from most digital X-Ray equipment's imaging software, capture from an X-ray viewing box with your built-in wireless tablet webcam. Scan them in from an X-ray film with a USB flatbed scanner, or drag and drop digital X-rays directly as JPG files generated by your digital X-ray equipment's imaging software. Capture bitewing X-rays directly into a selected collage slot from most USB X-ray sensors. Easily rearrange and swap X-rays within each collage by dragging and dropping. All X-rays are saved directly in the database, so they are always there when you need them. Choose from a set of predefined X-ray collages, all with flyby tooltips identifying the type of X-ray to be captured in each slot. Launch the powerful image viewer with adjustable magnifying capabilities to enlarge, zoom into details, attach X-ray notes, and navigate through the X-rays in each collage.

Models - Reference archive.

Capture images of dental molds or models directly with your built-in wireless tablet webcam, scan previously taken images of molds or models with a USB flatbed scanner, or drag and drop JPEGs of previously taken images of molds or models them directly from a USB digital camera attached to your workstation. Easily rearrange and swap mold or model images within each collage by dragging and dropping. All mold or model images are saved directly in the database, so there are always there when you need them. Launch the powerful image viewer with adjustable magnifying capabilities to enlarge, zoom into details, attach mold or model notes, and navigate through the mold or model images in each collage.

Insurance - Maximize reuse.

Associate a primary and an unlimited number of secondary responsible parties with each patient; associate a primary insurance coverage (and a secondary one, if applicable) with each responsible party. Share employer and insurance company records across patients, and use our quick access convenient pop-up list editors to add and update employers or insurance companies on the fly.

Claims - Flexible and powerful.

Assemble and generate pre-authorization requests, primary insurance claims, and secondary (Coordination of Benefits or COB) claims with ease. With a single finger flick or button click, create a new claim from an existing pre-authorization (or another claim) or a secondary (COB) claim from a primary claim, and then update as needed to save time. Keep track of claim status globally and on a line by line basis. Submit claims electronically, then conveniently check their approval status electronically as well, if supported by their target payor. Push a button to automatically generate a PDF of the standard ADA Dental Claim form, then print, save, or e-mail the electronically completed ADA Dental Claim form to the target payor.

Payments - Convenient and complete.

Accept and record cash, check, EFT, or card payments. Post to the appropriate ledger and associate with a contract, claim, patient encounter, or have it marked as received from an insurance company, the patient, or a responsible party associated with the patient. Submit payments electronically, then conveniently check their clearing status electronically as well if supported by the target financial institution. Enable Auto-Pay on installment contracts, and let the system post cycle payments automatically when due. Then just watch your bank account's balance grow. Now that's convenient!

Ledger - All in one place.

Using a standard double-entry bookkeeping convention, view and update automatically posted charges from the treatment chart, payments received (whether manually or automatically posted), add and update record fees, late fees, interest charges, discounts, and pass-through charges. View and update ledger associations at the summary or at the detail level with insurance claims / claim lines, payment sources, contracts / contract cycles, and patient encounters / procedures performed.

Documents - The ultimate paperless vault.

Capture and store images of referral letters, signed patient releases, signed contracts, insurance and responsible party correspondence, EOBs, etc. by scanning, importing, or capturing from a webcam. Generate, mail-merge, and print or save as a PDF. Create sophisticated, richly formatted letters based on customizable templates, with access to most fields in the database — including images! Everything you generate is stored in the database for your reference and easy subsequent retrieval. All of this is built right into Visual Orthodontics, so you can save a bundle by not having to purchase, patch, and keep current, expensive additional software (like Microsoft Office or Adobe Acrobat) for each of your computers!

Time Cards - Help automate payroll.

Visual Orthodontics' integrated time clock feature automatically captures your employees' work hours by prompting them to clock in or out when logging in or out. When processing payroll, you can easily generate and print detailed weekly, bi-weekly, semi-monthly, or monthly PDF time sheets for any (or all) employees in your practice. Have your employees sign the printed time sheets and input the hours into your payroll system, and ⁄ or e-mail the consolidated PDF report to your accountant. It's that easy!

User Roles - Flexible and granular.

Quickly assign each employee one or more of the built-in roles, or create new roles as needed. Easily define and modify roles by specifying the type of access (read, modify, create, delete, execute, print), or completely deny access to each of the securables (information assets) related to each workflow.

Office Planner - Define working time.

Capture start time and end time for the regular work week for each day of the week, for each schedule book at each office. Use the built in holiday list and / or add practice-wide custom holidays and other non-working days such as vacations for you and / or your staff, attending conferences, etc.

Accounting - The Swiss Army Knife.

View and adjust any ledger entries posted to make sure they are categorized correctly before closing the selected accounting period (month, quarter, year). Export all accounting entries in the selected accounting period in a tab delimited format, compatible with most accounting software. Visual Orthodontics protects all exported entries from being further changes to ensure your accounting software always stays in sync with Visual Orthodontics.

Setup - Standardize your practice.

Add or update practice-wide mail-merge templates, and remove any unused ones you wish. Add, change, and remove (if unused) items for the 33 lookup lists used by Visual Orthodontics, and select the practice-wide default item for each list to be automatically selected when creating a new record that contains a required selection from that list. Enter your practice information, and upload your personalized practice logo, which will appear in the prefilled forms which contain it and can also be merged into your custom letter templates.

Production - Control your pipeline.

View the period summary and the individual contracts signed within the selected accounting period (month, quarter, year). Export all entries in the selected accounting period in a tab delimited format (compatible with Microsoft Excel and other software) for further analysis and graphing as desired.

Backlog - Predict cash flow.

View the period summary and the individual contracts in progress within the selected accounting period (month, quarter, year). Export all entries in the selected accounting period in a tab delimited format, compatible with Microsoft Excel, for further analysis and graphing as desired.

Receivables - Get paid.

View the summary of your aged receivables and the detailed aged receivables for each active contract within the selected accounting period (month, quarter, year). Export all entries in the selected accounting period in a tab delimited format, compatible with Microsoft Excel, for further analysis and graphing as desired.

Cash Flow - Your life source.

View the summary of your cash inflows & outflows, and the detailed inflows & outflows for each active contract within the selected accounting period (month, quarter, year). Export all entries in the selected accounting period in a tab delimited format, compatible with Microsoft Excel, for further analysis and graphing as desired.

Balanced Scorecard Dashboard - At a glance.

View the bar chart representation of the monthly trends within the selected accounting period (month, quarter, year) for the top four performance drivers of your practice: production, backlog, receivables, and cash flow. Based on the trends, you can easily spot major business issues early and so you can assess period performance and apply course corrections if needed.