The patient accepted a ₹48,000 plan in March. After visit two, nobody heard from them again.

1. 01Treatment plans

   Accepted plans stall after the first visits

   What it looks like

   A patient agrees to a root canal, a crown and a scaling. The canal is opened, a temporary filling is placed, and the patient says they will call for the next slot. Three weeks later the temporary is still there and nobody has called.

   What it costs you

   Example arithmetic: ten stalled plans a month with ₹12,000 of work still pending each is ₹1.2 lakh of accepted treatment that never completes. There is also a clinical risk to the patient when a temporary stays too long.

   How Verity fixes it

   Each plan is a list of steps with a state and a patient. Verity shows plans with a step started but not finished, how long they have waited, and assigns a follow-up task to the front desk. The outcome of each call is recorded.

   See the screen
2. 02Treatment plans

   Recall visits for scaling and check-ups are never made

   What it looks like

   Patients are told to come back in six months. The date is written on a card or not at all. Most come only when something hurts, and the regulars who did come last year are not reminded.

   What it costs you

   A recall base is the steadiest income a clinic has. Without a list, it depends on patients remembering and on the assistant noticing a card.

   How Verity fixes it

   The recall interval is recorded with the visit. Verity lists patients due this month, grouped by type of recall, and creates a call task per patient. Staff make the call; the result is recorded as booked, declined or unreachable.

   See the screen
3. 03Chairs and time

   Empty chairs after last-minute cancellations

   What it looks like

   The 11 am patient cancels at 10:40. The 4 pm patient does not turn up. The same few patients do it again and again, but each time it looks like a one-off.

   What it costs you

   A chair, an assistant and the dentist all stand idle. Studies of missed dental appointments put the rate anywhere from under one in ten to well over a third, depending on the clinic and how it is measured.

   How Verity fixes it

   Cancellations and no-shows are recorded against the patient, so repeat cases are visible. Verity lists the cancelled slots with the patients waiting for an earlier date, so the desk can fill them. A rule can flag anyone with two earlier no-shows for a confirmation call.

   See the screen
4. 04Chairs and time

   Doctors and chairs are unevenly used, and nobody has the numbers

   What it looks like

   The orthodontist is booked a fortnight ahead on Saturdays. The visiting endodontist has two patients on Tuesday. Chair 3 is used half the day while chair 1 has a queue.

   What it costs you

   A staffed hour that goes unused is gone. Without numbers, the clinic cannot tell whether to add a visiting day, move a shift, or add a chair.

   How Verity fixes it

   Procedures are recorded against the doctor, chair and time. Utilisation by chair, doctor and day is a live view, with the average length of each procedure type compared to the slot booked for it.

   See the screen
5. 05Lab work

   Crowns and dentures come back late, wrong or not at all

   What it looks like

   A crown was due on Thursday. On Thursday the patient arrives and the box is not there. The technician says it will go out tomorrow. Last month a shade came back a tone off and the case had to be redone.

   What it costs you

   A wasted chair slot, an annoyed patient, and a remake that the clinic usually pays for. Late cases also push every following visit back.

   How Verity fixes it

   Every lab order is a record: patient, tooth, shade, lab, date sent, date due, date received. Verity shows what is overdue, flags cases due within two days with no dispatch, and keeps a count of remakes per lab.

   See the screen
6. 06Lab work

   Which lab is actually good is a matter of opinion

   What it looks like

   Three labs send work to the clinic. One is cheaper but slow, one is fast but has more remakes. The owner has a feeling about each but no record.

   What it costs you

   You may be sending your most demanding cases to the wrong lab, or paying a premium for a speed you do not actually receive.

   How Verity fixes it

   Because each case records the lab, the due date, the date received and whether it was remade, Verity gives each lab a simple scorecard of average turnaround, late cases and remakes. Pricing sits beside it.

   See the screen
7. 07Materials

   Consumables run out in the middle of a procedure

   What it looks like

   The assistant opens the cupboard for the composite shade the patient needs, and it is empty. The anaesthetic cartridge box has one left. A rushed order goes out by phone.

   What it costs you

   A procedure postponed or done with a second-best material. Rush orders often cost more than a planned one.

   How Verity fixes it

   Each material has a reorder level and a usual supplier. Usage is recorded with procedures, so Verity warns before the cupboard is empty and drafts an order to the supplier for you to approve.

   See the screen
8. 08Materials

   Materials expire unused, and prices creep up unnoticed

   What it looks like

   A box of impression material bought on a scheme sits at the back for a year. A supplier raises the price of bonding agent twice and the invoice is simply paid.

   What it costs you

   Stock that expires is paid for and thrown away. Small price rises, unwatched, add to every procedure’s cost.

   How Verity fixes it

   Batches and expiry dates are recorded at receipt. Verity lists what expires in 90 days, and shows the last prices paid per item and supplier, so a creeping rise is visible when the invoice is entered.

   See the screen
9. 09Compliance

   Sterilisation, waste and X-ray records live in separate notebooks

   What it looks like

   The autoclave cycle log, the bio-medical waste register and the X-ray exposure log are three different books, filled in at different times by different people. When an inspector or an auditor asks, someone goes looking.

   What it costs you

   A gap in these records is a compliance finding, and in the worst case a safety question that you cannot answer from paper.

   How Verity fixes it

   Each register is a daily checklist assigned to a named person. Verity shows what has been completed and what is missing, and keeps the history searchable and printable.

   See the screen
10. 10Records

    Consent, images and notes are scattered, and a patient asks for a copy

    What it looks like

    Written consent for an extraction is in a paper folder. The OPG is on the X-ray machine’s computer. The treatment notes are in the chart. A patient’s lawyer asks for a complete copy.

    What it costs you

    Finding and assembling the record takes staff time, and an incomplete set can be a problem in a dispute. Dentists are generally expected to keep records for a minimum period and produce them on a valid request.

    How Verity fixes it

    The consent, notes, images and payment history sit on one patient record with permissions. A complete set can be assembled from one place, and every view and change is logged.

    See the screen
11. 11Money

    Part payments on long treatments get lost

    What it looks like

    A ₹36,000 implant plan is paid in three parts. The patient paid the first, the second was paid in cash on a day the receipt book was with the owner, and the third is not recorded. The fee register says one thing, the chair side says another.

    What it costs you

    Unrecorded payments become disputes. Unrecorded dues become write-offs, and patients with a balance can be hard to chase months later.

    How Verity fixes it

    Each plan has an agreed amount and every payment against it. Verity shows balance by patient, flags plans where treatment has gone ahead of payment, and lists dues ageing past 30 days.

    See the screen
12. 12Money

    Insurance and corporate tie-up claims wait in a file

    What it looks like

    A company’s employee dental scheme and a handful of insured patients are billed separately. Claim forms are sent, the clinic waits, and nobody has a list of what is pending with whom.

    What it costs you

    Money that is owed but not chased. Claims not filed in time may not be paid at all.

    How Verity fixes it

    A claim is a record with the patient, insurer or company, amount, date sent and state. Verity lists those unpaid past their usual period and tasks the person who sends them.

    See the screen
13. 13People

    Visiting specialists and associates are paid by hand-worked shares

    What it looks like

    An orthodontist takes 40 percent of fees on their patients, an associate dentist takes a slab, and an assistant has a monthly bonus tied to procedures. Month end means someone with a calculator and a stack of receipts.

    What it costs you

    Hours of owner time, errors that cost either side, and arguments that sour a relationship you want to keep.

    How Verity fixes it

    Because procedures and payments are recorded against the treating doctor, Verity builds a payout statement from your own agreed shares. The doctor sees the same breakdown. Your accountant handles the actual payment.

    See the screen
14. 14Owner

    The equipment fails when it is needed, and the second clinic runs blind

    What it looks like

    The compressor stops during a morning list. The autoclave’s annual service was due in July. The second branch is run from a WhatsApp group and a nightly figure from the manager.

    What it costs you

    A morning of cancelled patients, or an expensive emergency call. For two branches, no fair comparison and a slow warning when something is off.

    How Verity fixes it

    Equipment is a record with a service schedule, a vendor and a history. Verity tasks the service before it is due. Branches are locations in one system, with a patient seen at both shown as one person.

    See the screen

Illustrative screens with sample data. Layouts, fields, names and terms are set up around how your dental clinic works.

1. Week 1

   Discovery and mapping

   What we do

   Spend a day in the clinic. Follow a patient from the front desk through the chair to the payment, see how a lab case travels, and look at how plans, fees and materials are recorded today.

   What we need from you

   A few hours of yours and your front desk lead’s. Access to the chart system or paper folders, the fee register and the lab notebook.

   What you have at the end

   A written map of your clinic: doctors, chairs, treatments and price list, labs and suppliers, plus the problems we will fix first.

2. Weeks 2 to 3

   Configuration

   What we do

   Set up your treatments, plan stages, recall intervals, lab list, materials with reorder levels, doctor shares, daily registers and branches, then build the screens in your clinic’s words.

   What we need from you

   Check the setup with your senior assistant. Correct any rule we got wrong, such as how you split a visiting doctor’s fee.

   What you have at the end

   A working Verity with your real treatments, doctors and rules, ready for your data.

3. Weeks 3 to 4

   Migration and training

   What we do

   Bring in patient lists, open plans, lab cases in progress, dues and the stock sheet from whatever you use now. Train the front desk, assistants and doctors at their own stations, in short sessions.

   What we need from you

   Your patient list and whatever history exists, even from paper. One hour per role.

   What you have at the end

   Your open plans, dues and stock inside Verity, and a team that has used it on real patients.

4. After go-live

   Operations partnership

   What we do

   Stay with you after launch. Look at the first month together, tune recall lists and alerts, and handle changes when you add a doctor, a chair or a second clinic.

   What we need from you

   A short monthly review of the numbers.

   What you have at the end

   A system that keeps pace with the clinic, and a named person responsible for it.

• Owner dentist

  Is the clinic filling its chairs and finishing its plans?

  Chair use, stalled plans, dues ageing, lab scorecards, doctor payouts and every branch side by side.

• Associate or visiting doctor

  What is on my list and what am I owed?

  Their own patients and plans, their lab cases, and their share statement.

• Front desk

  Who do I call today?

  Stalled plans, recalls due, cancelled slots, dues to chase and claims pending.

• Dental assistant

  What do I need ready for the next patient?

  Today’s procedures, materials needed, sterilisation and waste checklists.

• Accountant

  What came in and what is owed?

  Fees by payment mode, balances by plan, claim status, supplier payables and doctor shares.