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Best administration practices

  • Updated

This quick guide describes key administration functions and provides practical workflow tips.

 

1. My AssisDent settings

  1. Calendar and appointment
    • Favorites help speed up the daily use of the calendar. Quick filters are useful particularly in working time management. Favorites can be used for creating quick filters for quickly filtering the calendar view as required:
      • Clinic calendar view
      • Employee calendar view
      • Clinic + employees calendar view

 

2. Home page quick links and key function

 

  1. Messages and comments and Bulletin board blocks
  2. Job queue displays queued tasks and provides quick access to the job queue.
  3. Quick buttons for working hour management, price lists, KELA invoicing and business invoicing. 

 

3. Control panel quick links and key functions

  1. You can access the search function in the control panel by pressing F9 or by selecting Search.
  2. The extension panel is accessed with the left mouse button and quick functions with the right mouse button.
  3. You can open another view next to the active view by keeping Ctrl pressed and clicking the desired view.
    • This function is useful for comparing/editing two views simultaneously.
  4. General:
    1. Menu
      • The menu is used for accessing different areas of the software, e.g. Finance or
    2. Search
      • The search field can be used for searching, e.g. patients, employees or different views. The function provides quick access to, e.g. the Payment transactions register or business invoicing. The search provides the best matches for search terms in the entire software. You can access the necessary view by clicking a search result.
    3. My information
      • My information are displayed on the control panel. You can access active clinic, service unit and role settings by clicking your own name. Check and update the information in the beginning of the working day, if necessary. Please note: The settings affect, e.g. daily entries and invoicing. You can access your information by selecting Edit my details.
      • Use the Messages and comments button to create new messages and comment on job queue tasks.
    4. The Job queue button allows you to create new job queue tasks and move to the desired job queue.
      • The job queue allows the employee to create, receive, and manage his or her own tasks and assign tasks to other employees or to himself or herself.
      • For example, job queues are frequently used for creating and managing call requests and opinion requests. It is easy for the reception to submit tasks or requests to the administration via the job queue, and the discussions related to the tasks can be handled by internal comments on the task.

 

4. Working hours

  1. Working hours management is accessed from the Working hours management button on the home page or from the calendar on the Working hours
  2. You can edit the calendar view at the top of the calendar
    • The clinician can be searched through the Calendars search field or by clicking the Favorites button.
  3. In the calendar, working times are displayed in the color specified in system settings. The colors of the working time types can be edited in the Working hours settings tab in system settings (Note: this is only available to Administrators).
  4. The working hours are created by painting the calendar at the desired location while holding down the left mouse button. The working hours are placed into the calendar when you release the mouse button. Select the type, clinic and, if necessary, the room for the working hours. The working hours are saved with the information entered.
    • Created working hours can be copied to upcoming weeks using the Copy working hours button.
  5. Working hours can be edited by clicking on the working hours. It can be moved by dragging it with the left mouse button or it can be deleted by right-clicking it.

 

5. Consolidated invoicing

  1. The reports show invoiceable companies and KELA offices. Reports can be access by entering Reports in the search field. Select Uninvoiced sales. Filter the report as necessary (e.g. invoicing clinic or invoicing settings such as entry date). It is recommended to filter according to Company and KELA and group According to customer.
  2. The next step is to search for the company to be invoiced via the search field in the control panel with the company name or the internal identifier number. To access invoicing, select Select the invoiceable rows and select Export to checkout.

 

6. Payment transaction management

  1. Payment transactions are accessed by entering the search term Payment transactions into the search field.
  2. In the payment transaction register, you can view and manage payment transactions for patients and companies. For example, you can use the register to enter payments, adjust invoices, or reprint invoices, using the additional options button for each payment transaction.
    • A single invoice can be managed from a payment transaction row.
    • The Select button allows you to select several payment transactions for processing simultaneously, and the bottom buttons can be used for applying a function for all selected payment transactions.
  3. More detailed search criteria in the payment transaction registered can be filtered on the basis of, for example, overdue invoices, clinic, customer or dates.
  4. The status of each transactions indicated in the register. In terms of administration, pending payments are indicated in orange. On the payment transaction row you can also see the sales, receipts and the due amount of a single invoice.
  5. The search field allows you to retrieve an invoice based on the reference number or the invoice number.
  6. Payment transactions can also be exported in CSV format with the Export as CSV function, if necessary, so that they can be viewed in Excel.
  7. Entering payment transactions
    1. Automatic entry of reference number payments
      • The Entry of reference number payments function allows you to import payments directly into the software from material retrieved from a bank. This eliminates the need to manually enter payments to invoices.
    2. Manual entry of reference number payments
      • Search for the payment, e.g. by reference number. Select Additional options in the invoice and select Add payment or refund. Set the transaction date and sum. Finish by acknowledging the payment.
  8. Payment reminders
    • You can filter due payments by selecting Show/hide search options and Overdue. Select an invoice manually or several invoices simultaneously with the Select function. Click Additional options and select Create payment reminder. Print payment reminders and send them to customers.
  9. Payment transaction row additional functions
    • The Additional functions on the right of the payment transaction row includes commonly used functions, such as invoice printing and editing. In addition, this can be used to view the rows on the invoice, to export the invoice to collection or to enter an invoice as a credit loss.

 

7. Processing of fees and fee reports

  1. Fees are accessed by entering the search term Fee transaction into the search field.
  2. Processing and approval of fees
    • Processing and approval of fees is done on the Fee transaction rows tab.
    • Select the necessary search terms before processing fees. If you want to view the rows beforehand, you can also print the fee rows in CSV format using the button Export all as CSV.
    • Filter the rows of the necessary employee with the correct fee period end date. Review the rows and, if necessary, remove or manually insert rows. If all the information is correct, you can approve the fees by selecting Approve all fees. A summary of the fees is generated. To finish, select Approve fees.
  3. Fee calculations
    • Approved fees and generated calculations are displayed on the Fee calculations tab. Here, employees can view their own calculations. You can also print a report from the view by selecting a report and clicking Print report.

 

8. Reports

  1. AssisDent compiles reports from information stored in the software. You can preview and, if necessary, print reports in the Reports Reports are accessed by entering the search term Reports into the search field.
  2. Reports can be classified according to types (finance, time management and official reports). Information contained in the report can be filtered and grouped with filters. Filters vary between report types. The most commonly used filters are Clinic, Invoicing setting and Interval.
  3. You can print reports by selecting the necessary reports first. Next, click the Print
  4. The most commonly used report types are: Daily report, Uninvoiced sales, Invoicer-specific sales, Item-specific invoicing, Open sales receivables, Invoice rows and Invoice diary.
  5. Accounting reports are compiled with the Accounting report type. The employee responsible for accounting can also create fee calculations and a report for uninvoiced sales.

 

9. Other useful features

  1. The job queue and its comment and message functions help administrative employees to communicate with the reception, clinicians and administrators in a secure way.
  2. AssisDentinstructions can be accessed with the ? icon.
  3. AssisDentsupport requests and development suggestions can be sent with F1.
  4. You can sign out by clicking the X on the top right corner of the window or by selecting Close AssisDent in the control panel.