Treatment Teams are part of the Analytics Module. If you're interested in learning more, CLICK HERE to request a demo!
In modern dental practices, treatment acceptance is usually the result of multiple team members interacting with the patient (dentist, hygienist/assistant, treatment coordinator). Dental Intelligence supports this by:
Allowing you to define Treatment Teams (groups of providers who work together).
Automating the tracking of treatment acceptance (diagnosis vs. acceptance) by linking your practice management software (PMS) ledger codes/providers to Dental Intelligence.
By combining both features, you can get team-based metrics on case acceptance tied to who worked with whom and when.
Set Up Treatment Teams
First, review user roles and map provider ID's
Before you can successfully set up your Treatment Teams, ensure that all users have been assigned an applicable role in order to be added to a Treatment Team.
For Treatment Coordinators specifically, mapping a provider ID is required —not just recommended. A treatment coordinator must have a provider ID mapped to their user account in order to appear as their own card in Provider Pulse. Without a provider ID, they will only show up within the treatment team details beneath a dentist’s card, not as a standalone card with their own metrics. The provider ID can be any existing or new one—it does not need to have production tied to it.
Navigate to Settings > Users
Locate the user you need to update, then click on the 3-dot menu next to their login and choose Edit
From the Roles dropdown on the General tab, be sure to select the Treatment Teams role that applies for this individual (Dentist, Hygienist/Assistant, or Treatment Coordinator)
Next, click on the PMS Provider Mapping dropdown and select the PMS provider name that should be associated with this Dental Intelligence user
📌 If you've selected the Treatment Coordinator role, be sure to map a provider ID.
Click Save to apply your changes
Determine How Treatment Teams Are Assigned
Once roles and provider IDs are configured, choose how you want to assign Treatment Teams per patient. You can update them manually each day (Option A below) or have Dental Intelligence assign them automatically based on PMS ledger codes (Option B below). Option A requires no additional PMS setup. Option B eliminates the need to manually update each patient but requires an extra ledger step.
Option A — Manually confirm Treatment Teams per patient
If you prefer to manually assign Treatment Teams, you can do so directly from the Morning Huddle or Schedule Analysis Day View for each patient visit—no additional PMS setup required. Follow the steps below.
Click on Morning Huddle (or Schedule > Schedule Analysis) in the lefthand menu
Click on the Show Treatment Teams button
From the available columns, select the assigned dentist, hygienist/assistant, and treatment coordinator
Once you've selected the providers, click the Confirm Team button so it solidifies your selection for that patient
The View Treatment Plan link beneath patient names shows for patients who had treatment options offered to them and which procedures were presented
Click on the Show Confirmed button to view teams that have been set
Option B — Automatically assign Treatment Teams via PMS ledger codes
This option is for offices that want Dental Intelligence to assign Treatment Teams automatically, eliminating the need to manually update each patient in Morning Huddle. If you are comfortable with Option A (manual updates), you do not need to complete this section. To enable automatic assignment, add a ledger code tied to the coordinator’s or assistant’s provider ID each time they see a patient, then Dental Intelligence will populate the treatment team for that patient automatically.
In your PMS (e.g., Dentrix, Eaglesoft, Open Dental):
Create one or more $0 procedure codes to capture the “assist/coordinator involvement” on ledger. For example: Create an ADA code “AT.DI” (for Assistants) and “TX.DI” (for Treatment Coordinators).
Map those provider IDs (from step 1) to each user in Dental Intelligence so Dental Intelligence knows which PMS provider ID corresponds to which user.
When walking out patients in the PMS ledger:
For any patient where a Treatment Coordinator saw them that day, add the $0 “TX” code on the ledger and make sure the provider ID is that of the Treatment Coordinator.
For any patient where an Assistant saw them that day, add the $0 “ASST” code and ensure the provider ID is that of the Assistant.
Alternatively, you may use the one-code method: Always add the $0 code you created and assign the provider ID appropriately.
How provider assignment works
When two doctors or two hygienists see the same patient on the same day, the treatment plan credit goes to whichever provider has the highest dollar amount walked out on the ledger for that visit.
This setup allows Dental Intelligence to capture acceptance metrics by the team (dentist + hygienist/assistant + coordinator) because all provider IDs are mapped and the ledger codes reflect who participated.
Analyze Team Performance
View metrics by Treatment Team (not just by individual provider). View each team’s case acceptance performance in the Case metrics section within the Provider Pulse.
Use the data to uncover insights such as:
Which treatment teams are consistently high‐performing in terms of case acceptance?
Are there teams that are under-performing and could use coaching?
Are certain combinations of dentist + coordinator + hygienist producing better results?
Use this data to drive meetings: for example, in Morning Huddle you can review performance, adjust team assignments, and reinforce best practices.
Treatment Teams Best Practices
Ensure that every provider who participates in treatment acceptance (dentist, hygienist/assistant, coordinator) has a provider ID and is mapped in Dental Intelligence. Without mapping, the data will be incomplete.
If using Option B (automated): Apply your ledger codes consistently for every applicable patient visit. If a code is missed, the treatment team for that patient will not be assigned automatically—you can still assign it manually via Option A.
Periodically audit your provider ID mappings and team assignments to ensure new staff or changed roles are reflected.
Use the team metrics not just for reporting, but for coaching: celebrate strong teams, help weaker teams understand where process breakdowns occur (e.g., treatment presentation, patient follow-up) and refine your workflow.
Remember: Automation helps reduce data entry burden, but the underlying processes (team assignment in Morning Huddle, correct provider mappings, consistent ledger usage) are critical.