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 Analytics users have been assigned an applicable role in order to be added to a Treatment Team. It's also a good idea to map any unmapped provider ID's for most accurate tracking.
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/deselect IDs to associate with the Dental Intelligence user
Click Save to apply your changes
Next, confirm your teams
Now that your user roles have been configured, you need tell the system who worked with who during each patient visit. This can be done from the Morning Huddle or Schedule Analysis Day View. Follow the steps below to set up Treatment Teams.
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
Lastly, automate treatment acceptance tracking via PMS ledger codes
Finally, you want to capture when diagnoses are made and when treatment is accepted, and link that to provider IDs (including Treatment Coordinators/Assistants) via your PMS so Dental Intelligence can report on it.
In your PMS (e.g., Dentrix, Eaglesoft, Open Dental):
Add Treatment Coordinators and/or Assistants as Providers in your PMS, each with a unique Provider ID.
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) 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.
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.
Consistency in ledger practices: The $0 codes must be applied consistently for the team tracking to work properly. If codes are missed, team attribution may be inaccurate.
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.