Provider ID Mapping is part of the Analytics Module. If you're interested in learning more, CLICK HERE to request a demo!
In Dental Intelligence, we've made it easy to categorize and track data by provider using Provider ID Mapping, a feature that links provider codes from your practice management software to a Dental Intelligence user profile. When connected, Dental Intelligence is able to pull the data and automatically categorize it to the user profile and compare the goals that have been set in Dental Intelligence.
Map IDs to an Existing User
When accessing the Provider Pulse or Morning Huddle (Today/Tomorrow View) in your Dental Intelligence dashboard, you might notice an alert icon next to a user's name along with a label that says "Unmapped Provider." This occurs when there is an existing provider ID that has data associated with it in your practice management software (the ID could be attached to appointments with production, case diagnostic or acceptance etc.), but the ID is not connected to a Dental Intelligence user profile.
Don't worry! This is a quick fix. You can map providers IDs for existing users directly from the Provider Pulse or Morning Huddle (Today/Tomorrow View), as well during initial setup for new users.
Map a Provider ID from the Provider Pulse/Morning Huddle
From the left side menu, click on Morning Huddle or Dashboards > Provider Pulse
Unmapped providers are marked by an orange alert icon next to their name, as well as a red Unmapped Provider dropdown option
To link the provider to a Dental Intelligence user, click on the Unmapped Provider dropdown and use the search bar or scroll to locate the desired provider. Click on the user name to map them in Dental Intelligence
Dental Intelligence will automatically save the changes and your Provider Pulse dashboard will refresh. Hover over the tool tip icon next to the user's name to see the newly mapped provider
Map a Provider ID in Settings > Users
Navigate to Settings by clicking on the gear icon, then click Users
Locate the user, then click on the 3-dot menu next to their login and choose Edit
From the General section, click on the PMS Provider Mapping dropdown and select the provider ID that the selected user should be linked to
When finished, click Save
Map Provider IDs for Non-Clinical or Retail Services
Sometimes your practice offers services that are captured in your practice management software (PMS) under a provider ID that isn’t tied to a practicing clinician (for example: bleach trays, mouthwash, canker-sore treatments). To make these services visible in Dental Intelligence, you can create a “faux user” and map the relevant provider ID(s) to that user. That way you’ll get visibility into the activity (production, codes) associated with these non-clinical services.
Navigate to Settings > Users
Click Create New User
Set the Name, Role, and PMS Provider Mapping:
• Choose a descriptive name that identifies what the faux user is mapping (ie, "Bleach Trays")
• Select a production-related role (ie, General Dentist, Hygienist) so that you can set the PMS provider mapping
Add an invalid email address to the Login field (this should not be a real email address; just add a value so that the profile can be saved)
Click Create to finish
Why This Matters
Without this mapping, services that use provider IDs not tied to practicing clinicians may get lost or not be attributed correctly in Dental Intelligence — meaning you won’t get visibility into their volume or value.
By creating a faux user and mapping the provider ID(s) appropriately, you can track non-clinical services (like retail items or supply codes) in your Analytics module dashboards.
This allows you to include those services in your performance reporting, revenue streams, or team scoring—even though they’re not handled by a traditional provider.
Key Tips & Extra Notes
The faux user does not need to be activated (i.e., you don’t need to log in with the email, nor assign full user permissions). You simply create it so that the provider ID in your PMS is captured.
Choose a clear and descriptive name for the user so that when you look at reports it’s obvious what the mapping is for (e.g., “Bleach Trays”, “Canker Sore Products”).
This mapping will only work if your PMS is sending the provider ID with the ledger or procedure code for those non-clinical services; ensure your PMS setup is capturing that.
Periodically review your list of faux users and mappings—if new service codes are added or new non-clinical provider IDs are created in the PMS, you’ll want them mapped here too.