This article outlines the data sync and patient management processes for Dental Intelligence users who utilize Denticon as their practice management software (PMS). If you're interested in learning more about how Denticon works with Dental Intelligence, CLICK HERE to request a demo!
The Dental Intelligence integration with Denticon keeps patient data synchronized between both systems, ensuring your team always has access to current information. Understanding how this synchronization works — and its limitations — will help you manage patient data effectively and avoid common pitfalls.
This guide covers data sync frequency, new patient creation workflows, and best practices for maintaining accurate patient records across both platforms.
How Data Synchronization Works
Sync Frequency: 15-Minute Intervals
Data synchronization between Denticon and Dental Intelligence occurs every 15 minutes. While this isn't "true live" or real-time syncing, it provides a good balance between data freshness and system performance.
What this means: Changes made in Denticon will appear in Dental Intelligence within 15 minutes (typically). Changes made in Dental Intelligence that require approval (like patient information updates) will appear in Denticon's approval queue within 15 minutes.
Understanding the 15-Minute Window
Data is sent from Denticon to Dental Intelligence in 15-minute slices. These slices are not a complete change feed — they only capture the final state of records at the end of each interval.
Important note: If you make multiple changes to the same record within a 15-minute window, only the final state will sync. For example, if an appointment status changes from Scheduled → Confirmed → Unconfirmed within 15 minutes, Dental Intelligence will only receive a message about the status being Unconfirmed. The intermediate "Confirmed" state will never be captured.
What Data Synchronizes
The integration automatically synchronizes the following data types:
Appointments: New appointments, modifications, cancellations, and status changes
Patient Demographics: Contact information, addresses, and other patient details
Medical Alerts: Health history and medical alert information
Responsible Parties: Guarantor information and relationships
Provider Information: Provider schedules, availability, and assignments
Operatories: Treatment room assignments and configuration
Recalls: Recall schedules and due dates
New Patient Creation and Management
Dental Intelligence enables new patients who book online to create a new patient record in the Dental Intelligence system, creating a streamlined workflow that reduces administrative burden while giving you complete control over new patient acceptance.
Required Denticon Setup
Before new patients can book online, you must create a specific referral type in Denticon:
Navigate to Setup > Misc. Setups > Referral Types > Edit
Create a new Referral Type
Set the Type Code to: DENTALINTL
Set the Description to anything you prefer (e.g., "Online Registration"or "Dental Intelligence")
Important: Without this referral type, the new patient creation feature will not function.
The New Patient Workflow
Here's what happens when a new patient books an appointment online:
Patient submits online booking: The patient requests/schedules an appointment online. Minimum required fields are First Name, Last Name, Date of Birth, and Email Address (though you should encourage patients to fill out all fields).
Patient appears as "unlinked": The patient appears in Dental Intelligence with an "unlinked" status, meaning they're not yet connected to a Denticon patient record.
Office reviews in Denticon: Navigate to Patient > Online Registered Patients - New to view pending registrations.
Office accepts patient: Choose to either add the patient to an existing Responsible Party or create a new Responsible Parts.
Patient becomes linked: Once accepted and synced, the patient's status changes from "unlinked" to fully integrated in both systems.
Information Required During Acceptance
When accepting a new patient in Denticon, you'll need to provide:
For All Patients:
Relationship to Responsible Party (e.g., Self, Child, Spouse)
If Creating a New Responsible Party:
First and Last Name
Full Address (street, city, state, ZIP)
Email Address
Cell Phone Number
Responsible Party Type
Optional Information:
Medical Information (can be skipped)
Recall Information (can be skipped)
Critical: Don't Modify Patient Information During Acceptance
IMPORTANT: If you modify the patient's information (name, DOB, email, etc.) during the acceptance process in Denticon, the patient will remain unlinked in Dental Intelligence. When the next sync occurs, a new patient record will be created rather than linking to the original registration. This creates duplicate patient records and confusion.
Best Practice: Accept the patient exactly as they registered. If you need to correct information, do so after the patient is accepted and synced.
Understanding "Unlinked" Patients
An "unlinked" patient in Dental Intelligence is someone who exists in Dental Intelligence but has no corresponding patient record in Denticon. This can happen in several scenarios.
Common Causes of Unlinked Patients
New patient appointment pending acceptance: The most common and expected scenario — patient has booked an appointment but hasn't been accepted yet
Patient information modified during acceptance: If you changed the patient's name, DOB, or email during acceptance, they'll stay unlinked and a new record will be created
Patient created in Dental Intelligence manually: If someone created a patient record directly in Dental Intelligence without going through proper channels
Resolving Unlinked Patient Issues
To link an unlinked patient:
Check Patient > Online Registered Patients - New in Denticon for pending registrations
Accept the patient without modifying their information
Wait for the next sync cycle (up to 15 minutes) for the link to establish
Best Practices for Data Management
For New Patient Registration
Check the queue daily — review Patient > Online Registered Patients - New at least once per day, ideally in the morning
Accept patients promptly — don't let pending appointments sit for days; patients expect quick response times
Never modify during acceptance — accept as-is, then make corrections afterward if needed
Encourage complete registrations — while only four fields are required, ask patients to fill out all information to reduce your data entry burden
For Ongoing Data Integrity
Make changes in Denticon — when possible, make patient data changes in Denticon as the source of truth
Allow time for syncing — remember the 15-minute sync interval when expecting changes to appear
Monitor unlinked patients — investigate if you have an unusually high number of unlinked patients, as it may indicate a workflow issue
Don't make rapid changes — avoid making multiple changes to the same record within 15 minutes if you need all states captured
Troubleshooting Common Issues
Data Not Syncing Between Systems
Check timing: Wait at least 15 minutes after making a change before expecting it to appear
Patient Stays Unlinked After Acceptance
Most likely cause: Patient information was modified during acceptance
Solution: Delete the duplicate patient record in Denticon if one was created, and accept the patient again without modifications
New Patient Registration Not Working
Check referral type: Verify the DENTALINTL referral type exists in Denticon
Case sensitivity: The referral type code must be exactly "DENTALINTL" in all caps
Missing Data After Sync
Remember the 15-minute window: If multiple changes were made quickly, only the final state syncs
Getting Help
If you're experiencing persistent sync issues or have questions about data management that aren't covered in this guide, please contact Dental Intelligence support. Our team can review your specific setup, check sync logs, and help resolve any data flow problems.
Remember: Understanding the 15-minute sync interval and the new patient workflow are key to managing data effectively. Once you're familiar with these patterns, the integration runs smoothly and keeps your patient data accurate across both systems.