Analytics: Begin Your Implementation

Learn how to start using Analytics and the features you should have set up within your first 14 days

Erika Gardner avatar
Written by Erika Gardner
Updated over a week ago

Dental Intelligence's Analytics platform turns data from your practice management software into actionable insights. If you want accurate information at your fingertips, our cloud-based, highly secure software provides the information you need to grow your practice.

In this article, we'll go over the 5 key features of Analytics that we recommend you have set up within the first 14 days of your subscription activation.

To set your practice up for success, you should:

Get to Know the Navigation

Before you get started, watch our short overview video to see how Analytics operates at a glance:

Top Bar Navigation

You’ll always know where you are within Analytics based on the name of the page listed in the top left corner of your screen.

Helpful Hint: Launch a Walkthrough by clicking on any available Learn More button

From the top bar navigation in Analytics, you can access the following:

  • Use the search bar to find patients by name or ID

  • Change the office location (if multiple offices are available)

  • My Profile

  • Follow Ups Notification Bell

  • Settings

  • App Switcher

Left Side Menu

The left side menu of Analytics houses all of the available dashboards and reports that you have access to based on your profile permissions

Tip: You can adjust permissions when you are adding your team to Analytics. Learn more about that here.

Hover over each icon to expand each dropdown menu, or click the white bubble arrow near the top of your menu to expand the left side menu completely.

Support Resources

Use the blue Need Help? bubble in the lower right corner of any page in Analytics to access a network of resources. When you click the bubble, you’ll be able to:

  • Search for articles in our Knowledge Base

  • Launch a guided in-app Walkthrough

  • Connect with the DI Community

  • View product updates and announcements

  • Watch a webinar from our library

  • Contact technical support

Validate Your Practice Management Data with Analytics

Dental Intelligence creates actionable information from the reports in your practice management software. Now that you’re getting to know your way around Analytics, the next thing you should do is validate your practice management data against a real analytics system.

Click the links below to see how to run a report in your practice management software and validate that data for use with Dental Intelligence.

Add Users

After validating your data, it’s time to start adding users. Start adding team members by clicking on the Settings icon in your top navigation bar, then select Team Management.

When adding team members, you can set their role, permissions, office location, and provider ID. When completed, clicking Send Invite will send an emailed invitation to the email address you have entered for the new user. Learn more about how to add users here.

Once you have added users, the next step is to enter the Clinical Hours and goals for your Providers.

Set Clinical Hours and Provider Goals

Now that you’ve added users, it’s time to set Clinical Hours and Provider Goals! Make sure each of your providers has their Clinical Hours and Production per Hour Goal set.

Clinical Hours

In order for Analytics to be able to calculate the Production per Hour metric, we need to know how many hours each provider is available to be chair side with patients, ie, Clinical Hours.

As a best practice, assign a team member to update Clinical Hours every day. On the first day of the week and the first day of the month, review and ensure the providers scheduled hours are correct for the coming week or month.

Note: Only team members with the Limited/Full permissions to Settings can add or adjust Clinical Hours

Access Clinical Hours by clicking on the Settings icon in the top bar navigation and then selecting Clinical Hours. Refer to this article to learn how to finish adding clinical hours.

Understanding Actual Hours vs. Scheduled Hours

The reason we have Scheduled Hours is so that we can set accurate production per hour goals for each provider. Then we can automatically calculate daily, weekly, monthly production goals. Enter in the number of hours that each provider is available for production. Every day must be scheduled or set to zero hours.

Actual Hours are intended to be updated day to day if there were differences in the time scheduled and the actual hours worked. This helps to ensure metrics and statistics are as accurate as possible.

Example: If a provider comes into the office at 8:00 am and leaves the office at 5:00 pm, that is a 9 hour day. Yet, this provider had a 1 hour lunch and a 2 hour meeting with the team. The provider is available for 6 Clinical Hours.

To learn how to update to Scheduled Clinical Hours or Actual Clinical Hours, refer to this article!

Provider Goals

Setting goals is invaluable when tracking performance and celebrating growth. You can reference 2 basic categories to help identify what your goals should be:

  1. Historical Performance

Tip: Need more information about setting appropriate goals for your team and practice? Read this article.

This data will allow you to identify realistic goals rather than idealistic goals. Data driven goals are more likely to be met and will help to motivate you and your team!

Watch this quick video to learn how to set Provider Goals:

Visit our Analytics Goals article library to learn more about the goal options available and how to set them up for each provider.

Or, follow along with our in-app walkthrough to learn more about setting up Production Goals for your team:

Customize the Morning Huddle

You’re almost to finish line! Dental Intelligence's Morning Huddle Board is one of our most popular features for good reason – it's changing the way dental practices plan their days, fill holes in the production schedule, and celebrate successes. With an automatically generated agenda (which you have full control over), your team can see what is really happening, what is scheduled to happen and what could happen in order to have a successful day.

Access your Morning Huddle by clicking the Coffee Cup icon found on the left hand menu of your Dental Intelligence dashboard.

To get the best information out of the Morning Huddle, it’s important to make sure that your practice information is entered and up to date. Before you host your first huddle, please do the following:

  1. Ensure that each of your providers are set up correctly, along with their clinical hours and goals. Learn how to set up goals here.

  2. Update permissions to adjust accessibility to the Morning Huddle across your team. Learn how to limit the ability to view production numbers here.

  3. Format the schedule view in Dental Intelligence to reflect the same order as it is set in your Practice Management Software. Learn how to adjust the schedule order here.

Ready to get started? Follow along with our in-app walkthrough to learn how to use the Morning Huddle in your practice:

By customizing the Morning Huddle, the first 15 minutes of your day is spent productively. You have all the metrics you need, automatically organized into an easy-to-read, customizable presentation. That means no more running reports manually, and no more mornings spent elbow-deep in your practice management system. Your agenda is set, and you're ready to set your practice up for success.

Additional Resources

Congratulations! You've made it through the basics of setting up Analytics to start working for your practice. There's still so much more that Analytics has to offer. Browse the articles linked below for even more learning:

Did this answer your question?