Orthodontic patient tracker
Orthodontic patients drift in two ways at once: an adjustment is missed and nobody notices for three months, and the same patient falls behind on instalments. This tracker keeps treatment progress, visits and payments on one row per patient, and gives you the call list.
Download
FreeNo sign-upDownloads directlyExcel and Google Sheets
Rather fill it in on screen? Orthodontic payment plan calculator
What is inside
| Settings | Your orthodontists, appliance types (fixed metal, ceramic, clear aligners, removable, retainer only), the grace days before a visit counts as overdue, and the date the sheet works from. |
|---|---|
| Patients | File number, orthodontist, appliance, start date, planned months, visit interval in weeks, last visit, next visit booked, current aligner out of the total, fee, down payment, number of instalments, paid to date and status. Months in treatment, time used against plan, aligner progress, the visit due, visit status, monthly instalment, amount due by today, balance, arrears and payment status are worked out. |
| Summary | Patients in active treatment and retention, overdue with nothing booked, the share with a visit booked, patients past their planned time, fees, balance and arrears, then the same by appliance and by orthodontist, and the list of overdue patients to call. |
How to use it
Enter each patient once
Appliance, start date, planned months, visit interval, fee and plan.
Update after each visit
Last visit, the next one booked, and the aligner number.
Update after each payment
Paid to date; the arrears and status follow.
Call the list
The summary lists everyone overdue with nothing booked.
Who it is for
Orthodontists and the coordinator who books adjustments and chases instalments. It opens on a clinic of 36 patients in fixed braces, ceramic, aligners and removable appliances under two orthodontists: a handful have slipped past their adjustment with nothing booked, several are an instalment or more behind, and the patients late on both are the first calls to make.
Read next
Patient journey
Drag-and-drop calendar per room and doctor, online booking, waiting lists and no-show tracking, from first contact through to recall.
Read more From the blogOrthodontic instalments: managing 18 months of payments and visits without losing money
An orthodontic case is not a treatment you invoice. It is a financial agreement that runs a year and a half, a visit every four weeks, and…
Read moreMore free files
Questions
How is “due by today” worked out?
The down payment, plus one instalment for every whole month since the start date, up to the number of instalments. What has been paid is compared with that.
Can I track aligner changes?
Yes. Type the aligner the patient is wearing and how many are in the plan; the sheet shows aligner progress next to time used, so a patient who is behind their trays stands out.
What counts as an overdue visit?
The last visit plus the interval in weeks, plus the grace days on Settings, has passed and nothing is booked. Paused and finished patients are left out.
Does it work in Google Sheets?
Yes. Upload it to Google Drive and open it with Google Sheets. The file stays yours; nothing you type reaches Dentolize.
Adjustments and instalments on the same calendar
Dentolize keeps every orthodontic patient on the appointment calendar, tracks missed visits per patient, and sends the reminder before the adjustment rather than after it is missed.