Team members part of your organization will be set up as ‘Users’.
- To begin the setup process, go to Setup - Security - Users.
Login Info & Office Access
- Username:
- Options: Combination of numbers and letters ranging from 1-15 characters
- The Username will be the user logon name and cannot be changed once it has been saved. The Username is unique across ALL Denticon PGIDs, not just this organization.
- It is recommended to identify a naming convention for users that may be a combination of the user’s name and the PGID, for example.
- First Name & Last Name:
- Options: Text box to record name
- Enter the team member’s first and last name.
- Short ID:
- Options: six characters
- User ShortID will display in areas of the patient’s record where the logged in user entered data.
- Email:
- Options: Text box to record email
- List the team members organization email or personal email. This email address can be used to help reset the user’s password.
- Phone:
- Options: Text box to record phone number
- Record the team member’s phone number.
- Primary Security Group:
- Options: Available security groups
- This sets the initial security group for the user. Additional security groups, or permissions, can be added under the ‘Group Memberships’ tab.
- Report Access Provider:
- Options: Providers that have been set up in Denticon
- Ability to ‘link’ provider users to a provider for report access.
- Note: Only providers that have been set up in Denticon will be available for selection.
- Patient Access Level:
- Options: Search patient in all offices, Search patient in this office only, Search patient from restricted list only, Search patient in office group
- This option will set the limitation of offices the user will be able to search for patient accounts.
- User Role/Type:
- Options: Dentist, Hygienist, Dental Assistant, Front Desk, Office Manager, Central Services (call center, billing), Corporate Management (VP, Executives), For Denticon Support Use Only
- This indicates what the main role of the user is.
- The role will determine what information will be visible on the My Page.
- Office Managers and Corporate Management may see Dentilytics Basic
- Front Desk may see the task manager and Assistants and Hygienists may see nothing.
- HIPAA Compliant Scheduler View?
- Options: Checkbox Yes or No
- If checked, the default view of the user on the scheduler will be the HIPAA view, which will not display any protected health information within the appointment.
- Users can toggle between HIPAA compliant view and not as needed, but this will set the default view.
- Allowed on, from/until:
- Options: Days of the week checkbox, 24/7 access, Time AM/PM
- Set when the user will be available to login.
- A user will not be logged off at the time set with ‘Allowed Until’, but they will not be allowed to login after that time.
- Signature:
- Options: Ability to record electronic signature if using Topaz Signature Pads
- For providers who are going to sign their progress notes, their signature can be recorded here. If the signature is not captured at the time of creating the user, it will be able to be captured later in the ‘User Settings’.
- Available Office & Assigned Office:
- Options: Offices set up in Denticon
- Using the arrows in the center of the screen select which offices a user will have access to.
- Select offices under the ‘Available Office’ and use the single arrow to move offices to the ‘Assigned Office’ section. The double arrows will move all items from one side to the other.
- Based on the assigned offices, a ‘Home Office’ needs to be chosen. When the user logs in to Denticon, they will be taken to the ‘Home Office’ location by default. If they have access to more than one location, they can use the drop down menu to change locations if needed.
Custom Fields:
- Custom 1: The custom field can be used as a data tag
- Custom 2: The custom field can be used as a data tag
Permitted IPS
Denticon allows restrictions of IP addresses so that users may or may not access Denticon except when they are connected to certain IP addresses.
- In order to add an IP address range, enter a description and the to and from IP address range. There is a button to copy ‘My current IP’ if appropriate.
Group Memberships
Each user is assigned a primary user group, which contains a set of permissions within Denticon. Users may have more than one assigned group membership which can expand their range of functions within the system.
- Select the group membership(s) that should be assigned to the user, then use the arrows in the center of the screen to move ‘Available User Groups’ to ‘Assigned User Groups’. The opposite can be done if group memberships need to be removed from a user.
Time Clock
The time clock can be used to track clocking in and out for team members.
- Enter in the pay rate, and the overtime pay rate. In order for the system to know when to apply the overtime pay, select ‘Daily’ or ‘Weekly’ for the Over Time Method.
User Settings
The setting selections found in this section can be updated by the individual user after the user account is created. They will be able to access it from Setup - Security - My Settings. Users can make modifications to their own settings in this screen.
- Start-up Screen:
- Options: My Page or Patient Self Check-in Only
- When a user logs in to Denticon, The page they log in to will either be the ‘My Page’ or the ‘Patient Self Check-in’ page. The ‘Patient Self Check-in’ page should only be used if the user being created will be used as part of the patient check-in kiosk.
- Default Perio Screen:
- Options: Data Entry or Graphical
- When a team member accesses the perio chart, the chosen perio charting screen will display. Users can toggle back and forth between views at any time.
- Default Navigation Search
- Options: Patient or Responsible Party
- When searching for an account, should the user by default search by patient name or responsible party.
- Production View?
- Options: Checkbox for Yes or No
- When the user accesses the schedule, the default view can either be the provider view or production view. Checking the box will default production view instead of provider view.
- Print Labels for Appt.
- Options: Do not print, small labels, large labels
- This feature is used for offices who have Dymo label markers. It will prompt the user to print the appointment to a designated printer, allowing the Dymo appointment label to be printed and given to the patient at check-out. The user can cancel this process if a label is not needed.
- Prompt for Entry Date?
- Options: Checkbox for Yes or No
- If the checkbox is selected for yes, then when the user logs in to Denticon, a box will appear for the user to select an ‘Entry Date’.
- Note: This is most commonly used by Revenue Cycle or Office Managers who may be correcting data from a previous day. This prompt does NOT set the date for all areas in Denticon.
- Show Production Colors in Appointment Units:
- Options: Checkbox for Yes or No
- This option allows to see both provider color and scheduler production type in an appointment.
- Note: This setting can be chosen under Account Info setup as the default user setting.
- Scheduler View – Hide Provider Time:
- Options: Checkbox for yes or No
- If set to yes, the default provider time boxes will be hidden on the schedule. This reduces unneeded information and allows for more space of desired information.
- Default Search By:
- Options:
- When searching for a patient, define which search parameter will be the default.
- Include Inactive Patients? (Patient Search)
- Options: Checkbox for Yes or No
- When searching for a patient account, should the user default to include inactive patients or not.
- Is Ortho Assistant:
- Options: Checkbox for Yes or No
- For organizations using the Ortho Treatment Card, ortho assistants must be identified to fulfil a required field in the treatment card.
Article Version 1.1 2026.5.8