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A

Admin
A user role with full access to clinic settings, staff management, billing, and subscriptions. Appointment lifecycle
The sequence of statuses an appointment moves through: Scheduled → Confirmed → Checked In → In Progress → Completed, plus Cancelled and No-Show. Audit log
A record of who changed what in your clinic and when. Available to admins.

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B

Branch
A separate clinic location. Multi-clinic support lets you manage branches from one account while keeping their data separate.

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C

Clinic
Your workspace in OdontoX. It contains your patients, staff, appointments, records, and billing data. Conversation window (WhatsApp)
A 24-hour period during which you can freely reply to a patient on WhatsApp. After 24 hours of inactivity, you can send only pre-approved templates until the patient replies again.

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D

Discount policy
A reusable rule for applying discounts to treatment plans, quotations, or invoices. DICOM
A file format for medical images, including dental X-rays. The DICOM Imaging module lets you view these in OdontoX.

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F

Financial Hub
The older name for the finance area. Its features now live in per-appointment billing and the Reports section.

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I

Installment plan
A payment arrangement that lets a patient pay an invoice over multiple payments. Invoice
A bill sent to a patient for services. In OdontoX, invoices can be paid in full, partially, or through an installment plan.

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L

Lab case
A record of work sent to an external dental laboratory, such as crowns or dentures.

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M

Marketplace
Where you browse and install add-on modules for your clinic. Module
An add-on feature, such as WhatsApp messaging, DICOM imaging, insurance claims, or marketing tools. Some modules are included in your plan; others are purchased separately. Monthly Active Patients (MAP)
An older pricing concept that has been replaced by portal seats. Patient records are unlimited; portal seats control how many patients can log into the patient portal.

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O

Operatory
A treatment room or chair in your clinic. You can assign appointments to specific operatories.

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P

Patient portal
The website where patients can log in to view their appointments, treatment plans, prescriptions, bills, and files. Permission override
A per-user adjustment to the default permissions of a role. For example, giving one receptionist access to inventory. Portal seat
A license slot for a patient who needs to log into the patient portal. Patient records are unlimited; portal seats only matter for patients who need portal access. Prescription template
A reusable format for printing prescriptions with your clinic’s branding and doctor signature.

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Q

Quotation
An estimated cost shared with a patient before treatment begins. A quotation can be accepted and converted into an invoice.

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R

Receipt
A document confirming that a payment was received. Role
A set of default permissions that determines what a user can do. Roles are Admin, Doctor, Receptionist, and Patient. Ruby
OdontoX’s AI assistant. Ruby provides daily briefs, revenue forecasts, payment reminders, treatment follow-ups, and patient briefs. Ruby generation
One use of Ruby’s AI features. Clinics get a limited number of generations per day.

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S

Safety cap
A maximum amount admins can set for invoices and quotations to prevent typo totals. Service Catalog
The list of procedures and prices your clinic offers. Treatment plans and quotations pull from the Service Catalog. SOAP note
A structured clinical note format: Subjective, Objective, Assessment, Plan. Staff seat
A license slot for a staff member (admin, doctor, or receptionist) who needs to log into OdontoX.

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T

Template (WhatsApp)
A pre-approved message format from Meta. WhatsApp templates are required for most automated messages and for messages sent outside the 24-hour conversation window. Treatment plan
A proposed set of procedures for a patient, with estimated costs. Treatment plans can be shared as PDFs or public links. Trial
A free period at the start of a new clinic account. Most features are available during the trial.

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U

Unassigned appointment
An appointment booked without a specific doctor. It can be assigned later.

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W

WhatsApp conversation window
See Conversation window.