> ## Documentation Index
> Fetch the complete documentation index at: https://q.odontox.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Glossary

> Plain-language definitions for the terms used across OdontoX.

## 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.

## B

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

## 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.

## 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.

## F

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

## 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.

## L

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

## 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An older pricing concept that has been replaced by **portal seats**.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.

## O

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

## 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.

## Q

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

## 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.

## 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.

## 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.

## U

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

## W

**WhatsApp conversation window**\
See **Conversation window**.