WHAT IT DOES

The whole clinic workflow, in one system

Name: Odontia
Availability: PreOrder
Author: Odontia

From a new patient’s first call or form, to the appointment, the record and the odontogram, to treatments, and on to the money, the card payment and the legal receipt in myDATA.

Below is everything that exists today, with an honest marker on each. Where something is not ready yet, we say so.

How to read the markers

We use the same four markers everywhere. Where something is not ready yet, we say so.

Available

Running today, in production, in real clinics.

Coming

Designed or in development; not active yet.

Orthodontic

Only for clinics working in orthodontic mode.

Patients & the clinical record

The record is structured data — things that can be searched, summed and linked to each other — not free-text notes nobody can find again.

Patient card

Demographics including the Greek social-security number (ΑΜΚΑ), search by name or phone, and sections that open without losing your place. The top of the card gathers the structured medical history that has been entered.

Available

Structured medical history

Medical and dental history and allergies are recorded as structured fields, not as one free-text box. That way the summary at the top of the card follows from the fields themselves, without anyone having to compose it separately.

Available

Patient family

Parent, child, spouse or sibling links; suggested relatives from a shared phone number or father’s name; a separate contact person and payer; and a combined family balance.

Available

Odontogram

An interactive tooth map (FDI) with charting per tooth and per surface. Structured data, searchable and linked to treatment and cost — not a drawing nobody can query. No computed indices and no diagnosis.

Available

Treatment recording

The source of truth for every performed procedure: price, date, dentist, arch (upper, lower or both). What goes in here is what gets charged and what gets measured.

Available

Treatment plans

The dentist writes the plan. Odontia keeps it per patient with stages and cost, and produces a printable quote for the patient to take home.

Available

Case tracking

Long treatments — implant, prosthetics, endodontics — live as one case with stages, instead of scattered entries nobody connects months later.

Available

Implants — planning & stock

A list of implants to be placed, a catalog of systems and dimensions, and light stock counting — as much as a practice needs, not a warehouse system.

Available

Orthodontic catalog

An orthodontic procedure catalog organised by treatment stage, with aligner brands and headgear types. In orthodontic mode the odontogram, plans, cases and implants step off the screen.

Orthodontic

Fast charting screen

One searchable list of the procedures the practice actually uses, with upper and lower arch buttons — so a visit is recorded in a few taps instead of hunting through the whole catalog. Shipped September 2026.

Orthodontic

Appointments & patient flow

The calendar is one part. The other is everything hanging around it: who asked to move, who did not show, who is waiting for a cancellation, who called and got no answer.

Calendar

Day, week or month view, colour by dentist or appointment type, and drag to move an appointment.

Available

Several practices — one business, several locations

Every appointment knows where it happens, every patient has a home practice, the statistics split per practice, and the receipt is issued at the right establishment. Opening a second practice does not mean a second system.

Available

Your appointments in Google, Apple or Outlook

Each dentist switches their own sync on from their account, copies a link and pastes it once into the calendar they already look at. From then on their own appointments — across every practice — show up there and keep themselves up to date. The flow goes one way: from Odontia into your calendar. Appointments are always booked and moved inside Odontia.

Available

Appointment work

The five queues around appointments — calls to handle, change requests, no-shows, the waiting list, new times — read as one list in sections, not as five screens.

Available

Leads & conversion

Prospective patients who exist only as a name and a phone number, one-click conversion into a patient, and a safety net for the ones who slipped away.

Available

Public intake form

The patient fills in details, history, consents and a signature from their phone, in four languages — Greek, English, German, French. From a QR code at the desk, or on an address of your own carrying your own logo. What the patient sends is not written into the record: it arrives as a Proposal and a person approves it.

Available

The form changes with the practice

It is not one form for everybody. A general dental practice and an orthodontic practice see different questions, because they do not need the same ones. The practice’s mode decides — declared once and true everywhere; not a setting somebody fills in per form.

Available

Orthodontic intake form

In orthodontic mode the form asks the seven things an orthodontist asks: which dentist or paediatric dentist referred the patient, injuries to the jaws and teeth, grinding or clenching, surgery to the face or jaws, allergies, medication, other medical problems. The general practice’s long condition checklist, smoking, alcohol and the insurance fields are not shown. Built and deployed to production; no patient has filled one in yet.

Orthodontic

When a parent fills it in for a child

Parent or guardian details, with a separate person to contact — and the whole document changes voice: the notices and the declaration speak about the patient and about the parent, rather than about the signer as if they were the patient.

Available

Self-booking

Instead of telephone ping-pong, you send a link with specific times you chose; the patient taps one and the appointment is booked, with protection against double-booking.

Available

Opening hours per practice

Each practice with its own hours, so the calendar and online booking never offer a closed slot.

Coming

Money

Three things most programs blur together: what is owed, what was collected, and what has been issued as a tax document. In Odontia they are three independent columns that do not pretend to be each other.

Patient ledger

Treatments owed, payments, and receipts — three separate categories, with a balance that updates in real time.

Available

Discounts

A discount lives on the payment, with a mandatory reason: it reduces the balance without pretending to be money collected, and it never reaches a tax document.

Available

Financial analysis

A daily picture for all staff, and Period / Strategy / Trends for the owner behind a PIN — broken down per practice when there are two.

Available

Receipts in myDATA

Issue a receipt from the patient card, per establishment, with series, number and mark — and a public receipt page that goes to the patient by SMS or email.

Available

Credit notes & cancellation

Correct a wrong document with a credit note (myDATA type 11.4), in the Greek wording and the series the accountant specified. In use at the founder’s practice, with the series each practice’s accountant specifies.

Available

Card payments

A payment request by SMS, email or a QR code off your screen, a public payment page that lives seven days, and the balance updating itself. The request shows on the card from the moment it goes out, not when it is paid; the payment is recorded only once the provider itself confirms it.

Available

Treasury

Sale settlements, acquiring fees, the amounts moving to your account, refunds and chargebacks from the card provider — read-only, and for the owner only.

Available

Payment plans (expected instalments)

Changes the question from “how much do they owe?” to “are they on schedule?” — the right answer for an orthodontic practice.

Coming

Talking to the patient

The same system that holds the appointment and issues the receipt sends the messages. That is why it knows what to say, to whom, and when not to say it twice.

Manual SMS & email

Send to a patient from the appointment or from their card; the channel is chosen by the person sending, at the moment of sending.

Available

Automatic messages

Reminders with a confirm or cancel button, a confirmation as soon as an appointment is booked, no-show follow-up, a post-op check-in and waiting-list alerts — on rules you set, in wording you write. The check-up recall is not on this list: it does not go out automatically.

Available

Patient lists — and the recall

You name a list and put patients on it one at a time, by hand, with a note against each. Every member shows when they were last treated, with 6-month, 1-, 2- and 3-year filters. You write the message and save it on the list, and you send it. There is no bulk add, no saved filter and no automatic recall.

Available

Who would receive this

Before the send: who will receive it, by name; who will not, and the reason for each; and what it costs. You can read it without sending anything.

Available

Email is a full channel

The owner sets the channel order. If the SMS provably did not go — wrong number, provider refusal — the same message is tried by email. An unknown outcome is not a failure and does not trigger a second send.

Available

Patient portal

One link with all their upcoming appointments: confirm, request a cancellation, request a new time, and add it to their own phone calendar. Cancellations and changes are requests — the clinic decides.

Available

Message centre

An archive of every message the clinic sent, composition of a new one, and sending statistics for the owner.

Available

Per-patient pause

One setting on the patient stops every automatic message, on every channel — without anyone having to remember to skip them.

Available

Link shortening

Our own short links, so an SMS does not split into three and get charged three times.

Available

WhatsApp & Viber

The same messages from WhatsApp or Viber as an alternative to SMS, after the compliance steps each channel requires.

Coming

Files, imaging & work lists

The heavy files — radiographs, photos, scans — live next to the patient’s structured data, not in a network folder with names only one person remembers. And the X-ray program you already own opens from the patient card, at the right patient.

Radiographs & imaging

Filed in the patient record with capture details (type, side, teeth, date) and shown beside the history. Diagnosis happens on your imaging workstation, in your device’s own software.

Available

Open in your own imaging software

One click from the patient card opens your X-ray program at that patient, on the computer you are sitting at. The catalog covers 24 programs — Carestream, Planmeca, CliniView, NewTom, Scanora, VixWin and others — with opening the patient’s folder as the general answer for anything not on the list.

Available

Photos

A tab per patient with capture category and tags, before/after comparison, a guided capture sequence, and a library across all patients.

Available

Scan files

STL, PLY or OBJ files from an intraoral scanner or CAD are stored on the patient card, alongside their other images — not in a folder one person remembers.

Available

Lab

A light coordination list for crowns, bridges, dentures and splints — both as a patient tab and as a clinic-wide list. With orders to Dentsply Sirona DS Core.

Available

Work lists

Calls, consumables, lab, reschedules, cancellations, no-shows and the waiting list — the clinic’s loose ends in one place.

Available

Loose ends — the staff notepad

One line of free text for the whole practice, optionally tied to a patient. No date, no assignee, no priority — which is why it gets written in two seconds. Everyone sees it and everyone can correct it; you tick it off when it is done.

Available

Check-ups

The same line with a date, from the patient’s card: 4, 6 or 12 months or a date you pick, with the day it lands on shown before you save. Plus a screen that lists them over any date range you ask for. Nothing is messaged from here.

Available

Manual & training

Software your staff cannot learn on their own is software you will only half use. Documentation here is not an appendix — it is written alongside the code and checked automatically on every build.

A full user manual in Greek

90 pages in 12 sections covering every screen in the product — from day one and the daily flow through to money, the phone system and settings. Written with the same button and field names the staff see.

Available

«Βοήθεια» from every screen

The manual opens from inside the app, with the account the user already has. No second password, and nobody hunting for an old email with an attachment.

Available

Coverage checked in both directions

An automated check compares the product’s screens against the manual’s pages: a screen with no page fails the build, and so does a page for a screen that does not exist. Documentation cannot quietly fall behind.

Available

An orthodontic edition

The same manual rewritten for an orthodontic practice — treatment stages, aligner brands and headgear instead of tooth charts and implants, exactly as the software itself switches over.

Available

Search, PDF and a printable file

A searchable site for the daily question, a PDF to keep downloaded, and a single file for anyone who wants it printed and left at the front desk.

Available

Release notes inside the app

When something changes, staff see it once inside the product — they do not have to discover it themselves or ask what moved.

Available

Phone, AI & administration

The part no other dental program in Greece does — and underneath it, the dull but necessary: who sees what, how they get in, what is switched on.

Phone system (PBX)

A full phone system built into the record: call log, a menu in Greek and English, opening hours and holidays declared as data, voicemail, and recording of inbound calls.

Available

Patient name on the handset

Before you pick up, the handset shows who is calling — not a number. The lookup takes about a second and, if no name is found, it simply shows the number.

Available

Calls to handle & one-click dialling

Calls that need something go to their own list, split into “pending” and “handled”. And you call a patient by tapping their number inside the record, without typing a digit.

Available

Transcription & call summaries

One click transcribes a call and summarises it into a draft note marked “pending” — which a person accepts or rejects. It is never written into the record on its own.

Available

AI assistant for the staff

“What does Mr Papadopoulos owe?”, “when is his appointment?” — it answers, or opens the card. It works on the admin side, it proposes, and it never files anything. With your own key and a monthly cost ceiling in euros.

Available

Accounts & roles

Owner, dentist, assistant, front desk — with different permissions, and adding, deactivating or resetting a password from the owner’s screen.

Available

Multi-factor authentication

Security keys and passkeys, an authenticator app, codes by email — with “remember this device for 30 days” so it does not become a burden.

Available

Administration as a settings centre

17 sections in 6 groups, with search and an “On / Off / Needs setup” marker on every card — so you can see what is actually switched on.

Available

Languages

The staff app is bilingual (Greek and English) and each user picks their own. The pages a patient sees exist in Greek, English, German and French.

Available

The real screens

Every other picture on this site is a drawing, on purpose. These are the program itself.

Odontogram. Click a tooth and the chart records what was done.

Treatments — an orthodontic practice. The same tab in an orthodontic practice: no tooth chart, a visit sheet with cooperation and hygiene, and a palette of actions grouped by stage.

The patient's money. Charged, paid, discount, balance — and the receipts with their myDATA MARK, on the card itself.

Issuing a receipt. The receipt is issued from the patient card. The amount is typed by a person.

Call triage. Every call that asks for something, ranked by the artificial intelligence and closed by a person.

The calendar. A whole week on two chairs.

Price list. Your own price list, with your own prices.

The same screen, three devices

The “Today” screen — the one you open in the morning — works on the computer, on the tablet and on the phone.

On the computer. Your morning: who is in the chair, who is next, what is waiting on a decision.

On the tablet. The same morning, in your hands beside the chair.

On the phone. The same morning, in your pocket.

Captured on 4 September 2026 from two demo practices, one general and one orthodontic, with invented patients and invented details. No real patient record was ever photographed.

Orthodontic mode

An orthodontic practice does not work like a general one. So Odontia has a switch: in orthodontic mode the odontogram, treatment plans, cases and implants leave the screen, and in their place comes an orthodontic catalog organised by treatment stage, with aligner brands and headgear types.

This is not “hiding menus”. It is a different vocabulary for a different job, and it is worked every day in a real orthodontic practice.

The switch reaches all the way to the front door: the public intake form asks orthodontic questions — the seven an orthodontist asks, rather than a general practice’s condition checklist.

What is coming

Whatever gets built, gets built because somebody who works with it daily asked for it.

Payment plans (expected instalments)

Changes the question from “how much do they owe?” to “are they on schedule?” — the right answer for an orthodontic practice.

Treatment type & stage labels

What the patient bought (Full, Phase I, Phase II, Aligners) and where they are — not started, in treatment, in review, discharged.

Opening hours per practice

Each practice with its own hours, so the calendar and online booking never offer a closed slot.

Notice after moving an appointment

When you drag an appointment, being offered the patient notification instead of remembering it yourself.

WhatsApp & Viber

The same messages from there too, after the compliance steps.

Assistant with dictation

Voice instead of a keyboard — through the same proposal gate, with no automatic filing.

Every number on this site is measured by the system itself, carrying its date and the practice it counts. No estimates.

A closer look

The parts that deserve a page of their own.

THE PHONE

Would you like to see it?

A short tour of the real system, with no commitment at all — and, if you like, a test practice with your own data sitting quietly to one side.

Join the list→ We take practices on one at a time, by invitation.

1 A short tour of the real system
2 A test practice with your own data
3 Signatures before the first patient goes in