Practice Evolved
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Product tour

Eight screens, in the order your office meets them

This is the dashboard as it actually ships, captured from the live demo practice. Every figure on these screens is sample data. In your own dashboard each one comes out of the practice software your office already runs, read only, and belongs to you.

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The overview

The one screen an owner opens first: how much is billed and still sitting open, how badly it is aging, and what the team has already worked.

Dashboard overview showing a Revenue at Risk card of $100,000 across 25 open insurance claims with $42,100 over 90 days, an A/R Health panel breaking open A/R into Current $17,000, 30 to 60 days $19,700, 61 to 90 days $21,200 and over 90 days $42,100, and a Practice Evolved at work card reporting $32,030 of billed claims the team has worked, $29,500 flagged for review, 2 claims no longer open and $9,930 in team confirmed wins, alongside a collection ratio moving from 91.2 percent to 96.6 percent.
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What to look at

  • The headline figure is what was billed to insurance and has not come back resolved. It is a signal to review, never confirmed money.
  • The aging split underneath is the same total cut by age, so you can see at a glance whether the problem is new or old.
  • The work card is your own team's activity, not ours: claims touched, claims flagged, claims no longer open.

What to do next

If the over 90 bucket is the largest one, open the worklist and start at the top.

Every open claim, oldest first

One queue for every claim that has left the office and not come back resolved, ordered so the oldest and most at risk money is the first thing anybody sees.

The claims worklist sorted oldest first, with Open, Pending and Closed tabs and eleven claim rows. Each row shows a claim number, a synthetic patient name and date of birth, the payer with a primary or secondary coverage chip, a clearinghouse status such as Vyne Sent or Vyne Unsent, team labels such as help needed, days open from 406 down to 86, and the billed amount from $1,600 to $6,200. One row is marked denied.
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What to look at

  • Days open runs from the original date of service, so resending a claim does not reset it to zero.
  • The clearinghouse status tells you whether the claim ever left the building, which is a different question from whether the payer answered.
  • Labels and assignment are shared, so two people cannot quietly work the same claim twice.

What to do next

Open the oldest row. Everything needed to make the call is on the card.

Working one claim

The claim card carries the facts a payer will ask for, the family balance behind the claim, and the shared status the rest of the team sees.

An opened claim detail card for claim number Y7434, 306 days old and $2,200 billed to the payer Sample Plus. The left column shows a claim summary with date of service, coverage, an estimated patient balance of $396 and procedure code D1110, an insurance verification block with patient, date of birth, subscriber and primary ID for the payer call, and an account balance aged into 0 to 30, 31 to 60, 61 to 90 and 90 plus day buckets totalling $770. The right column shows workflow controls for status, progress update, denial reason, priority, labels and assignment, a timestamped activity feed, and a comment box.
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What to look at

  • The verification block is there so nobody has to open the practice software mid call to answer who the subscriber is.
  • Status and progress are two different fields, because where a claim is in its life is not the same as what is currently being done about it.
  • The activity feed is the audit trail: who called, when, and what the payer said.

What to do next

Record the outcome on the card. The worklist, the aging and the team view all move with it.

Claims that never reached the payer

The denials view separates claims a payer refused from claims that were rejected before anybody looked at them, and names the field to fix.

The Denials screen with a clearinghouse status band counting 3 rejected, 3 needs attention, 2 unsent, 4 sent and 2 accepted. Three rejected claims are listed with claim number, synthetic patient name, payer, billed amount and days open, each with a plain language reason such as tooth and surface or subscriber id, a note to fix the flagged field and resend, and a green matched to your claim confirmation. Below, an eligibility alerts section flags $19,500 billed sitting on bad coverage, including a claim on terminated coverage.
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What to look at

  • Rejected is not denied. A rejected claim never reached adjudication, so there is nothing to appeal and everything to correct.
  • Unsent is the quietest failure in dental billing: the claim is in your system and has never left it.
  • The eligibility alerts are claims sitting on coverage that has already lapsed.

What to do next

Fix the named field and resend. Nothing here needs an appeal letter.

How badly the A/R is aging

The same open money, cut by age, with each band shown against the goal the board holds it to.

The A/R Health page showing 42.1 percent of insurance A/R past 90 days, labelled Well above typical, at 4.2 times the healthy target. A stacked bar splits A/R into Current 17 percent at $17,000, 30 to 60 days 19.7 percent at $19,700, 61 to 90 days 21.2 percent at $21,200 and Over 90 days 42.1 percent at $42,100, each marked on target or off target against its goal. A footnote says the shares are of open claim billed, a signal to review and not confirmed loss. Below, an A/R progress chart shows total A/R worked down by $60,000 since May 27.
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What to look at

  • Each band carries its own target, so the page tells you which bucket is actually out of line rather than just showing four numbers.
  • The shares are of billed dollars on open claims, which is a review signal and not a loss.
  • The progress chart runs from the day tracking started, so it shows direction rather than a single morning's total.

What to do next

Pick the band that is off target and filter the worklist to it.

What patients owe

Account balances rolled up to the person responsible for them, with the family behind each one and the note history the whole team can see.

The Account Balances screen showing $7,992 across 10 accounts that owe a balance. A filter row offers To collect, Payment plan, Written off, On hold, Wait until Claims Paid and Archive tabs, plus an insurance filter splitting 16 accounts into 4 with open claims and 12 with no open claims. The list shows synthetic account names with balances from $1,465.00 down to $305.00 and several credit balances in parentheses. The detail panel for Maria Alvarez breaks a $1,465.00 family balance into $1,405.00, $60.00 and $0.00 across three family members, states that there is no open claim on this account, and shows two dated team notes.
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What to look at

  • Balances roll up to the responsible party, so a family is one row and one conversation rather than three.
  • Credit balances show in parentheses, because an account that is owed money is not an account to call about a payment.
  • The insurance filter separates balances waiting on a payer from balances that are genuinely the patient's now.

What to do next

Work the no open claims filter first. Those are the balances nothing is pending on.

Whether the money landed

Collections measured against production every day, with credits netted out so the receivable is the real one.

The Reconciliation screen showing collections against production day by day for the last 30 days, with a 93 percent gross collection rate badge, $688 collected and $800 produced today against $214,074 and $229,820 over 30 days, and a paired bar chart per day from July 12 to July 25. Below, a panel visible only to a doctor or manager shows $250,000 in outstanding balances across 420 accounts, $18,500 of credits on 47 accounts, and a net A/R position of $231,500.
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What to look at

  • A daily pairing catches a posting gap the same week rather than at month end.
  • The credit total is netted out, because credits sitting on accounts make a receivable look bigger than it is.
  • The private panel is scoped to a doctor or a manager, not to everybody with a login.

What to do next

Any day where the two bars diverge sharply is worth one question at the morning huddle.

Direction, not just today

Every key measure saved at each sync, so an owner can see whether the numbers are moving and in which direction.

The Trends screen showing key numbers over time, saved at every sync. Five tiles read open billed $100,000 down $24,000, over 90 days $42,100 down $10,104, A/R over 90 days 42 percent down 10, untimely filing write offs $4,800 down $1,152, and open claim count 25 down 6, with a more metrics control offering seven further measures. The open billed chart falls from $124,000 on May 27 to $100,000 on July 22, with a footnote calling it a review signal and not confirmed loss.
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What to look at

  • Every point on these charts is a real sync, not a monthly snapshot typed in afterwards.
  • Down is the win on open billed and on the over 90 share, which is why both charts read as a decline.
  • Open claim count sits beside the dollar figures because a count cannot be distorted by an estimate or an adjustment.

What to do next

Watch the open claim count. It moves for exactly one reason, which is whether the claims are being worked.

Where the numbers come from

Practice Evolved reads your practice software and never writes to it. What that means in practice, how to check the claim rather than take it, and where the business associate agreement fits are all covered in giving a vendor access to your practice database. The reports these screens are built from are explained one by one in the guides library, and what the connection does and does not carry is set out on the security page.

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