Essential settings to configure first

Before you start entering real patient data, it is best to configure a set of foundational settings once so clinic operations begin in an organized and accurate way from day one.

Initial setup after installation

1. Install the software on the clinic’s main server device.
2. After installation finishes, open the software from its shortcut or from the browser address shown by the system.
3. Complete activation from the Activation tab if the software has not yet been activated.
4. On the first login, review clinic information, logo, contact details, then configure pre-patient settings such as the consultation fee, first file number, service prices, medication library, and users.

Run the software on more than one device

MaxDent runs through one main server device. Other clinic devices do not need another server installation or separate activation; they only need to open the software address hosted by the server over the internal network.

1. Make sure the server device and the reception/doctor device are connected to the same clinic network.
2. Run the software on the server and confirm that the service is active.
3. From any other device, open a browser and enter the internal server address in the following format: http://SERVER-IP:PORT
4. Sign in using the username and password created by the administrator.

How to find the software IP and port

1. On the server device, open the software normally and note the address shown in the browser or launch window.
2. The part before the colon is the server address or IP, and the part after the colon is the port.
3. You can find the server IP in Windows network settings or by opening Command Prompt and typing ipconfig.
4. Use the IPv4 value of the network adapter connected to the clinic router/switch.
5. On other devices, enter the address using the same port shown on the server: http://IP:PORT

Create users and assign permissions

1. Sign in with the administrator or owner account.
2. Open System & Settings, then Users or Roles & Permissions.
3. Create a separate user for each team member: doctor, reception, management, or accounting. It is better not to have multiple people share the same account.
4. Choose the appropriate role or create a custom role based on the person’s responsibilities.
5. Enable only the permissions required for each user, especially accounting, reports, and settings permissions, and review them before entering patient data.

• Doctors see their appointments and treatment plans according to permissions.
• Reception manages patients and appointments without access to sensitive financial details unless permission is granted.
• Management receives reports and full control according to its permissions.

Choose from four polished themes

MaxDent provides a flexible user experience; every user can select the theme that best fits their taste and work style from four elegant themes without affecting other users’ themes.

1. Open account settings or the customization interface.
2. Choose your preferred theme from the available options.
3. Save the selection so it appears on future logins.

Add a new patient

1. Open the Patient Records tab.
2. Click Add New Patient.
3. Enter the name, phone number, core details, and any important medical alerts.
4. Link the patient to a family if they are part of a family account.
5. Save the record; you can then add appointments, a treatment plan, or attachments.

Add a new appointment

1. Open the appointment schedule.
2. Choose the appropriate day and time.
3. Select the patient and responsible doctor.
4. Set the appointment status and visit type, then add any necessary notes.
5. Save the appointment. WhatsApp can be used to send reminders according to settings.

Add diagnosis and treatment plan

1. Open the patient record, then the Treatment Plan section.
2. Use the odontogram to select the relevant tooth or teeth.
3. Choose the diagnosis or treatment procedure from the services list.
4. Set the doctor, date, price, discount if any, and status.
5. Save the treatment item so it appears in the patient’s plan and accounts.

Manage accounting and collections

1. Open the financial accounts or the patient invoice.
2. Review the total amount due, paid, and remaining.
3. Record a new payment and specify the payment method and date.
4. When needed, use refund or reversal tools instead of deleting payment records.
5. Review daily and monthly reports to follow collections, expenses, and debts.
6. Use the payment-status indicators in the appointment schedule to see the patient’s financial status before they enter.
7. Make sure every collection is linked to a clear treatment procedure so accounting remains controlled.

Management and backup

1. Review the executive dashboard every day to follow appointments, collections, and incomplete treatment plans.
2. Enable automatic backup according to clinic policy.
3. Keep a backup outside the server device on a regular basis.
4. In supported releases, you can choose a backup folder inside OneDrive or Google Drive on the server so it syncs to the cloud alongside the local copy.
5. After changing the backup path, run a synchronization test and make sure the latest backup appears in the cloud-storage provider before relying on it.
6. Use a separate imaging backup when needed to reduce the size of full backups.
7. Before making any major data change, create a manual backup.