First day with Ordo¶

This page is the orientation. After you finish it, you should be able to sign in, find the inbox, open a sample file, and know which buttons are safe to click.

Go to app.useordo.ai (or the address your practice was given).

On the sign-in screen you will see two modes:

Demo — practice with sample data. Safe. Nothing is written to your real Open Dental.
Actual — your live practice. Use this only when you are ready to work real EOBs.

For a first day, choose Demo. Then either:

Click Enter Demo Mode (no real password needed in Demo), or
In Actual, sign in with Continue with Google, or with username/email and password.

More detail: Sign in.

2. Look around the screen¶

The top header shows the clinic name and location you are working in. If you belong to more than one site, click that pill to switch. On the live production site a blue Production bar sits above the page.

The left sidebar is the building directory. From top to bottom you will typically see:

Ordo (the logo) — you are in payment operations.
Modules — EOB Dashboard, Patients, Appointments (if Ordo has turned it on for your clinic), and a collapsible Analytics group (Posting Analytics, Payment Analytics, Fee Analysis, Analytics AI).
Practice — Clinic settings (if your role can open it).
Help & docs — a link to this site, plus help@perfect.ventures if you need to raise an issue.
App mode — Demo or Actual toggle, plus a HIPAA-ready note.

If a module is missing, that is normal. Your role hides what you are not allowed to use. A Viewer will not see posting buttons. An insurance reviewer may not see Clinic settings. See Roles and who can do what.

3. Open the EOB Dashboard¶

This is the inbox. Each row is one uploaded remittance file, not one patient.

You will see:

How many files were uploaded today
How many still need a person to look at them
How many payments have been posted
Files that failed to read

Under the summary is the file list. You can search by file name, filter by status (Uploaded, Extracting, Extracted, Failed, Archived), and filter by uploaded date (today, last 7 days, last 30 days, this month). Files waiting for confirmation show a Confirm layout badge (usually under Active / Uploaded — there is no separate Confirm layout tab).

If your role allows it, there is an Upload EOBs button. Prefer Detect & upload, then Process EOB when Ordo shows the detected payer. Demo may already have sample files so you can skip uploading.

Each row also has a menu with Download EOB. That downloads the original PDF (or image) you uploaded — useful when you want to compare what Ordo read against the paper.

Upload accepts PDF, JPG, and PNG (up to 50 MB). Ordo auto-detects the remittance layout — Cigna, MetLife, Guardian, several Delta forms, Premera, Aetna Medicare, and others. The full list: What files and layouts Ordo reads.

4. Open one file¶

Click a row. You land on that remittance’s patient list.

Do this in order the first time:

Tick the checkbox next to one patient (or a few).
Click Fetch Open Dental. Wait for Fetching from Open Dental… to finish. This loads matching chart data so the Open Dental tab is not empty.
Click the patient name. A Workflow guide button on the page explains which actions are allowed at each status.
Look at the four tabs:
EOB Review — what Ordo read from the PDF.
Payment Analysis — did insurance pay the contracted fee? (You can skip this on day one.)
Open Dental — the claim Ordo thinks is the match, line by line.
Audit — the individual checks (name, date of service, procedure codes, amounts).

Opening a patient before Fetch

If you open a patient before clicking Fetch Open Dental, you will only see the EOB side. That is expected, not a bug. Go back, select the patient, fetch, then open again.

5. Learn the two “commit” buttons¶

On the Open Dental tab you will eventually see:

Button	What it means in plain language	Writes to Open Dental?
Approve match	“Yes, this is the right claim.”	No
Post payment	“Write the insurance paid amounts now.”	Yes (Actual mode only, when connected)
Reject match	“This is the wrong claim. Throw this match away.”	No

Post payment stays off until the match is approved. That is on purpose: two steps, two chances to stop.

In Demo, posting is simulated. In Actual, posting writes InsPayAmt (the plan covered amount from the EOB) onto the Open Dental procedure lines.

Walk through a full example: Post a payment.

6. Peek at Patients and Analytics¶

Patients is the same extracted people, but across every file. Use it when someone asks “where is Maria Santos?” and you do not remember which PDF she was on. Click a row to open her detail page, including EOB History if she appears on more than one remittance.
Analytics → Posting Analytics is the operations scoreboard (it used to be called Reports). Click Load overview, then filter by uploaded date and by which EOBs you care about. Archived files are left out.
Analytics → Payment Analytics shows where insurance paid less than your contract. Your office manager usually owns this. More: Analytics.

7. What not to do on day one¶

Do not switch to Actual and upload a real patient EOB unless your practice has already gone live with Ordo. Until then, use Demo or synthetic (fake) files.
Do not click Post payment on a claim you have not read. Approve is cheap; posting is the real write.
Do not assume a green “Match” on every line means the patient is correct. Always glance at the Audit tab if something feels off.

A first-day checklist¶

Copy this and tick it off:

[ ] I can sign in (Demo is fine).
[ ] I can find EOB Dashboard in the sidebar.
[ ] I can open a file and see a list of patients.
[ ] I know I must Fetch Open Dental before the Open Dental tab has live chart data.
[ ] I know Approve match does not post, and Post payment does.
[ ] I know my role may hide some buttons, and that is expected.
[ ] I know to email help@perfect.ventures if I am stuck.

When you are ready, read What is a module? or jump straight into Inside an EOB. For a full button catalog, see What each operation does. Stuck? Email help@perfect.ventures.