Clinic settings¶

Clinic settings is the practice office: who works here, what they are allowed to do, how Ordo talks to Open Dental, which insurance formats and fee schedules this clinic uses, and the logs you open when something needs explaining.

Open it from the sidebar: Clinic settings. You need a role that can view clinic settings. Changing things needs the matching permission: Manage team and locations (users, roles, locations), Manage PMS integrations (Open Dental connection and sync), Manage insurance formats, or Manage fee schedules.

If you do not see this item, your role is view-or-work only (for example Viewer or Reviewer). Ask an Owner or Admin.

The top header shows the clinic and location you are in. If you have more than one site, click that pill to switch. Owners and Admins can also open Manage or add locations from that menu.

The tabs¶

Tab	What it is for
Profile	Team (users, roles, locations), EOB processing mode, appearance, your profile, and notification toggles.
PMS Integrations	Connect and test Open Dental; sync the replica.
Insurance	Per insurer: which catalog formats it sends, and its fee schedules and date maps. Plus your Office / UCR fees.
Modules	Which modules Ordo has turned on for your clinic. Read only.
Appointments	What your clinic allows for appointments, your online booking page, the website button, testing mode, patient messages, and the booking-page insurance list.
Audit	Who uploaded, approved, rejected, posted — and Open Dental API call history.

Profile — team, processing mode, and you¶

Users, roles, and locations¶

Each person has a name, email, role, active/inactive flag, and optional locations.

Example — grant access to someone who already signed up

Priya signs up on Ordo with priya@brightsmile.com. She sees Waiting for access.
Sarah (Owner) opens Clinic settings → Profile (team section) and invites that same email: Priya Nair, role Reviewer, location Main Street.
Priya taps I've been added — check again (or signs out and in). She can now review and approve matches. She cannot post and cannot invite others.

You can also add an email before they sign up. They will get in on first sign-in.

Deactivating someone keeps the history (audit still shows their name) but they cannot open Ordo until you set them Active again. Do not recycle logins.

The last Owner cannot be demoted. That protects you from locking the practice out.

Roles (built-in starting points):

Role	In one sentence
Owner	Full clinic access. Last owner stays an owner.
Admin	Run the practice: upload, review, post, manage the team.
Reviewer	Review EOBs and approve/reject matches. Cannot post, manage settings, or see Analytics.
Viewer	Read-only access to dashboard, patients, Analytics, and Analytics AI.

You can clone a role and tick different permissions (for example an “Insurance poster” who can post but cannot invite users). Details: Roles and who can do what.

Locations. Multi-site practices can list locations (Main Street, North Clinic) and map users to them. If a new hire “cannot see files,” check location mapping before assuming the role is wrong.

EOB processing mode¶

Card EOB processing mode chooses how Ordo reads remittances for this clinic:

Mode	Plain meaning
Parser Mode	Ordo’s normal layout readers only.
AI Mode	AI reading for every remittance (when Ordo has enabled it for your practice).
Fallback Mode	Try the parser first; if the layout is unknown, use AI.

After you change it, a toast confirms — for example EOB processing set to Parser Mode.

If platform AI is off, you may see that this clinic stays on Parser Mode and that a platform administrator must enable AI first. Email help@perfect.ventures if you expected AI and cannot turn it on.

Appearance, your profile, notifications¶

Theme (light/dark) and display name.
Notification toggles such as Extraction completed, Review needed, Payment posted, Extraction failed, Sync errors, Weekly summary — depending on what your practice enabled.

PMS Integrations (Open Dental)¶

This is how Ordo learns your charts and how it posts. The tab label is PMS Integrations.

Typical pieces:

Connection name
Open Dental API URL (usually the standard Open Dental API address)
Customer key (your practice’s key — treat it like a password)
Environment (for example test vs production, as labeled on screen)
Test connection
Save
Sync (refresh Ordo’s copy of patients/claims)

A developer key is held by Ordo (platform). The practice provides the customer key. If Test stays disabled, either the developer key is missing (Ordo staff) or no customer key has been entered yet.

Save and Test are separate. You can Save the customer key even if Test has not succeeded yet — for example the key is not registered in Open Dental yet. Ordo stores the key and reminds you to Test when it is registered. Fetch and Post still need a working connection, so Test (and then Sync) before live posting.

Example — first-time connect

Jennifer opens PMS Integrations.
She pastes the customer key Open Dental support provided.
She Saves. Toast: keys saved (even if Test is still pending).
When the key is live in Open Dental, she clicks Test. Success toast: Ordo can reach Open Dental.
She clicks Sync and waits. Status shows last sync time and how many patients/claims were stored.

Until this is connected, Fetch Open Dental in Actual mode cannot load live charts. Demo uses sample data and does not need a real key.

Keys are secrets

Do not paste customer keys into email, chat, or screenshots. If a key leaked, rotate it in Open Dental and save the new one here.

Insurance¶

The Insurance tab has two sub-tabs:

Sub-tab	What is in it
Insurers	One row per insurance company. Open an insurer to see two tabs: Formats (the EOB layouts it sends) and Fee schedule (contracted fees and date maps).
Office Fee / UCR (N)	Your office’s own fees (UCR). N is how many Office / UCR schedules the clinic has.

Fee schedules and date maps¶

Payment Analysis needs to know what each insurer agreed to pay. On an insurer’s Fee schedule tab:

Add fee schedule — upload a fee file (.txt, .tsv, or .csv: CDT, fee, abbreviation, description) or pull one from Open Dental with Fetch fees.
Date mapping → Add date map — say which schedule applies from which date of service (Effective from, optional Effective to). Overlapping ranges for the same insurer are blocked.

The Office Fee / UCR sub-tab works the same way for your office fees, which are shown for comparison only.

Changing fee schedules needs Manage fee schedules. Step-by-step with examples: Fee schedules and date maps.

Formats¶

This clinic's formats lists which remittance formats your office has enabled from the catalog, plus optional aliases and clinic sample files.

Column / control	Meaning
Format ID	Internal id (for example `FMT_#` / related `IPR_#` labels).
Provider / Format	The carrier and printed layout name.
Parser	How Ordo reads that format.
Clinic sample	Optional sample file for Fill from sample on upload.
Active	Whether this clinic treats the format as in use.

Enable from catalog opens Enable catalog format. Aliases are optional printed names (for example “Cigna Insurance”) so staff recognize the row. Samples: Upload, Replace, or Remove — toasts such as Clinic sample saved for {name}.

Upload still auto-detects

Enabling formats here does not change what the reader can parse. You still drop a file without picking a carrier. Catalog: What files and layouts Ordo reads.

Modules¶

Ordo turns modules on and off for each clinic during onboarding. This tab shows what is on, so you know what your team should see in the sidebar. Every card is marked Managed by Ordo: Ordo sets up this module for your clinic. Contact Ordo support to change it. Your roles decide which team members can use it.

Card	Switches	What it controls
EOB processing module	EOB processing	The EOB Dashboard: upload, read, match, and post EOBs.
Analytics module	Analytics, then one switch per screen: Posting Analytics, Payment Analytics (needs EOB processing), Fee Analysis, Analytics AI	Which Analytics pages appear in the sidebar. Analytics AI sends clinic data to an AI model, so Ordo only turns it on when you ask.
Appointments module	Appointments, Clinic allows rescheduling, Clinic allows cancelling, Patient change cutoff	The Appointments page and what staff and patients may change. See Appointments.

Under each card, a line counts how many of your roles can use the module — for example 3 of 5 roles can see the schedule. If the module is on but nobody sees it, check the roles under Profile → Roles.

To change a module, email help@perfect.ventures.

Appointments¶

Everything about your online booking page and the messages patients receive. It shows the Appointments module card (read only) followed by:

Card	What it is for	Full guide
Online booking page	Web address, page name, time zone, and the Accept online bookings switch, per location.	Online booking page
Website booking button	Code to paste into your website.	Online booking page
Testing mode	Send every patient message to your own test contacts. Also lists Recent messages.	Patient messages
Patient messages	Which emails and texts patients get, and their wording.	Patient messages
Insurance on your booking page	The insurance companies patients choose from.	Online booking page

Changing these needs Manage team and locations. Step by step: Set up online booking.

Audit¶

This is the human history — and the place Open Dental API call logs live now:

Who uploaded which file
Who approved or rejected a match
Who posted
Who changed settings, when that is logged
Technical diary of Open Dental calls (test, sync, fetch, post)

Filter by event type (for example Payment Posted, Claim Approved, EOB Uploaded), by EOB, and by date range. Search and page through results.

For API-style rows, expand for endpoint and status code. How to read 400, 401, 429, and posting refusals: Open Dental errors.

Example. The dentist asks “who posted Maria Santos?” Jennifer opens Audit, filters to Payment Posted, searches the time window, and sees Jennifer Park posted at 2:14 p.m. after Mike approved at 2:09 p.m.

Prefer people-focused filters when the question is about who clicked. Prefer API-style rows when the question is about the wire to Open Dental. Copy error text (not patient names) into an email to help@perfect.ventures.

If the page says no clinic is provisioned¶

Integrations may show that this practice is not set up yet. That is Ordo onboarding — not something a Reviewer can fix. Ask your office manager to email help@perfect.ventures.