To do

Open To do in the clinical workspace. The lists you can act on run down the left, each with how many rows it holds; click one to see its rows on the right. Every list is worked out from the record the moment you open it, so it is never stale and never needs clearing. My tasks sits among them: the tasks assigned to you, which someone wrote down on purpose. For the desk, Team tasks follows it: every open clinic task, whoever it is for — or nobody.

To do in the sidebar carries a badge with how many of your own tasks are due today or overdue, plus the rows on Family links to confirm and Money on closed accounts when you can act on those lists.

The lists you see

You see the lists you can act on:

• The desk — owners, managers, agency staff and the front desk — sees Online requests, Recalls due, Treatment to book, Undecided plans and Missed, not rebooked, then My tasks and Team tasks.
• Dentists, hygienists and nurses see the clinical lists, and so does anyone with a practitioner record of their own, such as an owner who treats patients. Notes to sign needs the right to sign notes and Forms to review the right to review forms, so a nurse sees Note drafts, the lab lists and Referral replies.
• Family links to confirm shows to the roles that can edit patients and take payments — owners, managers, agency staff and the front desk — and Money on closed accounts to the roles that can move money between accounts: owners, managers and agency staff.
• Membership months to review shows to the roles that manage memberships: owners, managers, agency staff and the front desk.
• Voice notes to write up shows to those who read clinical notes, where voice notes are switched on.
• Images to file shows on the clinical side to anyone who can upload patients' documents.
• Lab needs you shows with the lab lists in practices in the UK and the US, which send orders to connected labs.
• A list you are not allowed to open is not shown at all.

The money lists — unpaid balances and the claims to chase — are on Payments: Owed, and Claims (US) or NHS claims (UK).

A list shows a page at a time; Load more continues until it is exhausted. The waiting list is in the diary's Fill gaps.

A recall or a plan visit is booked only while its appointment stands. When that appointment is cancelled or missed — by the team, through the patient's own link, by the AI receptionist or in your practice management system — the recall is back on Recalls due and the visit on Treatment to book, with no step for anyone to remember; booking the patient again takes them off. A recall also comes back once its visit has happened without the recall being completed. A logged Missed call is a phone outcome, so a recall that is booked stays booked.

Mine and Everyone

If you have a practitioner record of your own, Mine and Everyone sit above the lists. Clinicians start on Mine; everyone else starts on Everyone. The counts follow your choice.

Mine keeps the rows that belong to you: the clinician on the appointment, the plan's or recall's clinician, the clinician of the visit a form was filled in for, the referring clinician, and the clinician the lab work is for. A draft belongs to its author; a completed note to whoever signs it — the supervising dentist for a supervised note.

The page's address names the list and your choice, so a link or a refresh opens the same rows.

Working a row

Each row shows the patient's name, date of birth and age, what is waiting, its date, the clinician and, for a recall, the last contact. Click the name to open the patient panel beside the list: date of birth, alerts, balance, the next visits and open plans, with Book, Message and Open record.

The row's button is the one thing to do next, and you see it only if you are allowed to do it:

• Book — on Recalls due, Treatment to book and Missed, not rebooked — opens the Diary ready to book the patient: the recall, the plan visit with its chair time, or the missed appointment's length. When the booking is saved, Back to To do returns you to the same list at the same place.
• Log contact — on Recalls due — records a call: Contacted or Missed. The row's last contact updates at once. It sits beside Book, or alone if you cannot book.
• Accept and Decline… — on Online requests — answer the request. Declining asks for the cancellation reason. If someone else answered it first, or it changed meanwhile, the list refreshes.
• Sign — on Notes to sign — signs the note. If you have not confirmed your password recently, it asks first.
• Review — on Forms to review — opens the form's review, the same as on the patient's Medical tab.
• Mark received — on Lab work out and Lab work late — records the work as back from the lab.
• Open order — on Lab needs you — opens the lab's order page in a panel, where you answer the lab, approve, send files or pay its invoice. The row leaves the list once the lab has what it needs.
• Record reply — on Referral replies — offers the referral's next step: Mark accepted or Mark rejected, Mark booked, or Record reply with the outcome the other side sent back, which completes it.
• Confirm and Doesn't agree — on Family links to confirm. See Family links to confirm.
• Open membership — on Membership months to review — opens the patient's Account › Membership, where you charge or waive the month. See Membership months to review.

More → Make a task turns the row into a task that keeps the patient: from the desk, one for whoever picks it up; from a dentist, hygienist or nurse, one of their own.

Family links to confirm

An adult your practice management system linked to someone who pays for them stays on this list until you record whether they agree that the payer pays and sees their treatment on statements.

• Confirm — once the patient has agreed. Tick that they have and click Confirm: their entries on the family account show to the payer from now on, earlier ones included. No money moves, and the row leaves the list.
• Doesn't agree — ends the link. The dialog says what happens: the patient gets their own account from today, the family account keeps its balance, and the patient's treatment there stays hidden from the payer. Click End the link. When the payer isn't a patient and this patient is the family account's last member, the dialog says that its balance, and anything that comes back to it later, goes to the patient's new account. A card payment for the patient that is still going through stops it: finish it, cancel it or check it with Stripe first. If the account changed while the dialog was open, it shows the new figures to check before you end the link.

Your practice management system never links the two again once the link is ended.

Money on closed accounts

An account closed before Smileline kept track of where its money went can still hold money: a balance owed, or credit. Each row shows the amount at each location, and the list counts in the badge on To do for owners, managers and agency staff, so stranded money is never out of sight. A patient whose record was erased is listed as Erased patient, with their money.

Each row offers Move to current account when Smileline can tell where the account's money went, or Choose where it goes. Pick the account it goes to and click Move balance: the balance moves there location by location, anything that comes back to the closed account later follows it, and the row leaves the list. If the balance changed while the dialog was open, nothing moves: Smileline says so and the list shows the new figures.

Membership months to review

A membership's month lands here when Smileline can't settle it by itself — see Months a membership owes. Mine never lists one: a membership month belongs to no clinician.

Click Open membership to go to the patient's membership card. There, Charge posts the month's fee today, labelled with the month it is for, and Waive settles it without a charge, with a reason. Either way the row leaves the list.

Sign all

On Notes to sign, under Mine, Sign all signs every note waiting for your signature:

1. Click Sign all.
2. Confirm your password. Nothing is signed before you do.
3. Each note is signed in turn, as its own signature, through the whole list — not just the rows on screen. If your confirmation runs out partway, you are asked again and the rest carry on.

Any note that could not be signed is listed at the end with the reason.

Print recall letters

On Recalls due, Print letters posts a recall letter to every patient on the list — for patients without a mobile or email address, or alongside your recall messages:

1. Click Print letters, choose the recall letter template and click File and print.
2. Smileline writes one letter per patient, naming every recall they have due, and files it on their record at the recall's site — through the whole list, not just the rows on screen. Patients without a postal address are skipped.
3. Click Print letters again — it now shows how many were filed — to print them all at once, then Mark all as sent once they're in the post.

If the run stops part-way — the letter service is busy, or something fails — the letters already filed are kept and still print with the rest, and running it again carries on from where it stopped. A patient whose recall already has a letter is listed as already filed and isn't filed again — running it twice, or two people running it at once, files one letter each. To print that letter again, open it on the patient's record. The summary at the end counts the letters filed, those already filed, patients with no postal address, recalls no longer due and anything not filed.

Images to file

Images to file is the practice's imaging inbox: every x-ray and photo an imaging computer sent, waiting for a person to file it to a patient. Its count is the images waiting. Above the rows, choose what to show:

• Waiting — each image's file name, type, the computer it came from, when it arrived and who was signed in, and the patient it is suggested for, if any, and why: (from the image's header) or (just opened in the imaging program). File to patient files it, confirming the patient's name and date of birth (see Filing an image).
• Kept for review — files sent with Send for review that are not JPEG, PNG or DICOM images. Download saves one; it is never filed as an image.
• Being filed — a filing that stopped part-way, with who started it. Finish filing completes it; Release puts the image back to wait when nothing was filed yet.
• Arriving — an image whose upload hasn't finished. The computer that sent it sends it again by itself.

Discard deletes an image from Smileline, with your reason; it stays in the imaging computer's folder. It needs the right to file documents, and an image being filed can't be discarded until its filing is finished or released. An image is never filed or discarded by itself, and an image whose header carries the number, name and date of birth of a patient who is later erased is erased with them. The list updates as images arrive and are filed.

My tasks

My tasks lists the open tasks assigned to you, soonest due first, with Load more until the list is done. Switch to Done to see the tasks you have finished, the latest first. Add task takes a title, an optional due date and who it is for — you, unless you pick a colleague. A task due on a day is due at 09:00 practice time that day, wherever you are when you add it. Mark done completes a task and drops it from the list. A task made from a list row keeps the patient, so Open the patient jumps to the record.

New work goes only to active team members: a colleague whose access is suspended is not offered. Their existing tasks stay theirs and stay visible — a task's details show them with (suspended) after their name — and anyone who can edit the task can give it to someone else.

A task's details

Click a task's title to open it beside the list:

• Change its title, note, due date, priority, site or who it is for, then click Save changes. If someone else changed the task while you had it open, nothing is saved and what you typed stays in the form: Smileline says so, and Load the latest version shows their change instead.
• Cancel task takes an open task off the list. It asks why, and keeps your reason with the task. A compliance check's task is not cancelled here: record the check, or turn the check off in Compliance.
• Reopen puts a finished task back on the list, with your reason. Only a task that was simply marked done can be reopened: a task closed by a recorded outcome or a lead's stage move keeps its own Undo, and a lead's task, a compliance check's task and a staff record's reminder are settled by their own record.
• History lists every change to the task — created, edited, marked done, reopened or cancelled — with who made it, when, and the reason they gave. Load more reaches older changes.

A due compliance check opens a task for the person it is assigned to. Its row offers Record check instead of Mark done: it opens the check's own entry — an optional note, then Pass, Fail or N/A — and recording it closes the task.

Every task is either clinic work or lead work. A task added here or made from a list row is clinic work, and so are the reminders the practice's systems raise for the clinic (compliance checks, and claims, payments or reports that need reconciling); a task on a lead, and every follow-up the CRM leaves, is lead work. Dentists, hygienists and nurses see only their own clinic tasks: the ones assigned to them or written by them. A task written for one of them with no lead attached is clinic work, wherever it was written.

Because they would never see it, nobody can give a dentist, hygienist or nurse a lead task — not when adding it, not by reassigning it, and not as an outcome's follow-up. Smileline says so and nothing changes: pick a colleague from the desk instead. Linking a lead to a clinic task makes it lead work, so the same rule applies. Nor can anyone give a task to a colleague whose access is suspended.

The lead tasks Smileline writes itself — a follow-up's Create a task step, Call AI's next step, the AI receptionist's follow-ups, an import's follow-up — go to the lead's owner, or the person the step names. When that person is a dentist, hygienist or nurse, or their access is suspended, the task is left unassigned instead, so it waits on Today for anyone at the desk rather than going unseen. Call AI's "in a few days" means that many days on from today, at 09:00 practice time.

Tasks are otherwise the same everywhere in Smileline: one assigned to a member of the desk also shows on their CRM Today page.

Team tasks

Team tasks lists every open clinic task in the practice, whoever it is assigned to — including the ones assigned to nobody, such as the review a refused accounting journal or Sistema TS document opens. Each row names who the task is for, or Unassigned. The soonest due come first and tasks with no due date last; Load more carries on until the list is done.

It works like My tasks: Mark done completes a task, a compliance check's task offers Record check, and a task's title opens its details, where you can take it on or give it to a colleague. A task taken on stays in the list, under its new owner, until it is done or cancelled.

Owners, managers, agency staff and the front desk see Team tasks. Dentists, hygienists and nurses keep to their own tasks in My tasks. A lead's tasks are not here: they wait on Today. Nor is a task about a patient who has been erased.