SGsmile User Manual

Getting Started

1. Create Your Account

1. Go to app.sgsmile.com/register
2. Enter your clinic name, your name, email, and password
3. Click "Create Account"
4. Verify your email (check your inbox)
5. You're in! You now have 14 days free trial

2. Set Up Your Clinic

After signing up, complete your clinic profile:

• Go to Settings → Clinic Details
• Add your clinic address, phone number, and operating hours
• Upload your clinic logo (optional)
• Set your timezone and currency (defaults to SGT & SGD)

3. Invite Your Team

Add dentists, receptionists, and staff:

• Go to Settings → Team
• Click "Invite User"
• Enter their name, email, and role (Owner, Dentist, Receptionist)
• They'll receive an email invitation to join

Patient Management

Adding a New Patient

1. Go to Patients page
2. Click "Add Patient" button (top right)
3. Fill in patient details:
   • Required: First name, last name, date of birth
   • Optional: Email, phone, NRIC, address, allergies, medical history
4. Click "Save"

Viewing Patient Records

Click on any patient to view their complete record:

• Overview: Basic info, contact details, medical history
• Appointments: Past and upcoming visits
• Treatment Records: All treatments performed
• Treatment Plans: Proposed treatments (approved/pending)
• Invoices: Billing history and outstanding payments
• Documents: X-rays, consent forms, attachments

Searching for Patients

Use the search bar at the top of the Patients page. You can search by:

• Name (first or last)
• Email address
• Phone number

Appointments

Creating an Appointment

1. Go to Appointments (calendar view)
2. Click on a time slot in the calendar
3. Select the patient (or create a new one)
4. Choose the dentist
5. Add treatment/notes (optional)
6. Click "Save Appointment"

Drag & Drop Scheduling

You can drag appointments to reschedule:

• Click and hold an appointment
• Drag it to a new time slot
• Release to save the change

Appointment Reminders

Automatic reminders are sent 24 hours before appointments via email (Starter plan) or email + SMS/WhatsApp (Pro plan).

Dentist Blackouts

Block time when dentists are unavailable:

1. Go to Appointments → Blackouts
2. Click "Add Blackout"
3. Select dentist, date range, and reason
4. Patients won't be able to book during blackout periods

Billing & Invoices

Creating an Invoice

1. Go to Billing page
2. Click "New Invoice"
3. Select the patient
4. Add treatment items (from your treatment catalog)
5. Adjust quantities and prices if needed
6. Add discounts or taxes
7. Click "Save Invoice"

Recording Payments

To record a payment against an invoice:

1. Open the invoice
2. Click "Record Payment"
3. Enter amount and payment method (Cash, Card, PayNow, etc.)
4. Click "Save"

Exporting Invoices

Invoices can be exported as PDF for printing or emailing:

• Open any invoice
• Click "Export PDF" button
• Download or email to patient

Inventory Management

Adding Inventory Items

1. Go to Inventory page
2. Click "Add Item"
3. Enter item details:
   • Name (e.g., "Anesthetic Cartridges")
   • SKU/Code
   • Current stock quantity
   • Minimum stock level (for low-stock alerts)
   • Unit price
4. Click "Save"

Stock Adjustments

To add or remove stock:

1. Click on any inventory item
2. Click "Adjust Stock"
3. Enter quantity change (+10 or -5)
4. Add reason/notes
5. Click "Save" — stock level updates automatically

Low Stock Alerts

Items below minimum stock level show a warning icon. You'll also see a notification on the dashboard.

Corporate Module

Setting Up Corporate Accounts

If you work with companies (e.g., corporate dental plans):

1. Go to Corporate page
2. Click "Add Corporate Account"
3. Enter company details:
   • Company name
   • Contact person
   • Email & phone
   • Billing address
   • Payment terms (e.g., Net 30)
4. Click "Save"

Adding Employees

Link employees to their company account:

1. Open a corporate account
2. Click "Add Employee"
3. Enter employee details (or link to existing patient)
4. Set annual dental budget (if applicable)
5. Click "Save"

Corporate Invoicing

Generate monthly invoices for all employee treatments and send to the company for payment.

Settings

Clinic Details

Update clinic name, address, logo, timezone, and currency.

Team Management

Invite staff, change roles, deactivate users.

Treatment Catalog

Manage your list of treatments and prices (e.g., "Tooth Filling - $80").

Working Hours

Set clinic operating hours and appointment slot durations (e.g., 30-minute slots).

Notifications

Configure email and SMS reminders for appointments.

Subscription & Billing

View your plan, payment history, and upgrade/downgrade options.

Tips & Best Practices