Orthodontic practice software: starts, visits and payment agreements — buying checklist
From: https://www.iwantmywebsitenow.com/industry/clinic/ortho/
Workflow sources checked: 2026-10-02. Prices have separate capture dates.

Use this with a vendor or a builder. These are proposed evaluation tests, not claims that any product passed them.

YOUR BUSINESS
Current software:
What must work differently:
Records to bring across:
Budget and timing:

QUESTIONS TO TEST
1. Consult to start
Ask: Can the team track inquiry, consultation, accepted plan and treatment start without duplicate records?
Demonstrate: Create a new patient, record a consultation and set a follow-up task. Convert to an active start and confirm the status and next action update.
Observed result:
Follow-up:

2. Recurring appointment types
Ask: Can adjustment visits use the right duration, provider and visit interval?
Demonstrate: Schedule a sequence of adjustment visits, skip a holiday and reschedule one missed appointment. Check the future cadence.
Observed result:
Follow-up:

3. Responsible-party finances
Ask: Can insurance estimate, down payment, recurring autopay and adjustments be reconciled?
Demonstrate: Create a financial arrangement with a responsible party and insurance estimate. Change the start date and confirm installments recalculate as agreed.
Observed result:
Follow-up:

4. Treatment status and transfer
Ask: Can staff report active treatment, pending next visits and transfer or completion state?
Demonstrate: Move a patient to a different provider and simulate transfer-out. Verify records and remaining balance remain auditable.
Observed result:
Follow-up:

DEMO SCENARIO (SYNTHETIC)
Demo a new start with a changed payment date
1. Create a consultation for a minor patient with a separate responsible party and record the approved treatment plan.
2. Start treatment with an agreed down payment and monthly schedule. Book recurring adjustment appointments around a holiday and provider absence.
3. Change the start date before the first payment. Verify the team can explain the revised schedule, patient communication and account balance.
4. Complete a transfer-out request and inspect treatment status, future appointments, documents and outstanding financial agreement.

MIGRATION
Plan a controlled data move
Import active patients and responsible parties, treatment statuses, future appointments, financial arrangements, insurance details, balances, reminders, imaging references and multi-location assignments. Reconcile a new start, an active account and a transfer case with staff before the first live clinic day.

A POSSIBLE FIRST BUILD
Practice software supports scheduling, records and financial workflows; it does not determine clinical care, patient eligibility or the terms you should offer. Protect patient information and have qualified staff validate migrated charts, access roles and financial records.

SOURCES
Dolphin Management
https://www.dolphinimaging.com/microSites/Management_Social-landing-page/Management_Info.html
Vendor overview of orthodontic scheduling, patient status and financial tools.

Cloud 9 orthodontic practice software
https://www.planetdds.com/cloud9/
Vendor overview of orthodontic scheduling, patient engagement and financial arrangements.

Cloud 9 contract creation
https://cloud9support.planetdds.com/hc/en-us/articles/35107961065371-Cloud-9-Contract-Creation
Vendor help explains responsible-party and insurance contracts and autopay setup.

Dolphin Blue
https://www.dolphinimaging.com/DolphinBlue/
Vendor overview of cloud orthodontic modules.

Research by Don, I Want My Website Now.
A product description is not hands-on testing. Verify the plan, current price and export access before committing.