FAQ

General

Background

Chiral Systems can be used for private, NHS and mixed practices.


Not only is Chiral Systems certified by the NHS for EDI submissions, submitting and tracking UDA and UOA could not be easier with the simple and intuitive framework Chiral Systems has in place.

Chiral Systems is a dynamic, continually evolving software, with new features and updates being released quite frequently and made available just like the software updates on your mobile phone. This agility and responsiveness to market requirements, it is enabled by the systems’ robust and flexible framework , which allows for improvements and changes to be made quickly and easily. We welcome feedback from our users as their invaluable insight is what drives the development of the software and ensures our long term commitment to our clients.


Chiral Systems was born from a collaboration between Dental and Software expertise. This was driven by a wish to shake-up the concept of practice management software, by implementing cutting-edge technology for a more efficient and profitable dental business. Originally sold by recommendation in the high-end market around Harley and Wimpole Street, Chiral Systems has expanded to the wider market.
Chiral Systems has been established for over four years and is a relatively small company that is fast paced and undergoing rapid expansion. With a new dynamic team in both sales and support, the needs of our customers are always met by skilled professionals who have worked in the dental industry.

Clinical

Chiral Systems provides a free link to X-Ray imaging software including, and not limited to Sirona, Dürr Dental, Aceton, Gendex, Planmeca, Schick and Soredex.

Both documents and images can be scanned into patient records in Chiral Systems and easily accessed. Any patient documents created through Chiral and given to the patient including prescriptions and patient information documents are automatically stored in the patient’s records.
X-rays and photographs can also be uploaded against a tooth in a patient’s chart.

The team behind Chiral Systems has worked closely with professionals across the dental industry including the BDA and the GDC to ensure that the software complies with dental standards and the medical-legal aspects. For example, under guidance from dental governing bodies, medical notes on Chiral Systems are locked to prevent them from being edited and deleted, although revisions can be added alongside the original note. This way, all users of Chiral Systems can rest assured they are complying with dental standards and medical-legal requirements.

Chiral Systems makes it visually clear in a patient’s records which treatment has not yet been carried out. Any treatment that has been planned by charting is on the patient’s record. This treatment flashes on the chart as opposed charting that is solid which relates to treatment that has been carried out. The patient’s records within treatment history is colour coded to show the stage that the treatment is at. I.e. black indicates that the treatment has been carried out and charged for, red indicates that the treatment has been carried out but not charged for, and orange indicates that the treatment is planned but has not yet been carried out.

If a patient’s medical conditions are set in their record, then they are clearly visible across Chiral Systems. For example from the appointment treatment tab where you would record treatment carried out for the patient, any patient with a medical condition will have a red flag flashing.

Unlike most dental software systems, charting in Chiral Systems shows you both the root and tooth view, enabling for base, treatment and periodontal charting. Charting in Chiral is so simple. Once you have selected your chartable item, your mouse becomes loaded to ensure minimum number of clicks. It is also possible for any photos and x-rays to be charted against a tooth. In treatment charting, you have your own definable treatment categories with your own definable treatment codes to allow for maximum flexibility.

With all courses of treatment requiring a treatment plan as outlined in the GDC standards, we have made it as easy as possible to create treatment plans in Chiral. There are two processes to choose from when creating a treatment plan in Chiral Systems; the process chosen is dependent on the course of treatment to be carried out. Quick Plans are treatment plans that can be quickly created directly from the patient’s appointment for smaller courses of treatment such as fillings and be presented to the patient almost immediately. They are created by simply adding further appointments with treatment codes and defining aspects of the appointment, such as length of time needed. Once completed, the clinician selects the patient handover button and the receptionist can place these treatment plan appointments in the diary for the patient. For more complex and longer courses of treatment, the Patient’s Treatment Plans section is used which is better suited to this type of treatment planning.

Administrative


Going paperless will enable you to more efficiently index, archive and retrieve documents. By cutting hours spent on administrative tasks, your team can focus on providing better healthcare. Additionally in a world where people every day are becoming more aware and conscious of protecting the environment, it is now not enough to simply recycle. Green dentistry is an ever-growing industry and will become crucial to your practice’s routine as well as image in years to come.

Yes, our mobility feature enables you to obtain consent via a tablet or electronic form, saving you administrative time as the patient can also fill in their own details which will be uploaded directly and immediately onto the system. Giving consent electronically strengthens compliance and security, offers patients an up-to-date option to sign in a non-pressured environment in their own space and time, also utilising waiting times. Electronic consent provides a better experience for patients and employees alike.

Templates within the system enable you to prescribe any medications that are frequently prescribed with just a few simple clicks, saving you time. Anything you have prescribed is then automatically stored in the patient’s record.

You can save from 40 hours a week using Chiral Systems. Being a paperless, all-inclusive system, you can save time on filing, collecting details, editing records and notes, and even informing the dentist that the patient has arrived.

Chiral Systems has the ability for the practice to set their own recall time periods. Not only will the software allow you to set default recall time periods by recall type for all patients, it is also possible to go into a patient’s individual details and set individual recall time periods for them; for example, if a patient needs more frequent hygiene appointments than standard.

Chiral Systems prides itself on being a flexible software that gives users the freedom to edit and customise, enabling the practices to have full control. It is possible to fully customise and even create forms and templates to fit your practice’s needs. We will show you how to do this so you have the ability to do so whenever you so need.

With Chiral Systems there are two options for SMS messaging.

Option 1 is to use a third party SMS provider at 3.4p per text (when purchased in bulk). There is an online SMS account that shows the real-time account balance.

Option 2 is to use Chiral Systems’ integrated SMS gateway which will give your practice unlimited SMS text messages for a competitive flat fee calculated by the number of active patients the practice has. At Chiral Systems, we have calculated that you would need to send on average 7 text messages per active patient per year, including all recalls and reminders, and allowing for occasional ad-hoc SMS messages, such as informing a patient of cancelled appointments they may be interested in.
The flexibility to send as many SMS text messages without worrying about the expense helps keep the diary density to a maximum.

Contact Lists can be created from a variety of places within Chiral Systems, including and not limited to Outstanding Accounts, Recall Management and Outstanding Tasks. When a Contact List is created it is possible to choose the method of contact and the template for the message to be sent. For example from Outstanding Accounts you may wish to contact all the patients who have accounts that are overdue greater than 30 days. Creating a Contact List simply involves clicking on the ‘Create a Contact List’ button which then brings up a dialogue box asking you to choose the method of contact and the template to be sent to the chosen patients.

Yes, you can create a treatment plan for a patient. An estimate can then be generated as a word document allowing the clinicians to edit and add dental images. Treatment plans are based around appointments that have time constraints between them. If an appointment within a treatment plan is moved, the system will inform the user that they are trying to move an appointment out of sequence. Rescheduling of treatment plan appointments can be done for a single appointment or for all subsequent appointments using the original time constraints.

The calendar in Chiral Systems can be set in time increments from 5 minutes upwards, to accommodate varying appointment lengths.

When treatment planning future appointments, various details can be inputted to be saved for when the appointment can be placed in the diary. These include details such as the length of the appointment, the treatment to be carried out in the appointment, if external work is required and if a minimum/ maximum number of days is to be set between this future appointment and the previous appointment the patient came in for.

Between the Chiral Systems team, we have a vast knowledge on how dental practices work, with the most of us having had hands on experience. We understand the importance of Recall effectiveness and know it is the lifeblood of any practice. Recalls are fully customisable in Chiral Systems; the practice can define:
• which appointment types and treatment codes trigger recalls,
• the recall interval i.e. how many months patients are recalled, both as a generic default for all patients and as an individual setting for certain patients e.g. those patients who need a more frequent recall,
• the method by which the recalls are sent e.g. letter, SMS, etc, both as a generic default for all patients and as an individual setting for certain patients
• the limit of the number of recalls a patient is sent by the practice before they are placed in Recall Management because they have not booked an appointment, and the interval between these recalls e.g. 1 week
All recalls placed by the system automatically based either by the appointment type or trigged treatment carried out in the appointment, as well as any manual recalls, are listed in Recalls Due. The administrative staff simply go into Recalls Due and click on a button to send them to patients.
Recalls in Chiral Systems are intuitive and minimise management of them from the administrative team. Patients are sent their initial recall and the system knows if they book an appointment from that recall and then closes the recall. If however an appointment has not been booked for that patient within a set period of the recall being sent, the patient is sent another recall. This happens until the patient reaches their ‘Limit Reached’ which is defined by the Practice. The patient is then moved into the Recall Management section of Chiral Systems, where more affirmative action can be taken by the practice in maximising recall success. The whole process of recalls in Chiral Systems has been designed to prevent recalls falling through the net.

Reminders are fully customisable in Chiral Systems; the practice can define:
• how many days before the appointment the reminder is sent, both as a generic default for all patients and as an individual setting for certain patients e.g. for patients who need to be reminded closer to the appointment than others;
• the method of the appointment e.g. whether by letter, phone call, SMS message etc, both as a generic default for all patients and as an individual setting for certain patients.
Reminders are automatically placed by Chiral Systems for the appointments and are listed in Reminders Due. The administrative staff simply go into Reminders Due and click on a button to send them to patients.

Security and Support

Chiral Systems has a team specifically for support. Our phone lines are open 8am-6pm weekdays, and we can access your computer remotely with your supervision, offering a real-time verbal solution while the problem is fixed in front of your eyes. This remote access to your computer can only be accessed with direct permission but will help us to diagnose the problem and fix it as if we were in the room with you.
Our support line is not a chargeable business rate line, therefore eliminating expensive helpline call costs.

Chiral Systems runs on an SQL (structured query language) database. Unlike some other dental software systems that don’t run on an SQL database, Chiral Systems is extremely efficient at storing information and then retrieving it. This means users of Chiral Systems have the invaluable benefit of being able to interrogate the software to find information and run reports needed to monitor the performance of the practice. If the information you as a user are looking for is not already monitored in one of our many financial reports and key performance indicators, the Chiral Systems team can retrieve this for quickly. Chiral Systems is built with a flexible architecture, therefore searches that have been previously carried out for existing clients have since been quickly incorporated into Chiral Systems, benefiting all users of Chiral Systems.


All updates to Chiral Systems are done electronically and remotely which requires no user intervention.

There is an in-built function within Chiral Systems to backup up the practice database off-site. No user intervention is required and the data is stored on an encrypted server. The benefit of having an external back up is the added security in the event of anything happening to your data at your practice.

There are several reasons why Chiral is not cloud-based, even though most applications now have become so. For most security professionals, protecting cloud-based applications and systems remains a major concern and a critical barrier to faster adoption of cloud infrastructure. General security concerns (45%), data loss and leakage risks (41%) and loss of control (31%) continue to top the list of barriers holding back further cloud adoption. That is why, we have looked at the way dental practices are run and the areas where there is a real need for remote access. Apart from the business flow, we have also looked at the level of IT and security training the staff are getting, broadband speed ( even in remote areas of the country) and the cost practices would be happy to bear for maximum cloud security . After careful consideration of all these factors, we have concluded that a client server based system would be more appropriate, because clinicians need to be present on site to treat their patients, notes must be written contemporaneously and the cost of safeguarding a web based application from cyber-attacks and malware would be too high.

For clinicians who would like to have remote access to the system, Chiral provides diary change notifications, patient records, chart and diary accessible from an iPad/ tablet, e-forms that can be filled out remotely and signed in the surgery, VPN access to the whole system, as well as remote access via LogMeIn or TeamViewer.

Chiral Systems is able to import existing data from other systems, including practice management software such as Software of Excellence, Pearl, Kodak and Gazelle and applications such as word and excel, as well as custom built solutions for managing patient data. Chiral Systems support team can help you import your data across for you.

Business

The mobility feature of Chiral Systems means that it can be accessed from smartphones and tablets remotely, giving you access to the diary, patient records and notes on the move. This feature comes as standard when you purchase Chiral Systems and is not an added expense. This feature means that patients can electronically sign medical history and consent forms on a tablet for the data to be safely captured and stored securely in Chiral Systems.

Depending on what the tablet is going to be used for, generally we would advise using an iPad. Because this is new technology, tablets do not have consistent functionalities across models, and so there is currently a slight incongruence between the models. As they develop, Chiral will endeavor to update and adapt its functionality to each device.

For signing consent forms, if this would be your main purpose for the tablet’s use, the iPad is slightly faster. It is also possible on the iPad to lock onto the Chiral Systems app, so patients cannot navigate out of the app and browse the internet for instance.

For clinical charting, windows tablets are superior and we recommend the Microsoft Surface Pro 3 model. With a 12” display, Surface Pro 3 has the power of a laptop in a lightweight, versatile form. The large great screen size, combined with the use of the Surface Pen, which is designed for effortless writing and drawing, allows for quick and accurate chairside charting and notes taking in your own handwriting, and gather electronic signatures.

The use of this very powerful tablet is an excellent option for specialist dentists who offer peripatetic services or for dentists who operate in multiple locations.

Chiral Systems has a comprehensive list of drill-down reports that can be customised for individual practices. The following reports are available and can be printed to PDF or exported to XLS for data analysis.
• Outstanding Account Report
• Accounts in Credit Report
• Scheduled Charges Report
• Un-invoiced Charges Report
• Daily Cashbook Report
• Daily Transaction Report
• Weekly Transaction Report
• Years Invoiced Revenue Share Report
• Cost Centre by Account Group Report
• Daily Cancellation and Deletion Report
• Weekly Cancellation and Deletion Report
• Non Attendance Report
• Unplaced Treatment Plan Appointment Report
• Referrer Based Income Report

Track the referral source of all new patients with our key performance indicator dedicated to monitoring referral sources. This key performance indicator splits referral sources into Provider, Patient and Independent, with these three categories splitting into further sub categories defined by the practice. Not only does this mean that you can easily see which existing patients are referring new patients to you, but by monitoring Independent referral sources, you can see how well your marketing is performing based on the number of new patients it is bringing to your practice. Referral letters can be created in Chiral Systems with just a few simple clicks thanks to the incorporated templates.

A cancellation report monitors all cancellations, which includes as to whether the cancellation reason was practice or patient related. It is also possible to register patients for cancellation interest, which means that if an appointment slot earlier than the one the patient is booked for becomes available, the user of Chiral Systems is immediately notified with the option to contact the patient to offer them the appointment slot. A FTA report monitors all FTAs, from which Contact Lists can be created in order to contact patients that have FTA’d. Within patient records, all their cancellations and FTAs are also listed, so patients that are repeat offenders can be quickly identified.

Chiral Systems monitors your treatment plan uptake with the key performance indicator dedicated to Treatment Planning. From here the practice can see the number of proposed, accepted and rejected treatment plans and clicking on the graph will bring up the data behind it, which lists the patients and the status of their treatment plans. From Outstanding Tasks you can also monitor which patients have accepted treatment plans but not booked their appointments.

In the financial reports available in Chiral Systems, there are reports that break down income by revenue share, so you can quickly identify how much money each provider brings in to the practice. Our Cost Centers financial report monitors how much money is made from each treatment code, and the practice can define which treatments they wish to monitor and even split it down by provider for further comparison.

Chiral Systems have implemented Key Performance Indicators that can be independently defined by the practice to provide business management reporting for tracking and monitoring predefined practice business management objectives. There are built-in KPIs for New Patient Registrations, Patient Recall Sent, Patient Recall Successes, Active Patients, Possible Hygiene Appointments and Patient Referral Source.