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Practice Management System

Connect the practice management system your practice runs on and SOPHIE reads your production, collections and A/R from it, so your Scoreboard and Patient Journey show your real numbers without anyone typing them in.

SOPHIE only reads from your system. It never writes anything back.

Which systems are supported​

The connect screen lists only the systems SOPHIE supports:

  • Oryx: connects with an Oryx login.
  • Open Dental: connects with a customer key from the SOPHIE team.

If your system isn't listed, SOPHIE can't connect to it yet. Your Scoreboard still works: you type the numbers in each week.

Connect your system​

You need permission to Edit workspace settings to connect the practice's system.

  1. Open Settings and choose Integrations under Workspace.
  2. Choose Practice management.
  3. Click Connect a practice management system.
  4. Pick your system. What SOPHIE asks for next depends on it (see below).
  5. Optionally click Test connection to check the details before you save. SOPHIE checks them again when you connect either way.
  6. Click Connect.

You'll see Connection verified if SOPHIE could sign in, or Couldn't connect with the reason if it couldn't.

Oryx​

Enter:

  • Practice URL: just the address of your Oryx site, for example practice.myoryx.com.
  • Username and Password of an Oryx login that can run the Production & Collection Summary report. That means an admin, or a user who is allowed to run reports.

Open Dental​

Open Dental connects with a Customer key rather than a username and password. The SOPHIE team gives you the key. Before you enter it, three things need to be true at your office. The connect screen lists them under Before you connect, with steps and an Instructions link for each:

  1. Open Dental 21.1 or later. To check your version, go to Help > About in Open Dental.
  2. The eConnector running on your office server. SOPHIE reaches your office through Open Dental's eConnector. In Open Dental's main menu, click eServices, then eConnector Service. It should say Working; if it's stopped, click Start. Open Dental Cloud practices already have it running on their hosted server.
  3. API access turned on, with SOPHIE's key added. In Open Dental, go to Setup > Advanced Setup > API, tick Enabled, and add the customer key. Your practice controls this and can switch it off at any time.

Then enter the same key in SOPHIE and connect.

tip

If your Open Dental numbers stop arriving, check the eConnector first. When it stops, SOPHIE can't read anything until it's running again.

One connection for the practice, or one per office​

The practice's connection serves every office. If an office runs its own system, or its own database, it can have its own connection instead:

  1. In Settings, under Space settings, open the office and choose Integrations.
  2. Choose Practice management system.
  3. Under Where office's numbers come from, choose This office's own connection and connect it the same way.

That office's Scoreboard and Patient Journey then read from its own connection, and every other office keeps using the practice's. To go back, choose The practice's connection.

The Practice management page lists your Offices and where each one's numbers come from, and flags any office whose connection needs attention. Click Open on an office to go to its page.

People with permission to Edit space settings for an office can connect, change or remove that office's own connection. The practice's connection needs permission to Edit workspace settings.

When SOPHIE collects​

SOPHIE collects once a day, overnight. After 5:00 AM in your practice's time zone, she reads yesterday's finished numbers and refreshes the rest of the current Scoreboard week (Sunday through yesterday). Payments often arrive days after the visit, so each night's read catches anything late and files it on the right day.

A new connection's first sync happens that night. Until then it says First sync tonight.

A quiet day (a holiday, a closed day, a day with no payments) is still a successful collection. It just has nothing to report.

Check that it's working​

Each connection shows a status and a short line telling you how recently SOPHIE collected, for example:

  • The practice's Oryx serves 3 of 3 offices · last synced 3 hr ago (on the practice's connection)
  • Collecting from the practice's Open Dental · last synced 18 min ago (on an office)
StatusWhat it means
ConnectedCollecting normally.
First sync tonightNewly connected; the first collection happens tonight.
Sign-in refused / Key refusedYour system turned SOPHIE away. Nothing is collected until you enter a new login or key.
Not syncingThe last collection failed. SOPHIE says why and tries again tonight.
PausedThe SOPHIE team has paused this connection.

The connection details show the system, and the address and username for a login (a key is shown only as Customer key stored encrypted). For Open Dental, Needed at the office repeats the three requirements above.

Change the login or key​

If your password changes or your system refuses SOPHIE, click Change login (or Change key). When the login has been refused, the button reads Update login or Enter a new key. Enter the new details and click Save changes.

Remove a connection​

  1. Open the connection and click Remove.
  2. SOPHIE tells you first what will happen, for example which offices will stop collecting numbers, or that an office will switch back to the practice's connection.
  3. Click Remove connection.

Numbers already collected stay on your Scoreboard.

Good to know​

  • Each login or key can be connected only once. Connecting the same database for the practice and again for an office would count its numbers twice, so SOPHIE won't allow it.
  • Numbers SOPHIE collects can't be typed over on the Scoreboard. Your system is the record. If a number looks wrong, check it in your system first.
  • Re-pulling past months or re-collecting a week is done by LeadWell support. If you think SOPHIE missed something (say, after fixing entries in your system weeks later), send a support request and the team can re-collect it for you.
  • The settings page shows the latest collection; it doesn't let you start one yourself. New numbers arrive with the next overnight collection.