Precision restorations, engineered not eyeballed.

Clients

Practice records for clients who don't have (or don't need) a portal login of their own — mainly for Import Cases, so an imported case can be attributed to a real, renameable client instead of always falling back to whichever admin ran the import. Renaming a client here updates the name shown on every case already attributed to them.

The price catalog used when adding line items to a case (Case Status tab). "Remove" deactivates a product rather than deleting it — it drops out of the picker for new line items but stays intact on any case/statement that already used it. "Download Fee Schedule" builds a client-facing price sheet (Fixed + Removable only, Supply items excluded) to send to prospective practices. Optionally address it to a specific doctor/practice, and apply a custom discount — every discounted fee schedule is logged below so there's a record of what was offered to whom.

Import Products

Upload a price list (.xlsx/.xls) with Description, Category, and Price columns (case-insensitive — "Normal Price" also matches). Pick which rows to bring in below before importing; nothing is added until you click Import Selected.

Add Ad Hoc Charge

Bills a client directly for something that isn't tied to any case — Supply-category items sold to a partner lab, for example. Shows up as an unbilled line item for that client the same as a case-based one, and gets swept in the next time a statement is generated for them. Not in the product catalog? Check "Custom line item" and type a description/price directly instead of picking a product.

Generate a Statement

Sweeps unbilled line items across a client's cases into one new statement. Add line items to a case from its "Line Items" button on the Case Status tab first. Leave the dates blank to roll up everything unbilled, or set a From/To range to invoice just that period (a line item's date is its case's arrival date).

Open Statements

Paid Statements

Every paid statement stays here so an old invoice can be re-downloaded any time — search by clinic name if it's not on the first page.

Voided Statements

Voiding releases the statement's line items back to unbilled, so they're swept into the next statement generated for that client automatically.

Action Items

The cases the techs need to fix, as two reports — Fixed and Removable — each in four lists. The lab printer prints both on 608SD every Monday at 7:00 AM Mountain; each report's Print on 608SD prints that report again now.

Ignores the Revenue Report's date range below — it is always today's open work, plus anything delivered or shipped in the last 90 days and anything sent to Mind that never reached SnapWeb. Click a case number to open and fix it.

Due this week

Open cases that are overdue, then everything due each day of this week, Monday to Sunday (Mountain) — as two reports, Fixed and Removable. The lab printer prints both on 608SD every Monday at 7:00 AM Mountain; each report's Print on 608SD prints that report again now.

Overdue means due before this Monday and still open. Click a case number to open it.

Revenue Report

Billed vs. paid totals over a date range, broken down by client and by product category. A statement counts by when it was generated; a line item counts by when it was added to the case (not by when it was eventually billed) — so the category breakdown reflects work done in the range even before it's invoiced.

Cases submitted in this range (excluding Cancelled) that never got a single line item — work that's likely going out unbilled. Click a case's tracking number to open and fix it, or send the list to an Approved Staff member to review.

Cases With No Client Assigned

Cases carrying unbilled line items but no client. These can never appear on a statement — billing matches on a client, and the monthly run skips a case without one — so the money sits unbilled indefinitely with nothing else flagging it. Assign a client and the value moves into Projected.

Deliberately ignores the date range above, for the same reason the duplicate report does: unbillable work does not stop being unbillable because it fell outside the month you happened to be looking at. Sorted by value, largest first.

Duplicate Patients & Cases

Finds the same patient entered twice. Deliberately ignores the date range above — “do we have duplicates” is a question about the whole book, not a period.

Names are matched after lowercasing, stripping punctuation and sorting the words, so Doe Jane and Jane Doe are treated as one person.

Possible duplicate cases

Same patient, same case type, submitted the same day — the shape a double entry actually takes. A patient with several cases months apart is normal and is not listed here.

Name spelt more than one way

One patient, several spellings. Not duplicate cases in themselves, but they are how a duplicate hides from a search — and why the matching above ignores case and word order.

Secret-shopper scores submitted through the public ceat.html form. Public can submit; only Administrators and VIEW-ALL see results.

Clinic leaderboard

Stage breakdown

Critical flags

Recent evaluations

Invite User

Invited emails skip the pending queue entirely — they're approved the moment they sign up, with the role and specialty set below.

Invitation Requests

People who asked for access from the login page. Click Invite to prefill their email above (pick a role, then Send Invite), or Dismiss to clear the request.

Pending Invitations

Sent but not yet signed up for. Resend if the email got lost or the link expired — it re-sends the exact same invite, role and specialty included.

Staff Approvals

Pay Rates

Hourly rate per employee — used to calculate wages when a pay period is generated below. Staff with no rate set are skipped (with a warning) rather than silently left out of a pay period. Click "Schedule" to set each employee's usual weekly start times, day by day — a reference value only for now, not yet tied to any attendance rule.

Time Off Requests

Pending

Reviewed

Timesheet Review

Review logged hours before generating a pay period — fix an obvious mistake (wrong clock-in time, forgot to clock out) or remove a bad entry. Only entries not yet on a pay period can be edited.

Generate Pay Period

Sweeps every completed, not-yet-paid time entry in this date range into one new pay period, totaled per employee at their current hourly rate.

Open Pay Periods

Paid Pay Periods

Resource Library (PDFs)

Shared PDFs shown on the public Resources section of the marketing site (Rx forms, prep guides, etc.) — visible to everyone, upload/remove is Administrator-only.

Drivers

Location updates only while a driver is clocked in (Payroll Time Clock) and has opted in from their own driver app — tracking can never be turned on remotely, only the driver themselves can enable it.

Live Map

Shows each currently clocked-in, opted-in driver's latest position and their trail for the current shift. Updates live — no refresh needed.

No clocked-in, opted-in drivers right now.

Farset F7 Scanner — Android App

The current build for the Farset F7 rugged driver scanner handheld only. Regular staff/practice phones get the app from the Profile tab.

How to install

1. On the Farset F7, tap the Download button above — the .apk saves to the device.
2. Tap the downloaded file (from the notification, the browser's Downloads, or the Files app).
3. Android will warn it's from an unknown source. Tap Settings and turn on “Allow from this source”, then go back.
4. Tap Install, then Open, and sign in. Installing a newer build over an old one keeps its data.

Lab Tablet — Android App

The current build for the 10.1" lab-station tablet (USB-camera image capture) only. Regular staff/practice phones get the app from the Profile tab.

How to install

1. On the lab tablet, tap the Download button above — the .apk saves to the device.
2. Tap the downloaded file (from the notification, the browser's Downloads, or the Files app).
3. Android will warn it's from an unknown source. Tap Settings and turn on “Allow from this source”, then go back.
4. Tap Install, then Open, and sign in. Installing a newer build over an old one keeps its data.

SnapScribe — Chairside Capture (Android)

The current build for the operatory tablet that records a visit and sends it to SnapThink for the note and treatment plan. Sign in with your usual 6-digit staff PIN; the tablet must be on the clinic's Tailscale network first. After this first install it updates itself — Settings › Check for update.

How to install

1. On the tablet, install Tailscale from the Play Store and sign in — without it SnapScribe cannot reach SnapThink.
2. Tap the Download button above — the .apk saves to the device.
3. Tap the downloaded file (from the notification, the browser's Downloads, or the Files app).
4. Android will warn it's from an unknown source. Tap Settings and turn on “Allow from this source”, then go back.
5. Tap Install, then Open, and sign in with your 6-digit PIN. Installing a newer build over an old one keeps its data.

SnapClear — Windows Workstation App

Tray app for every clinic computer — wipes and updates Chrome on a fixed daily schedule so it never interrupts an X-ray in progress, tidies the X-ray temp folder, and lets the front desk report an IT problem straight to the lab. It keeps itself up to date after the first install.

How to install

1. On the workstation, click the Download button above — the installer saves to Downloads.
2. Run SnapClear-Setup.exe. Windows SmartScreen may warn it's from an unrecognized publisher — click More info, then Run anyway.
3. Follow the installer. SnapClear starts automatically and runs quietly in the system tray from then on.
4. Installing a newer build over an old one keeps its settings.

Case Light — SmartThings

The lamp in the lab that flashes green on a new case and orange on a DS Core order, then returns to teal. It is driven through the SmartThings cloud, which needs a connected account.

This used to run on a SmartThings Personal Access Token. Those now expire about a day after they are created — the light stopped working on 2026-07-26 for exactly that reason, with nothing on screen to say why. Connecting below uses OAuth instead: the token refreshes itself, and a nightly job keeps it from going stale.

Checking connection…

Kiosks

Each physical clinic pickup kiosk gets a unique code (PK-###) tying it to one or more practices — a kiosk covering a shared lobby can be assigned to several clinics at once. Provision the device with its code, and it looks up its own assigned clinic(s) from that. "Last check-in" shows whether a unit is actually reaching the server, not just whether it's plugged in.

Login Activity

Every successful sign-in, most recent first. Session restores/app relaunches don't count — only an actual login. IVF-duty users are tagged.

Case Status History

Every status change across every case, most recent first.

IVF Plan Changes

Every insurance plan created, edited or deleted — who, when, and what it looked like before. Clinic staff can correct their own insurance data, so this is the record of what they changed. Expand a row for the exact fields that differed.

Every integration reports here each time it runs. Red means its last run failed, or it has gone quiet for longer than it should; grey means it has not reported yet, is paused, or is a sandbox test that is not counted; green says when it last worked. A scheduled database job only says the scheduler ran - the work it starts reports under its own name above.

Cron Jobs

Every scheduled background job on the server. Disabling a job pauses it in place — the schedule stays saved, nothing runs until it's re-enabled.

Schedule a New Job

Only picks a time for one of this app's own already-built background tasks — there's no free-text SQL entry here. Time is in UTC, not Mountain Time.

Rules

Every business rule already baked into this app — trigger, check, or client-side logic — in plain English, so it doesn't have to be re-discovered by re-reading the code. Edit or add to this list any time.

Add a Rule

InfoTech — IT Support Tickets

IT problems reported by the practices. Practices submit these from the public IT support form using their clinic ID — no portal login needed, since the person with the broken machine often can’t get into one. The ID is what gates the form — a submission quoting one we don’t recognise is refused and logged under Refused Submissions below, never filed as a ticket. Each accepted submission emails every Administrator and anyone with the InfoTech duty. The tiles below are open tickets per location — click one to see just that site.

Clinic IDs

One ID per location — the code that location quotes on the IT support form. Give it to the office once; it both proves the request came from them and files the ticket against the right site. Treat it as a shared password: anyone who has it can open a ticket.

The password is only used by the SnapClear tray app on that location’s computers — it’s never needed on the web form. It is shown once when generated and cannot be read back afterwards, so write it down before closing the box.

Every PC running the SnapClear tray app, and what it last reported. A machine that stops checking in has stopped clearing Chrome — which otherwise only surfaces when the clinic complains.

What Microsoft is offering the clinic PCs, and nothing installs until you say so. Approve an update here and every computer that was offered it installs it at 8pm that evening, then restarts if it has to. Anything you leave unapproved is left alone, night after night, until you decide otherwise.

Clinic Wallpapers

The desktop background on every computer at a location. Upload once, assign per clinic, change it whenever — each PC picks up a change on its next check-in, within about five minutes. Nothing needs reinstalling and nobody has to touch the machine.

Assigned to

Locked-Out Computers

Five wrong workstation passwords in a row locks that address out for 24 hours. Usually it’s one of ours with a stale password saved — lift it, then reinstall with the current one. Locking out never blocks the public IT form, so a clinic can always still report a problem.

Refused Submissions

The clinic ID is what keeps the public form from being open to the whole internet, so a submission quoting an ID we don’t recognise is refused outright — no ticket is created. Those attempts are listed here. After every five from the same address in a day, every Administrator gets an email. A handful from one address usually means a practice was given the wrong ID; a long run of different IDs means someone is guessing.

IVF Plan Library

The insurance plans each clinic's Insurance Verification form pulls from — seeded from the blank-IVF documents. Add, edit, deactivate, or remove them here (no SQL needed). Each clinic has its own library — coverage differs by clinic (zip/region), so create a clinic, then build its own plan set below.

Edit Plan

Coverage details

DSCORE-TEST SANDBOX

Staging area for the DS Core integration — kept out of the normal Account tab on purpose so it can be fully tested against DS Core's sandbox environment before anything goes near production. Connecting here only ever touches sandbox test data (DS_CORE_ENVIRONMENT is hardcoded to 'sandbox' below, not switchable from this UI). Reference spec: supabase/dscore-reference/DS_Core_LAB_API.swagger.json.

Checking connection…

A worklist, not a ledger. It shows only orders whose scan has not reached Ceramill Mind yet — the ones somebody may need to chase. An order disappears from here the moment its scan lands in Mind's import folder, which is the normal ending, so an empty list is the healthy state rather than a sign nothing is happening. Read-only: ds_core_orders is a staging table, not `cases`. The SnapWeb case is created later, by SnapSync, once the job reaches the mill. New orders arrive via DS Core's webhook, backed up by a poll every 3 minutes and by the 15-minute pull on mini1 — "Poll Now" runs that check immediately instead of waiting.