CuspFlow Help Center
Everything you need to run your clinic in CuspFlow — from your first patient record to payroll, billing and reporting. New here? Start with the getting-started guide.
Getting Started
Set up your clinic and learn the essentials.
Getting Started with CuspFlow
A guided tour of CuspFlow — what each part of the system does and where to go next. The best place to start if you're new.
Initial clinic setup
Set up your branches, dental chairs and first staff members so the rest of CuspFlow works the way your clinic does.
Importing your existing data
Use the Data Migration wizard to bring patients, appointments, staff and inventory into CuspFlow from a spreadsheet or another system.
Core Concepts
The terminology and roles that run through CuspFlow.
Glossary of terms
Plain-English definitions of the dental and practice-management terms used throughout CuspFlow — FDI notation, treatment plans, Bill of Materials, view-only window and more.
Roles & permissions
How CuspFlow's eight staff roles work, what each one can access, and how Owners grant custom permission overrides.
Patients & Scheduling
Records, families, appointments and the waiting room.
Patient records & medical history
Create and manage patient records — demographics, contact details, structured medical history, allergies and medications.
Families & household billing
Group related patients into a family under a Head of Family, and view a household's balance in one place.
Booking & managing appointments
Book pre-scheduled and walk-in appointments, use the multi-doctor calendar, and handle check-ins, reschedules, cancellations and no-shows.
Check-in & the Waiting Room
Run the clinic's live operations board — track patients through Waiting, In Treatment, Billing and Discharged, with wait-time alerts and emergency prioritisation.
Clinical
Treatment plans, charting, lab cases and templates.
Treatment plans & the teeth chart
Chart a visit end to end — procedures, prescriptions, the FDI teeth chart, clinical notes, X-rays and the care team — inside a treatment plan.
Lab cases
Track external laboratory work — crowns, bridges, dentures and aligners — through its full lifecycle, with lab and patient costs, and automatic billing back to the treatment plan.
Orthodontics tracking
Follow a patient's orthodontic treatment over time — fixed braces or clear aligners — with stages, progress notes and status.
Treatment & note templates
Save reusable treatment and clinical-note templates so common cases can be charted in a few clicks.
Billing & Payments
Checkout, receipts, balances and insurance claims.
Checkout & taking payment
Review the invoice, apply discounts, record payments by any method, and finalise so the patient can be discharged.
Installments & receipts
Let patients pay across multiple visits, and print receipts in A4 or thermal format with gap-free numbering.
Overdue payments & follow-up
Find patients with outstanding balances, review their payment history, and follow up — individually or by family.
Insurance claims
Track insurance claims through their lifecycle, with carrier and policy details recorded per patient.
Operations
Inventory, price catalog, branches and chairs.
Inventory & stock
Track medicines, consumables and equipment as a movement ledger, with per-branch levels, reorder alerts and batch/expiry tracking.
Price catalog & Bill of Materials
Maintain the list of billable procedures and prescriptions, and link items to inventory so stock is deducted automatically when you bill.
Branches & dental chairs
Set up multiple locations and their dental chairs, with per-branch schedules, availability and live chair occupancy.
Staff & HR
Team management, payroll and attendance.
Staff management & roles
Add staff, grant system logins, assign roles and set schedules — the HR profile and login are deliberately separate.
Payroll & commissions
Run pay runs that calculate salary, commission and tax per staff member, and produce printable payslips.
Attendance & time tracking
Staff clock in and out; CuspFlow records timestamps and branch, computes hours, and reports totals over any date range.
Account & Subscription
Your CuspFlow plan, add-ons, trials and data export.
Choosing & managing your subscription
How CuspFlow plans, seats, storage and add-ons work, and how to change your plan, add capacity and view invoices under Settings → Billing.
Billing lifecycle, trials & data export
How the 30-day trial works, what happens if a payment lapses, the 60-day view-only window, and how to export all your data for free at any time.
Reference
FAQ, reporting and quick answers.
Frequently asked questions
Answers to common questions about CuspFlow — trials, pricing, plans, seats, storage, data security, currencies and what happens if you cancel.
Reports & analytics
Understand the Financials dashboard and Reports — revenue, collections, outstanding balances, doctor workload, clinic flow — and export to CSV.