Yes. Every organization's data is completely isolated in the system. No other practice can see or access your data under any circumstances. User sessions are encrypted, and access is controlled by role-based permissions.

No. It is designed for the purpose of business operations only. No patient-related (PHI) is to be stored in your database. Doing so is considered a violoation of our operating agreement and Terms of Service. 

Absolutely not! We designed this system to be a multi-tenant SaaS platform. Each practice has a unique, encrypted practiceID that is attached to any piece of data. This prevents one practice's data from being view or altered by another practice. Users are assigned within each practice and cannot see data that belongs to another practice. 

Security preferences are established as role-based security. The owner of the practice and the account, have the ability to determine which roles have access to parts or all of the data and the tools within the software. Restriction to data access also carry restrictions to access of certain tools. Tools are accessible as sidebar widgets. 

Yes. As long as your subscription is up to date, you have the ability to read and write to your database. 

Once your subscription expires, the you have access to read or download your data for a limited time. After the complete expiration of the subscription, your data will be deleted. 

If you reinstate your subscription during the period immediately following the expiration, and the data is still in read-only status, then you will be able to regain read/write access to your database. 

Once the data has been deleted - after subscription expiration - then reactivating your account will not reconnect to the old data. The old data will have been deleted. 

You can review the roles and responsibilities on this page:

https://orthoedge.net/roles-and-responsibilities

Support is available through online instructional content as well as via email and phone support. 

Yes! It is screen-responsive. In fact, we designed the sofware to work very well from a smartphone for those moments that team members are away from a desktop computer and need to record "that one entry". 

Yes. Information can be downloaded in a CSV format for use in other programs. 

Many areas of the software allow rapid upload via CSV upload tool. We even provide a downloadable template that helps organize your data prior to upload. This ensures an accurate and easy transfer. 

We will work with you in the onboarding process to make this process as easy as possible. One key to success: make sure that your data is as "clean" as it can be prior to upload!

Rest easy! No mistake is permanent! Each practice has a "superadmin" associated with it that allows correction of mistakes.

The owner and/or superadmin can and should remove that user's login account from the database. This limits risks of data leaks or sabotage. 

For this purpose, we recommend a review of user access on a 6-month basis. Why? Because there is nothing like the feeling when you find out that "Sue, the former marketing director who left in a huff and now works for your competitor," STILL has access to all of your marketing info! 

We have partnered with Stripe to handle all transactions related to your subscription and additional services.  No account information, such as bank accounts or credit cards, is stored in our database. 

OrthoEdge is a marketing management platform built specifically for specialty dental and medical practices. It helps you manage your marketing budget, track orders and purchases, coordinate events and campaigns, monitor Google reviews, manage referral relationships, and generate reports — all from one place.

Speak with OrthoEdge Representative to create an account. You'll be guided through a step-by-step onboarding wizard that helps you set up your organization, add your office locations, configure your budget, and invite team members.

Yes. Every new organization automatically receives a 30-day free trial with full access to all features. No credit card is required to start. You'll see a banner at the top of the screen showing how many days remain in your trial. When the trial ends, your account becomes read-only until you upgrade to a paid plan — your data is deleted after the trial period ends.

Most practices complete the onboarding wizard in 2-3 hours.. You'll need your office location details, prior-year financial figures (for budget setup), and a list of team members you'd like to invite. You can always add more locations, categories, and team members later.

You log in through a secure authentication system. Once your account is created, simply visit the OrthoEdge app and sign in with your credentials.

Absolutely. You can invite as many team members as your subscription plan allows. Each person gets their own account with a role that determines what they can see and do in the system.

There are six roles, each with different levels of access:

Owner — Full access to everything, including admin settings, budget, reports, and user management.

Marketing Director (MD) — Full operational access including budget and reports. Manages day-to-day marketing.

Practice Director (PD) — Access to orders, events, campaigns, budget, and reports.

Financial Coordinator (FC) — Access to orders, events, campaigns, budget, and reports. Focused on invoices and payments.

Treatment Coordinator (TC) — Access to orders, events, and campaigns, plus special access to referral and patient data.

User — Basic access to view and create orders, events, and campaigns.

Go to Admin Settings and use the invitation feature. Enter the team member's email address and select their role. They'll receive an email with a secure link to join your organization. Invitations expire after a set period, so let your team know to accept promptly.

Yes. Owners and admins can update any team member's role through the Admin Settings page.

It's an optional security PIN that all users must enter when accessing the app. Think of it as an extra lock on the front door. You can set this up in Admin Settings and share it only with authorized team members.

Yes. Admins can configure sidebar navigation visibility per role through the Sidebar Access Configuration in Admin Settings. This lets you show only relevant pages to each team member, keeping their experience simple and focused.

You can create orders for five types of sources:

Vendor — Purchases from marketing supply companies, printers, etc.

School — Orders related to school marketing programs.

Community Partner/Sponsor — Orders tied to sponsorships or community partnerships.

Referral — Purchases related to referring GP relationships (meals, gifts, supplies).

Giveaway — Items for giveaway campaigns.

Planned — The order has been identified but not yet placed.

Ordered — The order has been submitted to the vendor/supplier.

Received — The items have arrived.

Pending Invoice — The invoice has been submitted and is awaiting payment.

Paid — The order has been fully paid.

Yes. You can mark an order as "shared" so it applies to all locations, or assign individual line items to specific locations.

Open the order and use the invoice upload button. You can upload images or PDFs. The system will attempt to automatically extract key information using OCR (optical character recognition). Always verify the extracted data for accuracy.

Yes. Admins can edit the budget category on any order item through the admin edit dialog on the order detail page.

Go to the Budget page and create a new budget for the current year. You can base your budget on prior-year financials (net collections, gross production, etc.) using a percentage, or simply enter a manual dollar amount.

For the most useful setup, you'll want your prior year's:

Net collections

Gross production

Net production

Gross collections

Once you set your total annual budget, you can distribute it across your office locations using percentage allocations. For example, if Location A does 60% of your business, you might allocate 60% of the marketing budget there.

Categories are the types of marketing expenses you track — things like Schools, Community Partners, Digital Marketing, Printed Materials, Events, Team & Staff, etc. You set a budgeted amount for each category, and the system tracks actual spending against those targets as you enter orders.

Every order and event cost you enter is linked to a budget category. The Budget page shows your total budget, amount spent so far, remaining balance, and projected annual spending — all updated automatically.

OrthoEdge uses artificial intelligence to analyze your spending patterns, compare your actuals to your budget, and generate recommendations. For example, it might flag that you're on pace to overspend in a certain category or suggest areas where you're underutilizing your budget.

OrthoEdge supports a variety of event types including CE (continuing education) events, movie events, school educational visits, in-office events, community sponsorships, and team celebrations.

Events progress through stages: Proposed, In Design, Ready, Completed, Invoices Submitted, and Invoices Paid. This helps your team track where each event stands in the planning and financial close-out process.

Yes. Each event has separate budget fields for food/beverage, facility costs, and materials. The system also calculates cost per head based on your invited or actual attendance count.

When a community partner donates goods or services to your event instead of (or in addition to) a cash payment, you can track those in-kind contributions, including the estimated dollar value. This gives you a complete picture of what each event cost and what was sponsored.

Yes. The Calendar page provides a visual view of all upcoming events, campaign dates, and key deadlines. If you connect your Google Calendar in Admin Settings, you can sync events there as well.

 A campaign represents a marketing initiative — like a mailer blast, social media push, in-office promotion, or community outreach program. You can track its timeline, budget, materials cost, lead generation, and ROI.

Yes. Each campaign tracks target leads vs. captured leads, and you can generate QR codes for campaigns that link to your website or landing page, making it easy to measure response.

Campaigns follow a workflow: Proposed, In Design, Ready, Implemented, and Concluded. This keeps your team aligned on where each campaign stands.

The Referrals page lets you maintain a directory of referring dentists with their contact info, team size, office count, nearest location, and interaction history. You can log visits, deliveries, follow-up notes, and set reminders for next contacts.

Yes. You can link patient referrals to specific referring dentists. For privacy, only patient IDs are stored — never patient names. You can export referral data to CSV for use in other systems.

Community Partners (also called Sponsors) are local organizations — sports teams, businesses, schools, nonprofits — that your practice sponsors or partners with for marketing purposes. You can track their contact info and link them to orders and events.

OrthoEdge includes a public-facing form where community members can submit sponsorship requests to your practice. You'll see incoming requests in the app and can review and respond to them.

Google Business Profile — Monitor and manage Google reviews across all your locations.

Gmail — Send emails from within OrthoEdge.

Google Calendar — Sync events and deadlines.

Google Sheets — Link RSVP sheets and tracking documents to events.

Go to Admin Settings and use the Google integration setup. You'll be taken through a secure authorization process (OAuth) where you grant OrthoEdge permission to access specific Google services. Your credentials are never stored by OrthoEdge — the connection uses secure tokens.

Yes. Every practice connects their own Google accounts independently. Your Google data is never shared with or visible to other practices on the platform.

Yes. Once you connect your Google Business Profile, the Reviews page shows reviews from all your locations with ratings, review text, and response status.

OrthoEdge offers several reporting tools:

Spending Reports — Marketing spending by category, location, vendor, and time period.

Budget vs. Actual — Compare budgeted amounts to actual spending.

AI Spending Insights — AI-generated analysis and recommendations.

Industry Benchmarks — Anonymous comparisons to other practices (Owner and MD roles only).

Demographics — Census-based demographic data for your locations.

Patient Referral Export — CSV download of referral data.

Industry Benchmarks provide anonymous, aggregated data showing how practices across the OrthoEdge platform spend their marketing budgets. You can see average spending by category (Schools, Digital Marketing, Events, etc.), by region, by practice size, and by net collection range. No individual practice names or identifying information is ever shown.

Only users with the Owner or Marketing Director (MD) role can access Industry Benchmarks. This data requires a minimum of 3 practices per data point to protect privacy.

Benchmarks are only as good as the data entered by participating practices. The more accurately you enter your orders, budgets, and financial data, the more useful the benchmarks become — for you and for everyone on the platform.

You can upload common image formats (JPG, PNG) and PDF files for invoices and documents.

OCR (optical character recognition) automatically reads text from uploaded invoice images and extracts key information like amounts, dates, and vendor names. This saves you from manually typing everything. Always review the extracted data for accuracy, as OCR isn't perfect — especially with handwritten or low-quality documents.

All uploaded files are stored securely in cloud storage with access controls. Only members of your organization can access your files.

OrthoEdge sends notifications for:

Order status changes — When orders move to a new stage (ordered, received, invoiced, paid).

Budget alerts — When spending approaches or exceeds budget thresholds.

Aging invoices — When invoices have been pending for an extended period.

Notifications appear in the notification center (bell icon) in the app header. You can view and dismiss them from there.

OrthoEdge integrates with popular task management tools. If your team uses Todoist or Asana, you can connect those accounts and view your marketing tasks directly within OrthoEdge.

 No. Task management integrations are optional. OrthoEdge works fully without them. They're simply a convenience if your team already uses one of those tools.

No. Industry Benchmarks only show anonymous, aggregated statistics. Your practice name, organization ID, and specific financial details are never visible to anyone outside your organization. Data is only shown when at least 3 practices contribute to a particular category or region.

No. Patient names are never stored in OrthoEdge. Only patient IDs are used for referral tracking purposes.

If your subscription ends, your account becomes read-only. You can still log in and view your data for a limited time. Contact OrthoEdge to discuss data export options or account reactivation.

New organizations get 30 days of full access at no cost. A countdown banner at the top of the screen shows your remaining days. The banner changes color as the trial nears its end — blue when you have plenty of time, amber in the final week, and red in the last few days.

Your account enters read-only mode. You can still log in and see everything, but you can't create or modify data (orders, events, budgets, etc.). You can still submit support tickets. Upgrade at any time to restore full access — your data will be right where you left it.

Contact OrthoEdge directly to discuss plan options and pricing. Once your subscription is activated, your account is immediately restored to full access.

Yes. Plans differ based on the number of users and locations allowed. Contact OrthoEdge for current plan details and pricing.

Use the in-app support ticket system to submit questions or report issues. You can track the status of your tickets within the platform. Support tickets are monitored by the OrthoEdge team.

Yes. OrthoEdge includes a built-in, searchable training manual accessible from the sidebar. It covers all features and workflows with step-by-step guidance.

Yes. Support ticket access is available to all users, including those on a free trial — even after the trial has expired.

Include as much detail as possible: what you were trying to do, what happened instead, which page you were on, and any error messages you saw. Screenshots are helpful when possible.

OrthoEdge is a web-based application that works in any modern web browser (Chrome, Safari, Firefox, Edge) on desktop, laptop, or tablet. No software installation is required.

The app is accessible from mobile browsers, though the experience is optimized for larger screens like desktops and tablets. The layout adapts to smaller screens, but complex features like budget management and reports are best viewed on a larger display.

No. OrthoEdge runs entirely in your web browser. There's nothing to download or install.

Yes. You can toggle between light and dark mode based on your preference.