Time Tracking for Dental Practices
Dental practices run on chair time - but knowing exactly where clinical hours go is harder than it looks. Hygienist schedules, assistant support, admin overhead, and lab coordination all pull time in different directions. Sandtime.io lets your team log time by role and procedure type without interrupting patient care, separates billable from non-billable hours automatically, and gives you clean records for insurance billing and compliance reviews.
Dental Practices: why they choose Sandtime.io
Track billable treatment time
Log treatment time by patient, procedure, or appointment type. Know where clinical hours go across your schedule without adding paperwork to the chair.
Separate clinical from admin hours
Keep clinical hours separate from admin, lab coordination, and team meetings. See exactly how much time is billable and how much is overhead.
Document hours for insurance and compliance
Maintain accurate time records for insurance billing, treatment audits, and compliance reviews - without relying on end-of-day reconstruction from memory.
Manage your whole practice
Track time across dentists, hygienists, dental assistants, and front desk staff from one shared account. No separate tools or spreadsheets per role.
How a dental practice tracks clinical and admin time
A dental practice sets up Sandtime.io with projects for types of work, such as hygiene, restorative treatment, lab coordination and front-desk admin, rather than for individual patients. Dentists, hygienists, assistants and reception log their hours against them, and the practice manager sees clinical and admin hours per person before payroll.
- Create projects by type of workMark clinical projects billable and admin, training and team meetings non-billable. Use appointment types rather than patient names, because Sandtime.io records staff time and is not a patient record.
- Invite the practice teamThe practice manager is an Administrator, and dentists, hygienists, assistants and reception join as Users. Each person signs in with email, Google, Microsoft or Apple, and there is no per-user fee for part-time staff.
- Log time around the appointment bookStaff start a timer on a front-desk computer or their phone, or enter blocks at the end of the day with start and end times taken from the appointment book. A Friday email reminder, switched on once by each person, asks them to fill in the week before it locks.
- Close each pay periodStaff submit timesheets, the practice manager approves them, and past periods lock. The Monthly timesheet template and a report grouped by member give hours per person, exported to Excel or CSV for your payroll provider.
Step by step in the help center: invite the team with the right role, approve a week from the email, and turn on auto-locking.
Common use cases
- Log treatment and procedure time without interrupting patient care
- Separate billable clinical hours from non-billable admin time
- Track hygienist and assistant time alongside dentist hours
- Pull time records for insurance billing and audit purposes
- Monitor how many hours go into each appointment type
- Export staff time data for payroll and scheduling decisions
Key features
One-click timers
Start timing when a patient appointment begins and stop it when it ends. One click logs to the right patient type or procedure without breaking your flow.
Retroactive time entry
Add treatment time or admin hours after the fact. Nothing slips through because you were focused on the patient.
Multi-provider tracking
Track clinical time for multiple team members simultaneously. Each staff member’s hours stay separate and correctly attributed.
Export and report
Pull time reports by staff member, procedure type, or date range. Export to CSV for payroll, insurance billing, or practice management reviews.
Where Sandtime.io stops
Better to know before you invite the team. These are the gaps people in this line of work ask about most.
- No leave managementHolidays, sick days, and leave requests are not managed in Sandtime.io. Keep them in your HR tool, or start from the free leave policy template.
- No invoicingSandtime.io does not send invoices. The Invoices report template lists time, rate, net revenue, tax, and total per project, and you export it to Excel or CSV for your billing software.
- Reminders are a weekly emailThe fill-timesheet reminder is one email, sent on Friday at 6 PM while auto-locking is on. It is off by default, so each member switches it on in their notification settings.
Keep exploring
Continue with the most relevant Sandtime.io pages for this topic.
Create a project for reported time
Create projects that people can report against, mark them billable or non-billable, and keep reporting tidy.
Open pageAccess Control
The system of permissions controlling who can view, edit, or manage resources. Defines what each role can do.
Open pageCreate a new organization
Create a separate workspace from your account menu, then name and configure the new organization. It keeps its own projects, members, and data.
Open pageAdministrator
A user with full organization control: settings, members, every project, and all cost and revenue rates.
Open pageCreate and switch organizations
Create separate workspaces, switch between organizations, and find focused help when data appears missing.
Open pageAssignment
The relationship between a team member and a project. Assignments control who can log time and at what rates.
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