The right people, the right access, dentist seats priced fairly
Add dentists, assistants, receptionists, and admins with granular role-based permissions. Non-dentist seats are unlimited and free. Each dentist carries their LPK for НЗИС reporting. Enforce 2FA for clinical access.
Staff & Roles
Manage team members and access permissions.
The problem
Your receptionist can see every patient's clinical notes because the software has no real permissions. Your locum dentist cannot submit to НЗИС because their LPK is not linked to their account. You are paying per-seat licensing for three assistants, two receptionists, and an office manager who never touch clinical data, but the vendor charges the same as a dentist. When someone leaves, their login stays active for weeks because deactivating them is buried in a settings menu nobody reads. Access control in dental software is either nonexistent or punishingly expensive.
How it works in Udentis
Role-based access that matches real clinic jobs
Udentis ships with four default roles: Dentist, Assistant, Receptionist, and Admin. Each role defines what modules the person can see and what actions they can take. A receptionist sees appointments, patient contact details, and invoicing, but not clinical notes or cost analytics. A dentist sees patient records, treatment plans, odontogram, and their own schedule, but not supplier invoices or staff salaries.
Permissions are granular within each role: read, write, and approve per module. An assistant can view treatment plans but not edit them. A receptionist can issue invoices but not void them. Admins see everything and manage staff accounts.
Custom roles are supported for clinics with specific needs, a "Practice Manager" who sees financial reports but not clinical data, or a "Clinical Lead" who reviews all dentists' treatment plans. Create the role once, assign it to any number of staff.
Staff & Roles
Manage team members and access permissions.
Unlimited free non-dentist seats
Assistants, receptionists, hygienists, office managers, and locum coordinators should not cost the same as a dentist seat. Udentis charges per dentist seat only. Add as many non-dentist team members as your clinic needs, unlimited, no extra fee.
A five-dentist clinic with four receptionists, six assistants, and one practice manager pays for five dentist seats. The other eleven people get full access to the modules their role permits. This is how per-seat pricing should work for a team-based practice.
Non-dentist seats still get individual logins, activity logs, and notification preferences. They are not second-class accounts, they are correctly priced accounts.
Staff & Roles
Manage team members and access permissions.
LPK assignment per dentist for НЗИС compliance
Every contracted dentist in Bulgaria has a Личен професионален код (LPK) issued by the Bulgarian Dental Association. НЗИС submissions require the treating dentist's LPK on every procedure record. In Udentis, LPK is a required field on each dentist profile, not a clinic-wide setting that everyone shares.
When Dr. Marin completes an appointment, the НЗИС data carries his LPK automatically. When Dr. Harris covers his patients, her LPK is used instead. Locum dentists get their own account with their own LPK, no workaround of logging in as someone else.
НЗИС validation at appointment close checks that the assigned dentist has a valid LPK before allowing submission data to be generated. Missing LPK blocks completion with a clear error, not a rejected НЗИС file weeks later.
Staff & Roles
Manage team members and access permissions.
Two-factor authentication for clinical access
Patient health data requires stronger protection than a password. Udentis supports TOTP-based two-factor authentication (compatible with Google Authenticator, Authy, and similar apps). Admins can enforce 2FA for all dentist and assistant roles, receptionists handling only scheduling can be exempted if preferred.
When 2FA is enforced, a user without it configured is prompted on next login and cannot access clinical modules until setup is complete. Backup codes are generated during enrollment for account recovery.
Combined with role-based access and per-user activity logs, 2FA gives your clinic a defensible security posture for GDPR and Bulgarian health data law, without requiring an IT department to maintain it.
Staff & Roles
Manage team members and access permissions.
Activity logs and staff lifecycle management
Every action in Udentis is attributed to a user: who created the appointment, who issued the invoice, who modified the patient record. The activity log is searchable by user, action type, and date. When a compliance question arises, "who changed this treatment plan?", the answer is one search away.
Deactivating a staff member takes one click and immediately revokes access. Their historical actions remain in the audit log, but they cannot log in. For departing dentists, reassign their open appointments and treatment plans before deactivation.
Working hours and shift scheduling per dentist feed into the appointment calendar's availability view. Patients are not booked into slots when their dentist is not working, because the schedule knows who is in the building.
Staff & Roles
Manage team members and access permissions.
Your clinic day, end to end
How this module connects to the rest of your practice.
-
1
Add team members
Create accounts for each person. Assign role, working hours, and LPK for dentists.
Staff & Roles → -
2
Permissions applied
Role automatically restricts module access. No manual permission granting per person.
Staff & Roles → -
3
Enforce 2FA
Require two-factor authentication for clinical roles. Users set up on next login.
Staff & Roles → -
4
Team works securely
Each person sees only what their role permits. Every action is logged with their identity.
Appointments → -
5
Manage lifecycle
Deactivate departing staff instantly. Reassign open work. Audit log preserved.
Staff & Roles →
Who it is for
Solo practice
You and one receptionist. One dentist seat, one free receptionist seat. LPK on your profile, 2FA enabled, and the receptionist sees scheduling and billing without your clinical notes.
Multi-dentist clinic
Five dentists with individual LPKs, four free receptionist seats, six free assistant seats. Each person sees exactly what their job requires. Pay for five seats, not fifteen.
Clinic group
Staff can hold location-specific roles, admin at Sofia, dentist at Plovdiv. Group admins manage accounts across locations. Centralised audit log for compliance review.
Integrations and details
- Four default roles (Dentist, Assistant, Receptionist, Admin) with granular read/write/approve per module
- Unlimited non-dentist seats at no additional cost, billing is per dentist seat only
- LPK field on dentist profiles, auto-attached to НЗИС submissions per appointment
- TOTP two-factor authentication enforceable per role
- Per-user activity log: searchable by user, action, and date
- One-click deactivation with immediate access revocation
- Working hours per dentist feed into appointment availability
- Multi-location staff with location-specific role assignments
Frequently asked questions
Related features
Appointments
Multi-dentist scheduling, drag-and-drop rescheduling, automated patient reminders, and treatment kit prep lists built into every appointment, so your front desk stops firefighting and your chairs stay full.
Learn more →Patients
Every patient's full picture, identity fields, FDI odontogram, NZIS history, documents, and consent, on a single secure screen built for Bulgarian dental practice.
Learn more →НЗИС Compliance
Udentis captures the НЗИС data you already enter during appointments, treatments and invoicing, then validates, signs and submits dental records to the National Health Information System in three clicks. No separate portal, no manual XML, no re-typing patient details.
Learn more →Team Chat
Secure, GDPR-compliant messaging inside Udentis. Direct messages, group chats, @staff mentions, #patient tags and @Udentis for the AI assistant, all where your clinic data already lives.
Learn more →AI Assistant
Mention @Udentis in team chat to search patients, manage appointments and draft invoices - in Bulgarian or English. Included on Practice plans and above.
Learn more →See it with your own clinic data
Book a 20-minute demo or start a free 30-day trial on the Practice plan. No credit card required.
EU hosting · AES-256 encryption · GDPR · НЗИС integration