To make setup and configuration more intuitive, Practice by Numbers has combined all practice-level settings into a single, centralized view. This layout helps you quickly access what you need without having to jump between multiple pages, while keeping all functionality exactly where you expect it.
Where to Find It
From the person icon at the top right of the page, open the drop-down and navigate to New Settings.
This opens the full settings workspace, where all categories are accessible via the left-hand menu.
Why This Matters
Streamlined Navigation: Everything is accessible from one side menu.
Familiar Layout: Existing features and tools haven’t changed — they’re now simply easier to find.
Search-Friendly: Use the top-right Search Settings bar to jump directly to any configuration.
Efficiency for Admins: Explore or edit multiple related settings from the same page with minimal clicks.
Settings Categories & Their Capabilities
Here is a full breakdown of each section in the left-hand menu — including what each subsection is used for:
Practice
Manage foundational configurations that power syncing, scheduling, service classifications, and task workflows.
General – Controls basic settings and PMS sync fuctions.
PMS Sync – Displays PMS connection details and allows manual or full sync requests.
PMS Write Back – Enables updates from PbN (e.g., appointment status changes) to be written back into your PMS.
Service Codes & Classifications – Organize and tag procedure codes for goal tracking, custom reporting, and campaign building.
Types & Settings – Allows you to configure your payment, insurance, and recall types.
Payment Types – Define accepted payment methods used for transaction reporting and patient account history.
Insurance Types – Categorize insurance plans for segmentation and performance reporting.
Chair Settings – Enable or disable operatories for schedule filtering, routing, and online booking logic. Adding or removing chairs can only be done within your PMS.
Appointment Statuses – Manage the status options for Appointment confirmation. Not available for Eaglesoft.
Recall Types – Define re-care categories, such as hygiene, ortho, or perio.
Scheduling & Provider Management – Configure your practice hours and individual provider schedules for accurate production tracking.
Office & Provider Hours – Set availability for scheduling and appointment filtering.
Provider Hours Worked – Manually input hours worked for providers (if not synced) to calculate production per hour.
Tasks – Automate internal workflows and standardize team responsibilities with custom task settings.
Recurring Tasks – Create task schedules that repeat daily, weekly, or monthly.
Task Calendar – Visual overview of upcoming and overdue tasks by date.
Task Types – Define categories like “Insurance Verification” or “Treatment Follow-Up.”
Task Templates – Standardized task formats with instructions and deadlines.
Task Categories – High-level groups to organize types (e.g., Admin, Financial, Clinical).
Patient Task Types – Create tasks linked to patient actions (e.g., incomplete forms, no appointment).
General
Oversee team structure, user permissions, internal alerts, and performance goals.
Office Roles – Assign default team members to roles used in automation (e.g., Treatment Coordinator).
Employees – Manage both active and inactive employees for productivity and internal mapping purposes.
User Accounts – Create login access for users across the PbN platform.
Role Definitions – Define what permissions each role type will have.
Notifications – Enable email and in-app alerts for tasks, form submissions, and other key events.
Nightly Reports – Send automated summary reports of KPIs and activity to selected users.
Goals Report Card – View and manage provider-specific production, hygiene, and reappointment goals.
Practice Contacts – Store internal or external contacts for use in various areas of the platform.
Patient Portal
Customize how patients access and interact with your online portal, including form completion and scheduling.
Portal Settings – Adjust branding, communication templates, login visibility, and portal behavior.
Portal Users – View which patients have activated their portal access.
AI (Call Analytics)
Configure how Call AI scores and responds to calls, as well as triggers follow-up tasks.
Processing Limits – Set usage limits and disable thresholds for AI call processing.
Values & Scoring – Adjust how keywords and actions contribute to call scores.
Follow-Up Tasks – Define when tasks should be created based on AI-detected intent (e.g., scheduling or payment interest).
General Settings – Enable or disable global AI features and routing preferences.
Write Back & Notifications – Configure syncing of AI results and alerts to your team.
Tasks
Manage team workload, track completions, and standardize recurring processes.
Dashboard – Track completed, overdue, and assigned tasks across all users.
Patient Tasks – View tasks created by automation tied to specific patients (e.g., follow-up needed).
Recurring Tasks – Set schedules for admin or operational tasks (e.g., verify insurance).
Task Calendar – Visualize task distribution by date and reassign as needed.
Task Types – Define task categories for filtering, sorting, and automation logic.
Templates – Pre-built tasks with standard instructions and default deadlines.
Categories – Group task types for organizational clarity (e.g., Financial, Clinical).
Patient Task Types – Create types triggered automatically by campaign actions or AI intent.
Forms
Control all aspects of online form creation, packaging, delivery, and collection.
Online Forms – Enable or disable specific forms and manage how they’re sent or triggered.
Packages – Bundle forms (e.g., New Patient + Consent) for simplified delivery.
Lists – Define which medications, allergies, and diseases are shown within the Medical History form. This does not apply to the Eaglesoft Medical History form.
Templates – Manage the email/sms templates sent for forms.
Settings – Configure all settings for how forms are sent.
Form Invite Campaigns History – Track all changes made to the new patient or upcoming appointment form invite.
PbN Printer – Manage PbN Printer settings.
Tablets – Configure tablets used for in-office patient form completion.
Appointments
Manage visit types, scheduling logic, and how patients book online.
Settings – Adjust online scheduling rules.
Templates – Manage the email/sms templates sent for online booking.
Filters – Refine appointment availability by provider, insurance, and appointment type.
Widget – Customize how your online booking link appears to patients and use this link on your website.
Communication
Control all aspects of messaging, branding, and automation across patient channels.
Settings – Configure your practice name, contact info, branding, and patient-facing links.
Email and SMS Templates – Manage templates for reminders, campaigns, confirmations, and internal automation.
Web Chat – Adjust settings for the web chat button within your site.
SMS Phone Numbers – Assign texting numbers used for outbound communication.
Automated Reply Settings – Set up automated reply settings for missed calls and missed messages.
Patient Tag Management - Manage all tags used within PbN.
A2P10DLC – Ensure your SMS communication meets carrier compliance requirements.
Patient Finder – Search for patients to create lists to be used in campaigns.
Images – Manage and view patient profile images.
Invalid Contacts / Opt-Outs / Blocked Numbers – Maintain contact compliance and exclusions.
Voice
Configure your practice's phone system, call flows, and voicemail handling.
Account Summary – See an overview of numbers, devices, and extension routing.
Users – Add/remove users and assign phone numbers/extensions.
Phone Numbers & Extensions – Manage call routing and porting.
Devices – Register hardware or software phones for use with the platform.
Mailbox & Media – Set up voicemail inboxes and upload call greetings or hold music.
Call Groups / Virtual Receptionist – Build IVR menus and department routing structures.
Call Blocking – Prevent spam or unwanted callers from reaching your lines.
Call & Fax Events – View call logs, faxes, and voicemail activity history.
Billing Data – Review call usage and costs per number or user.
Voice Fingerprints / Cloned Voices – Manage AI-generated voice features (if enabled).
Voicemail Templates / Campaigns – Create reusable voicemail drops for outreach.
Billing
Manage payment preferences and monitor billing activity for your PbN account.
Subscriptions & Features – View your current subscription and available features.
Payment Methods – Store and manage your practice’s billing details.
Payment History – View past invoices and receipts.
Customer Subscriptions – Track subscriptions by location or entity.
Reputation
Automate review requests and manage patient communication eligibility for outreach.
Review Request Setup – Connect Google/Facebook and configure auto-send rules.
Payments Services
Configure how your practice collects payments — online, in-office, or via terminal.
PbN Payment Services – Set payout accounts, enable surcharge visibility, and assign names to in-office terminals (P400 Plus).
Stripe Payment Services – Link and manage a Stripe account for online payments and fallback processing.
Quick Links Panel
Located at the top-right corner of the centralized Settings page, the Quick Links panel enables you to save and quickly access the settings sections you use most frequently.
What You Can Do:
Save Current Page: While viewing any settings subsection, click “Save Current Page” to pin it to your personal Quick Links menu.
Jump Back Instantly: No need to re-expand menus or search again — your saved links act as shortcuts for fast navigation.
Organize Your Workflow: Build a personalized list of pages you regularly manage — like Task Templates, Provider Hours, or Payment History — to streamline your daily or weekly setup.
Manage Saved Links: Remove links you no longer need with a single click to keep your panel clean and relevant.
Why It’s Useful:
Quick Links are especially helpful for:
Admins who frequently return to specific configuration pages
Multi-location practices managing different setups
Teams onboarding new users who want faster access to key settings
Tip: Use Search for Fast Navigation
Use the Search Settings bar in the top-right to jump directly to a section or field. Whether you're looking for “voicemail,” “role definitions,” or “form templates,” this tool helps you save time.
Final Notes
These settings have not changed in function — only the layout is centralized for efficiency.
Most users will only need to explore a few sections regularly (e.g., Forms, Tasks, Appointments).
Bookmark or save key pages using “Save Current Page” in the top-right Quick Links panel.