When Practice by Numbers (PbN) is integrated with Dentrix Ascend, a wide range of practice data is synchronized to power reporting, patient engagement, financial insights, scheduling analytics, and operational dashboards.

The majority of the information your practice uses every day is available within PbN. However, there are a few limitations based on the data that Dentrix Ascend makes available through its API.

This article outlines what data is synchronized and highlights the current limitations you should be aware of.

Patient Information

Practice by Numbers synchronizes patient demographic information to ensure patients can be accurately identified throughout the platform.

Patient information includes:

Patient name
Date of birth
Gender
Address
Phone numbers
Email addresses
Patient status (such as Active or Inactive)
Household relationships
Preferred communication information (when available)

This information supports patient records, communications, reporting, and automations throughout Practice by Numbers.

Appointment Data

Appointment information is synchronized to support scheduling analytics, Huddle, patient tracking, and operational reporting.

Appointment data includes:

Scheduled appointments
Completed appointments
Cancelled appointments
Failed or broken appointments

Each appointment also includes:

Appointment date and time
Assigned provider
Operatory
Appointment type
Appointment status
Appointment duration

This data powers many of Practice by Numbers' scheduling metrics and patient flow insights.

Production & Financial Data

Practice by Numbers synchronizes financial activity from Dentrix Ascend to power production and collections reporting.

This includes:

Production
Collections
Patient payments
Insurance payments
Adjustments
Write-offs
Patient balances
Accounts receivable (AR)

This information is used throughout Revenue IQ, financial dashboards, provider reporting, and KPI tracking.

Treatment Plans

Treatment planning information is synchronized to help practices identify treatment opportunities and monitor case acceptance.

This includes:

Proposed treatment plans
Accepted treatment plans
Unscheduled treatment
Treatment plan status

These insights help practices identify diagnosed treatments that have not yet been scheduled or completed.

Insurance Information

Insurance information synchronized from Dentrix Ascend includes:

Insurance carriers
Insurance plans
Subscriber information
Claims
Claim statuses
Insurance payments
Insurance adjustments

Insurance information supports patient financial reporting and insurance-related workflows throughout Practice by Numbers.

Clinical Information

Practice by Numbers synchronizes important clinical information from Dentrix Ascend, including:

Completed procedures
Procedure codes
Clinical notes
Tooth chart information
Periodontal charting
Medical alerts

This information provides additional clinical context throughout patient records and reporting.

Current Limitation: Patient Forms

Dentrix Ascend does not currently expose patient document submission dates through its API.

Because this information is unavailable, Practice by Numbers cannot determine when a patient most recently completed a document or form in Dentrix Ascend.

As a result:

Form submission dates are not synchronized into Practice by Numbers.
Automations, campaigns, and reports cannot use a patient's last submitted form date as a filtering criterion.
During form verification, you may also see "No Matching Documents Available" even if a document exists in Dentrix Ascend. This occurs because Practice by Numbers cannot read the document submission information needed to verify the form.
If you want to trigger automations or campaigns based on recent patient activity, use Last Visit Date instead of a form submission date.

Using Last Visit Date provides the most reliable way to identify patients who have recently completed paperwork associated with an appointment.

Example: If you require patients to complete a Medical History form every 12 months, configure your automation or campaign to use Last Visit Date rather than relying on the document submission date.

Practice Configuration

To ensure accurate scheduling and provider reporting, Practice by Numbers also synchronizes several practice configuration settings from Dentrix Ascend, including: