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Dental Care Portal
Royal Dental Care & Aesthetics needed a purpose-built practice management system to replace fragmented manual record-keeping — patient records, treatment plans, billing, and invoicing were tracked inconsistently, making it hard to know what a patient actually owed at any given moment. We built and continue to iterate on a custom Laravel-based clinic management platform covering patient intake, clinical records, treatment planning, medicine dispensing, and a financial engine that accurately tracks multi-visit, installment-based treatment billing.
- Client
- DentalRoyalCare
- Project type
- Private healthcare practice
- Industry
- Dental & Aesthetic Healthcare
- Technologies
- Laravel (PHP)
MySQLBlade templatingBootstrapvanilla JavaScriptPHPUnit for regression testing
Measured outcomes
- 0 recurring incidents after fix
- Payment misattachment bugs
- 100% point-in-time correct
- Invoice accuracy
- 54 passing tests
- Automated test coverage
- Multiple patient accounts corrected
- Billable gap recovered
- Medicine payment tracking
- New capability delivered
Eliminated the root cause (silent auto-linking) rather than patching symptoms — replaced with explicit, staff-driven attachment
Regenerating any past invoice now always reflects what was actually true as of that date, even after later corrections or settlements
Full regression suite covering billing, invoicing, and payment-linking logic, run before every change
Identified and fixed a backlog of unlinked historical payments that were understating/overstating patient balances
Previously medicines were always assumed pre-paid at entry — now tracked as pending/paid with proper invoice reflection
The challenge
Dental treatments are rarely paid in one visit — a root canal might be planned on one date, started weeks later, and completed after several more visits, with payments trickling in across all of them. The clinic needed a system that could:
Track a treatment's full lifecycle (planned → in progress → completed) independently of when payments actually arrived
Generate accurate invoices for any date range, correctly showing cumulative paid-to-date and remaining balance per treatment — not just a snapshot of that day's cash
Handle real-world billing edge cases: discounts, refunds, advance payments, consultation fees drawn from existing credit, partially-billed switched/discontinued treatments, and medicines billed separately from clinical treatment
Prevent a very real failure mode — a payment silently misattaching itself to the wrong treatment plan, producing incorrect balances that could show a patient owing money they'd already paid, or vice versa
Solution
We built a treatment-plan-centric billing model where every payment can be explicitly attached to a specific treatment (never auto-guessed), with full point-in-time invoice generation — any invoice, for any date range, accurately reconstructs what was actually true as of that date, even if treatments and payments continued afterward. Key features delivered:
Patient records with full clinical history, diagnoses, medical history, habit tracking, and document storage
Treatment plan lifecycle management with switch/discontinue handling and partial billing
Cumulative installment billing — a multi-visit treatment correctly shows running paid/balance totals on every invoice it appears on
Explicit payment-to-treatment attachment with an editable payment history, replacing an earlier auto-linking approach that risked misattaching payments
Advance payment and Consultation Fee deduction system with FIFO draw-down logic against a patient's real spare credit (not money already spoken for by other bills)
Pending/paid payment-status tracking for prescribed medicines, with point-in-time settlement so a regenerated past invoice always reflects what was true back then
iPad/mobile-compatible clinical workflows (diagnosis tooth search, etc.)
Technologies used
- Laravel (PHP)
- MySQL
- Blade templating
- Bootstrap
- vanilla JavaScript
- PHPUnit for regression testing