In the event where any part of TeamCare's analytics is allegedly inaccurate, we ask clients to submit a Data Investigation Intake Form so that we can find and address the root cause.

Our PMS integrations connect at a back-end API level where we receive raw data feed that should match identically. However, every PMS can be different and new systems are entering the market constantly. Furthermore, it can be the common that practices have unique behaviors that present us needs to adapt & adjust.

We consider your direct PMS reports as the "source of truth". We will conduct investigation so that we match to those reports. But in order for us to get things 100% accurate we need to receive those reports so that we can "see what you see". Most of the time, these reports fall into two categories:

• Financial - production, collection, adjustments etc.

• Schedule - hygiene patients, schedule blocks, operatories, etc.

Submitting Proper Reports

Financial Reports

Micro Level Reports - 3x random "day sheets"

Many issues are quickly handled by comparing an apples-to-apples set of transactions. ie., for a given single date, comparing & reconciling each & every one of the posted procedures, patient payments, insurance payments, refunds & adjustments. Many practice owners refer to this as a "Day Sheet" (your PMS reports can vary in naming convention). But the core purpose is the same: transactional-level detailed reports. This "deep dive" often exposes the pattern of any mis-categorizations (like an adjustment which should instead be production) or mis-translations (like a negative amount which should be a positive).

Macro Level Reports - 3x random "month-end" provider reports

Once we've verified that data at the transactional level for the 3x daily samples that you provide is matching perfectly, we make sure those changes are extrapolated to monthly and/or yearly totals. In your submission, please include 3x random month-end reports that show each provider's production, collection & adjustment totals.

Schedule Reports & Visibility Verification

If you notice any discrepancy between your PMS schedule and the TeamCare analytics—such as appointment availability, operatory occupancy, or patient status—please provide a visual reference so we can reconcile the data.

Best options for visual reference:

• Capture Both Views: Please provide a screenshot or brief video showing the specific appointment or time slot in your PMS alongside the corresponding view in TeamCare.

• Be Specific: Seeing "what you see" on your screen allows our team to trace the logic of that specific operatory or patient record to ensure 100% sync accuracy.

• Video Narratives: A quick video (with narration) is often the most efficient way to walk us through what you’re seeing; however, multiple screenshots are also highly effective.

Best Practices for Reports

Be as precise & specific as possible!

DON'T be vague:

• Examples of bad explanations:

  • "My schedule is wrong"

  • "My production doesn't match"

  • "Reactivation list isn't right"

DO be precise & specific:

• Examples of good explanations:

  • "My daily hygiene was 21 on 5/12 but I counted 23"

  • "On 2/12 TC production says $5k but my PMS says $6.2k"

  • "Patient: Cindy Smith was here on 2 months ago, so why is she on reactivation list?"