When choosing or using a dental clinic management system, you come across a wealth of terms: from the E025 form to fiscalisation and GDPR. It is not always clear what exactly they mean and why they matter. In this glossary we explain the most common terms in plain language and point you to where you can read more about each one. It is a handy starting point for both the clinic manager and a new employee.
The key terms are grouped into categories: e-health and documents, cash register and finances, scheduling and communication, security and management.
E-health and documents
E-health
The national electronic health system to which visit data, prescriptions and forms are sent. When the clinic system is integrated with it, information is entered once and sent automatically. Read more: e-health integration in the clinic.
E025 form
An outpatient visit record – mandatory documentation after every visit, sent to e-health. In an integrated system it is filled in from the patient card data. Read more: filling in the E025 visit form.
Electronic prescription
A prescription issued digitally and used at the pharmacy without a paper slip. In the system it is created from the patient card in seconds. Read more: creating a prescription electronically.
Student health certificate
A student’s health certificate, most often required before the school year. In a digital system it is generated from the patient card and stored automatically. Read more: creating a student health certificate.
Treatment plan and dental chart
The treatment plan is a sequence of procedures and prices that the patient sees; the dental chart is a picture of the patient’s oral health. In a digital system they are linked to each other and to accounting. Read more: digitising treatment plans.
Cash register and finances
Fiscalisation and the smart cash register
Recording payments through a cash register system linked to the State Tax Inspectorate. Smart cash register requirements have applied in Lithuania since 2025-05-01. Read more: smart cash register integration.
KPOK
A cash receipt order slip – a document confirming a payment received. In an integrated system it is generated with a single button from the visit data together with the invoice.
Payroll calculation
Calculating salaries based on the procedures performed – by percentage or by the hour. In an automated system it draws on real visit data. Read more: automated payroll calculation.
Scheduling and communication
Patient scheduling system
Managing doctors’ schedules, appointments and the patient card in one place. A schedule updated in real time prevents double bookings. Read more: patient scheduling system.
SMS reminders
Automatic messages reminding the patient about an appointment or a preventive check-up. They reduce the number of no-shows, and with DARWA basic SMS are free. Read more: SMS reminders for patients.
KPIs and reports
Clinic performance indicators (Key Performance Indicators) and reports on revenue, patient flow and doctor efficiency. The system comes with more than 40 of them ready to use. Read more: clinic reports and data.
Security, signatures and management
GDPR
The General Data Protection Regulation, which sets the rules for processing personal data in the EU. It is important for the clinic that data is stored on EU servers and with access rights control. Read more: clinic data security.
DARWA SIGN biometric signature
Signing documents on a tablet with a special stylus, with legal validity. It allows consents to be signed without paper. Read more: document signing with DARWA SIGN.
Batch signing
Signing several documents at once – convenient when admitting a new patient. Read more: batch patient signing.
DARWA SIGN
Electronic signature and document solutions integrated with the clinic system; around 46 consent forms come ready to use. Read more: DARWA SIGN.
We will show you how these terms turn into everyday clinic work in the DARWA CRM system.
Frequently asked questions
What is the E025 form?
It is an outpatient visit record – mandatory documentation after a visit, sent to e-health.
What does fiscalisation mean?
Recording payments through a cash register system linked to the State Tax Inspectorate, as required by the smart cash register rules.
Why do GDPR and EU servers matter?
They ensure that patient data is processed according to strict EU rules and stored reliably.
Does signing on a tablet have legal force?
Yes, a signature made with DARWA SIGN is just as valid as a paper one, and the documents remain linked to the patient card.
Summary
The terms used in a dental clinic management system may seem complicated at first, but behind each of them lies a simple, practical benefit: less manual work, tidier documentation and safer data. Once you understand what E025, fiscalisation, GDPR or electronic signing mean, it is easier to assess what the system really offers the clinic.
You can use this glossary as a starting point – next to each term you will find a link to a more detailed article. To see how all these elements work together in one system, take a look at the features page, and how they fit into one transparent price – on the pricing page. If you have any questions, simply get in touch.