Clinic management system features that save time and reduce errors — from patient scheduling to e-health, reports and payroll.
DARWA CRM brings all the most important dental clinic management functions together in one system. No need for several separate programs or manual data re-entry — scheduling, treatment plans, e-health, cash register, reports and payroll work together and are accessed simply through a browser. Below are the main system features that help clinics work faster, tidier and more reliably every day. All of them are included in one transparent price, with no separate modules to buy.
Everything in one system
From the first patient call to a paid visit and a report — without separate programs, double work or data re-entry.
What DARWA CRM changes in the clinic
Many clinics work with several separate tools. DARWA CRM combines them into one coherent system — below you can see what it changes.
Clinic task
Usually
With DARWA CRM
Scheduling and calendars
Paper journal / separate program
Shared real-time calendar
E-health (E025, prescriptions)
Separate login
In the same environment
Cash register and payments
Manual cash register
One click, per regulations
Payroll
Excel, manual calculation
Automatically from visits
Patient reminders
Calls / paid SMS
Automatic, free SMS
Patient scheduling and calendars
Managing dentist schedules by day and by dentist, convenient visit booking, and real-time overview of chair and room occupancy.
Treatment plans and dental chart
Clear, easily editable treatment plans with prices and a dental chart module — a quick view of the patient's condition in one place.
E-health integration
Automatically filled E025 visit form, prescription creation and student certificates — directly in the system, without separate logins.
Automatic SMS messages
Visit reminders, review requests after a visit and group SMS marketing. Basic messages are free.
Reports and KPIs
More than 40 reports and clinic indicators (KPIs) that can be broken down by dentist, day, month or year.
Smart cash register
Integration with the fiscal printer and card reader, compliant with legal cash register requirements — payments without errors.
Scheduling is where every visit begins. DARWA CRM lets you see all dentist calendars by day or by a specific dentist, so a free slot can be offered to a patient in seconds. When creating a visit you can set the duration, mark whether it is a first consultation or the patient wants to come earlier, and add notes for staff. The system will not allow two visits at the same time, so double bookings become a thing of the past.
When booking a visit you can also record its source — how the patient heard about the clinic. This information can later be analysed to see which marketing channels (for example, an SMS campaign or Google ads) bring the most patients. Read more in the article about the patient scheduling system.
Treatment plans and the dental chart module
A treatment plan is created in a few clicks by choosing procedures from a ready list with prices. The patient immediately sees the treatment stages and the total, which builds trust and reduces misunderstandings about price. The dental chart module gives a clear, quick view of the patient oral condition — the dentist sees history, completed and planned work in one place. More: digitising treatment plans.
E-health: E025 form, prescriptions, certificates
The system connects directly to e-health. The E025 visit form is filled automatically from patient data and travels to e-health — no need to log in to several platforms. Prescriptions and student health certificates are also created in the system. Since data comes from one place, manual entry errors decrease and the dentist saves a lot of time on documentation. More about e-health integration, filling in the E025 form and creating prescriptions.
Digital document signing
From the first visit, patients sign more than one document: health questionnaires, GDPR consents, E025 forms or invoice confirmations. With integrated digital signing (DARWA SIGN) all these documents can be signed on a tablet directly in the DARWA CRM system — quickly, conveniently and securely. Documents can be signed one by one or in a batch. Paper piles and their archiving become a thing of the past, and the clinic gains a modern image. More about batch patient signing and document signing with DARWA SIGN.
Automatic SMS messages and marketing
Automatic SMS visit reminders reduce no-shows and empty chair hours. After a paid visit, the patient can be sent a message asking to rate the clinic. Reminders every six months bring patients back for preventive check-ups and help maintain a steady flow. The group SMS feature allows marketing campaigns while complying with GDPR. More about SMS reminders and reducing no-shows and bringing patients back with automatic messages.
Want to see all the features in action?
A free demo tailored to your clinic — we will show how to adapt DARWA CRM to your work.
DARWA CRM calculates payroll automatically: for dentists by percentage after deducting material costs, for assistants by hours worked. The system manages visit prices for dentists and administration, performs financial analysis and allows importing data from the bank. Since all payments are recorded in one place, accounting is always reconciled and ready for reports. All of this is included in one monthly price per chair. More: automatic payroll calculation.
Reports, KPIs and profitability analysis
The system offers more than 40 reports and clinic performance indicators (KPIs). Many can be broken down by dentist, day, month or year. Profitability analysis of the clinic and of an individual employee helps managers make decisions based on accurate numbers rather than gut feeling. The dentist speed report shows how the workload is distributed and helps balance it. More about clinic reports and data and the dentist speed report.
Smart cash register and payments
DARWA CRM can pass receipt information directly to the fiscal printer and tell the card reader how much to charge to the card. This saves administrators a lot of time and avoids errors when handling money. The system complies with current cash register requirements, so the clinic works according to the law. More: smart cash register integration.
Convenience and security
The system does not need to be installed — you access it through a browser from any computer, and mobile adaptation lets you work away from the office too. Caller patient information is shown on screen, data is imported from the bank, and a daily backup ensures data security. Information is stored in the European Union in accordance with GDPR. When switching from older systems (Serve, Dental4Windows), we help migrate data into DARWA CRM safely. More about clinic data security on EU servers.
Caller information and daily backup
When a patient calls, their information can be shown on screen — the administrator immediately sees who is calling and can serve them personally and faster. All calls can be logged and later analysed as a client source. Every day the system automatically makes a data backup, so even in an unforeseen case important information stays safe and recoverable.
Access rights and users
Different people work in a clinic, so access to data must also differ. DARWA CRM lets you give each employee only the rights they need for work: the front desk sees schedules and bookings, dentists see treatment plans and charts, managers see finances and reports. The number of users is unlimited, so the whole team can use the system without paying extra for each employee. This rights management increases data security and reduces the risk of errors.
Data import and migration
If your clinic already works with another program, switching to DARWA CRM is straightforward. We help migrate patient and visit data safely from older systems such as Serve or Dental4Windows. The system also allows importing data from the bank, and a daily automatic backup ensures information is stored regularly and does not disappear. This way the switch to a new system happens without data loss and without long downtime.
Kam naudinga kiekviena funkcija
Ta pati sistema skirtingiems klinikos žmonėms padeda skirtingai. Todėl DARWA CRM funkcijos sudėliotos taip, kad kiekvienas darbuotojas rastų tai, kas palengvina būtent jo darbą.
Role
What is most useful
What benefit it brings
Front desk
Scheduling, calendars, SMS reminders, caller information
Switching to DARWA CRM is smooth and free. At the start we connect the mobile device and fiscal equipment with you, configure the system parameters and create the administrator account. If you previously worked with another program, we migrate patient and visit data safely. Since the system is accessed through a browser, it does not need to be installed on every computer — it is intuitive for new employees, so long training is not needed. Before choosing, it is worth reading the guide on how to choose a dental clinic management system.
Why choose DARWA CRM
There is more than one clinic management program on the market, but DARWA CRM stands out because it combines all the most important functions in one system and is tailored specifically to dental clinic work. The system does not need to be installed, it works in a browser and on a mobile device, and data is stored in the European Union. Pricing is transparent, basic SMS messages are free, and support is provided by a team in Lithuania. All this means fewer worries, fewer errors and more time for the most important work — treating patients.
Frequently asked questions about features
Do I need to install the system on a computer?
No. DARWA CRM works through a web browser, so there is nothing to install. You can log in from any computer or mobile device, and the data is always synchronised.
Can data be migrated from an old program?
Yes. We safely migrate patient and visit data from Serve, Dental4Windows and other systems — without loss and without long downtime for the clinic.
Can all clinic employees use the system?
Yes. The number of users is unlimited, and each employee is given only the access rights they need — for the front desk, dentists or managers.
Does the system connect with e-health and the fiscal register?
Yes. E025 forms, prescriptions, the RASO fiscal register and the card reader work in one environment — without separate logins or double data entry.
Can documents be signed digitally?
Yes. With DARWA SIGN, patients sign consents, health questionnaires, E025 forms and invoices on a tablet — one by one or in a batch. Archiving paper documents becomes unnecessary.
How many reports does the system have?
The system offers more than 40 reports and clinic performance indicators (KPIs). Most can be broken down by dentist, day, month or year — from finances to patient reliability and dentist speed.
Does the system work on a mobile phone?
Yes. DARWA CRM is adapted for mobile use, so a dentist or manager can view schedules and reports and work even when away from the office.