Every Feature. Every Workflow. One Platform.

StazaCare covers the full operational lifecycle of a dental practice — 11 modules built to work together, so nothing falls through the cracks.

Patient ManagementAppointmentsClinical VisitsLab ManagementBillingAnalyticsDocumentsMarketingUser ManagementPractice ManagementSecurity
Module 01 — Clinical

Patient Management

A single source of truth for every patient. Searchable, structured, and always up to date.

  • Full patient demographic profiles: name, DOB, gender, contact details, address
  • Medical aid membership details and scheme linking
  • Dependant linking — connect family members under a primary account holder
  • Complete visit and treatment history per patient, accessible in seconds
  • POPIA-compliant marketing consent tracking — opt-in/out recorded and auditable
  • Smart search and filtering across the full patient database
  • Auto-generated unique patient codes for every new registration
  • Patient status management: active, inactive, transferred
  • Emergency contact and next-of-kin fields
  • Allergy and medical history notes field
Why it mattersWhen a patient calls in, your receptionist has everything they need in under 10 seconds. When a doctor opens a visit, the full clinical history is right there. No digging through paper files. No asking the patient the same questions twice.
Patient Profile · PAT-00428
Active
MN
Mandla Naidoo
DOB: 14 March 1981 · 45y · Male
Medical Aid
Discovery Health
Scheme No.
DH-7283-991
Phone
+27 82 555 0192
Marketing Consent
✓ Opted in · 12 Jan 2025
Last Visit
28 Apr 2026
Total Visits
17
Module 02 — Clinical

Appointments & Scheduling

A booking system built for the pace of a busy dental practice.

  • Calendar-based booking interface with day, week, and month views
  • Doctor-specific scheduling — each doctor has their own bookable calendar
  • Appointment slot configuration — set working hours and break times per doctor
  • Walk-in quick booking — log a patient without advance scheduling in seconds
  • Appointment lifecycle: Scheduled → Confirmed → In Progress → Completed / Cancelled / No-Show
  • Colour-coded appointment status views for at-a-glance triage
  • Patient details visible directly from the calendar entry
  • Double-booking prevention
  • Appointment notes and reason-for-visit fields
  • Cancellation and rescheduling management with history log
  • Daily appointment summary view for front desk staff
Why it mattersYour receptionist shouldn't need to juggle a physical diary, a phone, and a separate patient system. StazaCare's scheduler puts everything in one view and keeps the waiting room flowing.
Schedule · 11 May 2026
14 today
Time
Dr. Khan
Dr. Bekker
Dr. Patel
Dr. Smit
08:00
M. Naidoo
S. Khoza
L. Adams
09:00
P. Mthembu
R. Davids
10:00
N. Pillay
T. Joseph
A. Botha
11:00
D. Smit
K. Mokoena
ConfirmedPendingAvailable
Module 03 — Clinical

Clinical Visits & Treatment

Everything a clinician needs to document, treat, and follow up — without leaving the screen.

  • Structured visit records tied to each appointment
  • Detailed clinical notes editor — free text with structured fields
  • Interactive dental chart — click individual teeth to log procedures, conditions, and treatment notes; full FDI notation support
  • Procedure-based treatment entries with procedure codes and descriptions
  • Tooth-specific treatment history — see every procedure ever performed on a specific tooth
  • Prescription generation — fill in and generate a print-ready prescription PDF
  • Sick note generation — templated, branded, ready in seconds
  • Follow-up scheduling directly from within a visit record
  • Lab request integration — raise a lab case from within the clinical visit
  • Clinical visit status: Open, In Progress, Completed
  • Referring doctor fields for specialist referrals
  • Medical alert flags visible at the top of every visit
Why it mattersClinicians spend less time on admin and more time on patients. Everything needed to document a visit, generate paperwork, and plan follow-up is in one screen.
Dental Chart · FDI Notation
In Progress
Upper
18
17
16
15
14
13
12
11
21
22
23
24
25
26
27
28
Lower
48
47
46
45
44
43
42
41
31
32
33
34
35
36
37
38
TreatedWatchNeeds treatment
Module 04 — Clinical

Lab Management

Track every lab case from request to chair — with full visibility at every step.

  • Kanban-style lab workflow board: Requested → Sent → In Production → Received → Delivered
  • Lab case creation directly linked to a clinical visit
  • Case details: tooth reference, procedure type, lab name, due date, special instructions
  • Status updates with timestamps and staff attribution
  • Overdue case alerts — flag cases past their expected delivery date
  • Lab case history per patient
  • Filter and search across all active cases
  • Delivery confirmation workflow
  • Lab notes and communication log per case
Why it mattersLab delays are one of the most common sources of patient dissatisfaction in dental practices. With StazaCare's lab board, nothing gets lost, nothing gets forgotten, and your front desk always knows when to call the patient back.
Lab Cases · Active
12 cases
Sent · 3
Crown · Tooth 26
M. Naidoo · ProtaLab
Due 15 May
Bridge · 13–15
S. Khoza · DentArt
Due 18 May
In Production · 5
Implant · 36
L. Adams · ProtaLab
Due 22 May
Crown · 24
P. Mthembu · DentArt
Overdue
Received · 4
Denture · Upper
R. Davids · CapeLab
Ready
Crown · 11
T. Joseph · ProtaLab
Ready
Module 05 — Business

Billing & Invoicing

From treatment to invoice in seconds. Accurate, branded, and ready to send.

  • Automatic invoice generation from completed visit records
  • Treatment-level cost line items — every procedure priced and listed
  • Branded PDF invoices — practice logo, contact info, patient details, itemised breakdown
  • Invoice status tracking: Draft → Issued → Paid → Overdue
  • Visit-based billing tied directly to clinical records for accuracy
  • Centralised billing queue — view all outstanding invoices across the practice
  • Invoice history per patient
  • Manual billing adjustments with reason logging
  • Multiple payment method recording: cash, card, EFT, medical aid
  • Invoice download and print functionality
  • Per-practice billing configuration
Why it mattersBilling errors and delays cost practices real revenue. StazaCare closes the loop between what the doctor does and what the patient gets charged — automatically, accurately, every time.
Invoice · INV-2026-04821
Issued
Sandton CBD Practice
Patient: M. Naidoo · 28 Apr 2026
Due
15 May 2026
Consultation · Code 8101R 450.00
Restoration · 2 surface · Tooth 26R 1,250.00
X-Ray · PeriapicalR 380.00
Scale & PolishR 720.00
TotalR 2,800.00
Module 06 — Business

Analytics Dashboard

Your practice's financial and operational performance — live, visual, and actionable.

  • Real-time revenue tracking: daily, weekly, monthly, year-to-date
  • Revenue trend charts with period-over-period comparison
  • Appointment volume analytics — total, by status, by doctor, by time period
  • Patient growth tracking — new vs returning patients over time
  • Doctor performance dashboard — appointments, revenue, and procedures per doctor
  • No-show and cancellation rate tracking
  • Top procedures by frequency and revenue contribution
  • Practice-level view vs group-level consolidated view (multi-practice)
  • Exportable summary reports
  • Dashboard widgets configurable by role (admin sees revenue; doctor sees clinical stats)
  • Date range selector for all reports
Why it mattersMost practice owners find out how their month went when the accountant calls. StazaCare gives you that view every day, in real time, so you can act on problems before they compound.
Revenue · May 2026
+18% MoM
Mon
Tue
Wed
Thu
Fri
Sat
Sun
R182k
Week revenue
214
Appointments
6.4%
No-show rate
Module 07 — Business

Document Generation

Professional documents, generated in seconds, stored securely in the cloud.

  • Branded invoice PDFs with practice letterhead
  • Prescription PDFs — doctor details, patient details, medication, dosage, instructions
  • Sick note PDFs — templated, signable, compliant
  • All documents linked to the patient's visit record
  • Cloud-based document storage — accessible from any device
  • Document history per patient
  • Re-generation of any historical document on demand
  • Practice branding applied automatically (logo, contact info, registration numbers)
Patient Documents
4 generated
PDF
Invoice INV-2026-04821
Issued 28 Apr 2026 · R2,800.00
PDF
Prescription · Amoxicillin 500mg
Dr. Khan · 28 Apr 2026
PDF
Sick Note · 2 days
28–29 Apr 2026
PDF
Treatment Plan
Generated 28 Apr 2026
Module 08 — Growth

WhatsApp Automation & Campaigns

Meet patients where they already are. StazaCare automates the whole patient conversation over WhatsApp — reminders, reviews, payments and more.

  • WhatsApp automation — appointment reminders, post-visit review requests, in-chat invoice payment links, and pre-appointment intake forms, sent automatically
  • WhatsApp and email campaign builder — bulk sends via Meta-approved templates
  • Audience segmentation and targeting by: age range, gender, last visit date, medical aid membership, treatment history, POPIA consent status
  • Pre-built campaign templates: 6-month check-up reminders, birthday greetings, re-engagement for lapsed patients, post-treatment follow-ups, appointment confirmations, seasonal promotions
  • Campaign scheduling — set send date and time in advance
  • Campaign lifecycle tracking: Draft → Scheduled → Sent → Completed
  • Delivery status reporting — sent, delivered, failed counts
  • Full POPIA compliance — WhatsApp opt-in verified before every send
  • WhatsApp automation & campaigns included in the base plan (standard Meta WhatsApp conversation rates may apply). Email campaigns included too.
Why it mattersWhatsApp is how South Africans actually communicate — open rates dwarf email and SMS. Automating reminders, reviews and payments over WhatsApp fills chairs, gets invoices paid faster, and builds your reputation, all without needing a marketing agency.
Active Campaigns
3 running
6-Month Check-up Reminders
412 recipients · scheduled for 15 May
Email
Re-engagement · Lapsed 12mo+
198 recipients · draft
WhatsApp
Birthday Greetings · May
88 recipients · sent
Email
Whitening Promo · Q2
256 recipients · 87% opt-in verified
WhatsApp
Module 09 — Control

User & Role Management

Every staff member sees exactly what they need — and nothing they don't.

  • Four built-in roles: Admin, Receptionist, Doctor, Lab Staff
  • Role-based feature access control — each role has a precisely defined permission set
  • Admin: full system access including analytics, user management, billing settings
  • Receptionist: patient management, scheduling, basic billing — no clinical access
  • Doctor: clinical visit records, dental chart, prescriptions, own schedule — no financial access
  • Lab Staff: lab management board only
  • Per-practice staff seats — each practice includes 2 doctors, 3 receptionists and 2 admins, plus unlimited lab staff; add a practice for more seats
  • Secure user creation, deactivation, and password management
  • All record updates attributed to the creating/editing user
  • Login session management
  • Superadmin role for group owners managing multiple practices
Why it mattersAccess control isn't just a security feature — it's a workflow feature. When each person's interface is scoped to their actual job, they work faster and make fewer errors.
Roles & Permissions
4 roles
Admin
Full access · Analytics · User mgmt · Billing settings · All practices
Receptionist
Patients · Scheduling · Basic billing · No clinical access
Doctor
Clinical visits · Dental chart · Prescriptions · Own schedule
Lab Staff
Lab board only · Status updates · Case communications
⊕ Superadmin · Group-level access for owners managing multiple practices
Module 10 — Control

Practice Management

Every branch configured, branded, and manageable from one place.

  • Register and manage multiple practices under one account
  • Per-practice business profile: name, address, contact info, registration number
  • Practice-level custom branding: logo and contact details used in all generated documents
  • Practice activation and deactivation controls
  • Branch-level staff assignments
  • Switch between practices from a single active session
  • Centralised group-level dashboard for group owners
  • Separate settings and configurations per branch
  • Per-practice billing configuration
Your Practices
3 active
Sandton CBD
5th St · 8 staff · Reg 2018/4421/07
Active
Pretoria East
Lynnwood · 6 staff · Reg 2021/9981/07
Active
Durban North
Umhlanga · 7 staff · Reg 2023/1182/07
Active
Module 11 — Control

Security & Compliance

Built to meet South African data protection standards from the ground up.

  • Role-based access control enforced at every system level
  • Secure authentication — encrypted credentials, session token management
  • POPIA-compliant patient communication — consent verified before any marketing send
  • Marketing consent recorded, time-stamped, and auditable per patient
  • Data access is logged and attributable to individual users
  • Cloud-based infrastructure with regular backups
  • No patient data stored on local devices
  • Staff can only access data within their permitted scope
  • Inactive session timeouts
  • Controlled admin access to user management and system settings
Why it mattersPOPIA compliance isn't optional. StazaCare bakes compliance into every patient interaction and communication workflow, so you're covered without having to think about it.
Compliance & Audit
POPIA ✓
🔐
Role-based access control
Enforced at every system level. No staff sees data outside their scope.
✉️
Marketing consent verified
No WhatsApp or email is sent without active opt-in. Logged per patient.
📜
Auditable access logs
Every record action timestamped & attributed to a user.
☁️
Cloud-based with backups
No patient data on local devices. Regular automated backups.

Seen enough to know it fits?

Request a demo and see every module running live in a real practice environment.

Request a Demo →View Pricing

One flat rate unlocks every module — see StazaCare pricing. Compliance is built into every workflow: how POPIA compliance works. Running a group? Multi-practice management.