The agreement between your practice and us, in plain English.

Who this is between

These terms are the agreement between OperatoryView and the dental practice that holds the account. "You" is the practice. "We" is OperatoryView. Whoever creates the account does it on the practice's behalf and should be someone who can agree to this for the practice.

Write to us at support@operatoryview.com.

What OperatoryView is

A program that reads your practice software through its official API, read-only, and shows every operatory live on the Board in an app on each of your office's PCs. It carries messages, an office chat and calls for help between those PCs, shows a patient's details to the PCs allowed to see them, keeps a history of how your rooms were used, and measures that history, including production and collections.

OperatoryView installs on a computer in your practice and reads Open Dental installed there.

What it is not

It is not your system of record. Your practice software is, and OperatoryView never writes anything back to it. Nothing anyone does in OperatoryView changes an appointment, a chart or a ledger.

It is not medical advice and it is not a clinical tool. Nothing it shows is a judgment about a patient's care, and no decision about a patient should rest on it.

It is not a backup of your practice software. In your office, it backs up its own data on your own computer, nightly and encrypted: your rooms, settings, accounts, history, team notes, your own patient alerts, and your messages with their files. It does not back up your practice software. Its backups do include its own encrypted copy of the patient details it reads from your practice software.

Your account

You open an account with your name, your practice name, your email address and a password. Keep the password to yourself. Signing in from a browser we do not recognize sends a six-digit code to that email address, so it has to be an address you can read.

The Administrator accounts on your installation, and the PCs you set up on it, are yours. Nobody at OperatoryView has an account on the installation in your office.

What is done under your account, under the Administrator accounts on your installation, and on the PCs you set up, is your responsibility.

The free trial

The subscription includes a free trial of 30 days. A card is required to start it, so that the Board keeps running on day 31 without a second setup, and nothing is charged before day 31.

One trial per account, and only the first time. A practice that cancels and comes back is charged as soon as checkout is finished, and the plan page says so before the button rather than after it.

Billing

The billing details shown to you before checkout and in your account apply to your subscription. Your subscription renews for the same period, monthly or annually as you chose, until you cancel.

Prices are in US dollars and do not include sales or use tax. Any tax that applies is added to what you pay rather than taken out of it.

Payment is by card and is handled by Stripe. We never see or store your card number.

If we change what your subscription costs, we email the address on your account before the change takes effect, so that you can cancel before it does.

Canceling

Cancel from your account page at any time. A cancellation takes effect at the end of the period you have already paid for, and everything runs normally until then. A payment that fails ends the subscription as well; you keep the account and can subscribe again.

After that the live picture stops: the Board, the Schedule, the Activity page and the huddle. In your office, your analytics and your rooms stay readable, because that is your practice's own measurement of itself and keeping it from you is a poor way to end a relationship. The Board says what has happened and offers a link to fix it; it does not go blank in the middle of a day without warning.

It is reversible with nothing to reinstall and no visit from anybody. Renew and the next check clears it, and the screen carries a control that checks right away rather than waiting for the next day.

Refunds

We do not refund the part of a period you have already paid for. That is true when you cancel in the middle of a month or a year, and it is true when a free pilot grant replaces a subscription you were paying for.

The pilot program

Some practices are on a pilot program and get OperatoryView free while they are on it, with every feature included. There is nothing to pay until the pilot moves to a paid plan; we tell the practice first, and nothing is charged until it chooses a plan and finishes checkout.

It is not something to apply for; we grant it, one account at a time. Granting it to a practice that is already paying cancels that subscription at once, and nothing is refunded for the rest of the period they had paid for.

What it includes is every feature of OperatoryView. What it does not include is any promise we do not make to everybody else: the same support, the same availability, and the same disclaimers below apply to a pilot practice exactly as they apply to a paying one. A grant stays on the account until we remove it, and we would not remove one without speaking to you first.

What you agree not to do

• Use one practice's subscription for a second practice. A license covers the practice it was issued to.
• Share your license key, or work around the license, or the check that a downloaded update is really ours.
• Modify the software, or configure it, so that it writes to your practice software.
• Put the software where people outside your practice can reach it, or set up a PC for somebody who is not your staff.
• Try to reach another practice's account, our own staff screens, or an Administrator account on your own installation that is not yours.
• Rent, resell or sublicense OperatoryView, or take it apart in order to build something like it.
• Rely on it as a record you are required to keep. It is not one.

The software we license to you

While your subscription or your pilot grant is current, you may install and run OperatoryView on computers in your own practice, with its app on any PC in your building. That permission is not exclusive, is not transferable, and ends when your entitlement does.

The software stays ours. What you are buying is the right to run it.

In your office, your installation carries a license key and is tied to one practice software database. Moving to a new computer is a step on your account page, and the computer you are leaving keeps working for thirty days afterwards, so that a move never locks you out.

Updates install themselves. Every update is checked as ours before it is installed.

Read-only, against your practice software

OperatoryView reads your practice software through its official API and never writes to it. The connection sends read requests and nothing else.

The key that lets OperatoryView read Open Dental is issued for your practice and sent to the email address on your account. You turn it on in Open Dental, and you can turn it off at any moment without asking us. For OperatoryView in your office, we do not keep a copy of it.

Who owns what

OperatoryView, this website, the name and the logo are ours. Your practice's name, your room arrangement, your messages, your notes and alerts, and everything the software records about your own rooms are yours.

If you tell us what is wrong with the product we may act on it, and we owe you nothing for having said so. We will not use your practice's name in anything public without asking you first.

Open Dental is a trademark of Open Dental Software, Inc. OperatoryView is an independent product and is not affiliated with Open Dental.

Your data, and HIPAA

You are the covered entity. We sign a Business Associate Agreement with your practice, which your practice accepts when it opens its account, before a license is issued. It governs patient information, and where it and these terms differ about patient information, the Business Associate Agreement is the one that applies.

OperatoryView runs on your own computers. Your server keeps an encrypted copy of the patient details it reads from your practice software, so your PCs can show them quickly; that copy is in its encrypted backups and is never sent to us. The notes your team writes for each visit and the patients you add to lists are kept there too, and are in its backups. The history behind your analytics holds no patient name, initials or chart number. Your own patient alerts are kept on your server, against the patient's number in your practice software, and your team notes are kept there too; both are in its encrypted backups. Messages between your PCs, the office chat included, and the files attached to them are kept on your server for the time your admin sets (1 year by default, anywhere from 30 days to 7 years), then deleted, and are in its encrypted backups. Assistant chats are kept there for 30 days after the last message and left out of backups.

What the software in your office sends us is listed in full in the privacy statement: the license and certificate check, the update check, and, if you use them, the AI features and scheduled report emails. Apart from anything you choose to send us yourself, patient details leave your office only when someone asks the AI assistant something, and then only to answer it.

The OperatoryView app sends us setup and usage diagnostics by default (setup steps, checks, results and failure reason codes, timing, feature counts and version numbers, never patient data and never stored with your internet address), which we use only to help with setup and to improve the product, and you can turn them off at any time with Share setup diagnostics in the app's settings.

The Board shows room, provider, procedure and timing; a patient's fuller details show only on the PCs allowed to see them; and privacy mode blanks names entirely for a screen a patient can see. Where you put a PC, which PCs you set up, and how your office is run are your decisions and your responsibility under HIPAA.

The AI features

OperatoryView includes an AI report and an AI assistant.

The AI report shows a period's figures with charts and writes commentary on them. It works from office, provider and room totals; never patient names, identifiers or clinical details. The software checks every request before it is sent and refuses one that carries a patient field. You can turn it off.

The AI assistant answers questions about your day. To answer, it can look up what the PC asking is allowed to see, patient details and the day's messages included. Every time it looks up a patient's record, that is recorded in the audit log.

Both are powered by Claude and run in our cloud on HIPAA-eligible services under a Business Associate Agreement, and nothing they send is stored by the AI service or used to train AI models. We pay for them; there is nothing for you to configure and no account for you to open.

What they write is generated text. It can be wrong, it is a description of your own practice rather than advice, and no decision should rest on it alone.

Availability and support

We do not promise the website or our service will be available at any particular time, and nothing here is an uptime commitment.

In your office, what we built instead is a Board that does not depend on us. Your installation holds a license that is good for seven days and renews itself daily, so our service can be unreachable for a week and your Board carries on. Only a clear answer that your subscription has stopped stops it.

Support is by email at support@operatoryview.com, the same for every practice, answered within one business day.

What we do not promise

The software is provided as it is. We do not promise that it is free of defects, that it will run without interruption, or that it will suit a purpose you have in mind for it.

The figures it shows are measured from what your practice software reports and from what the software was running to observe. A stretch it could not observe is marked as unobserved rather than counted as chair time. Treat the numbers as a good measurement of your own practice rather than as an audited account of it.

The limit of what we owe you

If we owe you anything under this agreement, what we owe is limited to what you have paid us in the twelve months before the claim.

We are not liable for lost profits, lost patients, lost data, or any loss that follows from a decision somebody made because of what the Board, a report or the assistant showed.

Some states do not allow limits like these. Where that is so, these limits apply as far as that state allows and no further.

Ending this agreement

You can end it at any time by canceling, and the section "Canceling" above says what happens then.

We can end it if a payment fails, if you do one of the things listed under what you agree not to do, or if we stop offering OperatoryView, and in that last case we would tell you before it happened rather than after.

Ending it deletes nothing on your own computer. Email support@operatoryview.com to have your account deleted and we will delete it. The record of license and billing events on an account is kept for the security of that account.

Changes to these terms

We can change these terms. The date at the top of this page says when the current version took effect, and a change to what you pay or to what you get is emailed to the address on your account before it takes effect.

If we disagree

If you have a complaint or a dispute about OperatoryView, write to support@operatoryview.com first, and we will work with you to resolve it.

Reaching us

Email support@operatoryview.com with any question about these terms, or about anything on this page you would like written more clearly. We reply within one business day.