For practices running Dental4Windows
The note is not the hard part. Typing it into Dental4Windows afterwards is. InstantNote does both, with the tooth numbers, the surfaces and the charting already in place.
A general AI scribe hands you a paragraph and leaves you at the keyboard. InstantNote imports your day sheet from D4W or D4Web, writes the note from the appointment, and puts the approved record straight into the patient chart under the right clinician.
Most AI scribes were built for medicine. They listen, they write a tidy paragraph, and they stop. For a dentist that is the easy half. You still open Dental4Windows and enter the tooth numbers, the surfaces, the materials, the anaesthetic and the charting by hand, appointment after appointment.
InstantNote was built by a practising Australian dentist for exactly that gap. It knows FDI tooth numbering, ADA item numbers, surfaces, periodontal charting and Australian drug names, and it knows how to put all of it into D4W without you touching the keyboard.
The time saved is not the minute spent writing a paragraph. It is the ten minutes at the end of the day catching up on charting.
1. Your day sheet imports itself
InstantNote pulls that day's appointment book from Dental4Windows or Dental4Web for the clinician you select. Every patient is waiting before the first one sits down, and it syncs once automatically each morning.
2. Record the appointment
Open InstantNote on the phone or computer already in your surgery. No special hardware. Dictate charting as you go if you want to, for example "base charting 18 missing 17 amalgam".
3. The note and the chart are built together
Tooth numbers, surfaces, findings, anaesthetic, consent and periodontal pockets are pulled out of the appointment and laid out in the format the Dental Board expects. Anything the recording did not support is left blank rather than guessed.
4. You approve, it writes into D4W
Read it, edit anything, approve. The record goes into the patient's chart in D4W or D4Web under the correct treating clinician. Nothing is written until you approve it.
This is a real shape of note from a repair on an upper central. Every line comes from what was said in the appointment, and the charting is already done.
Note written into D4W - composite repair 21
TREATING CLINICIAN: Dr. Sin DATE: 03/09/2026 TIME: 10:20 Reason for attendance: Cracked upper central, chipped while eating. Examination: 21: Crack from the incisal edge, existing composite restoration. 21: Restoration contour slightly overbuilt compared to adjacent tooth. Diagnosis: Cracked tooth 21 with existing composite restoration. Consent: Verbal consent obtained for repair of 21. Risks discussed: post-operative sensitivity, possible need for crown if the crack extends. Alternatives discussed: monitor, crown. Patient elected to proceed. Treatment: 21: Distal, buccal composite restoration placed. Occlusion checked and adjusted. Restoration finished and polished. Post-operative instructions: Sensitivity possible for one to two weeks. Contact the practice if the bite feels high. Next visit: 6-month recall. Written into D4W chart: 21 DB composite. Approved by Dr. Sin.
Dental4Web (cloud)
Connects directly. Nothing to install, nothing running on a practice computer. Sign in once and your day sheet is there.
Dental4Windows (on-premise)
A small bridge program runs on a computer at the practice that already has D4W on it. Your patient data never leaves the practice network except as the note you approved.
You switch between them with one control on the dashboard, so a practice moving from one to the other keeps working without a rebuild.
Written around Australian dental practice, not adapted from a medical product:
Writing into a patient record is not something to be casual about, so InstantNote holds two rules. Nothing reaches D4W until you press approve. And nothing is invented to fill a gap.
If the recording did not say which implant went in or what it was torqued to, the note says so with a blank rather than offering a plausible number. If a line is the clinic's standard rather than something you said, it is flagged for you to confirm. A record that is honestly incomplete is safer than one that is confidently wrong.
Audio is discarded after transcription and never stored. The treating dentist remains responsible for the accuracy of the record.
Does InstantNote write notes directly into Dental4Windows?
Yes. Once you approve a note, InstantNote writes it into the patient's record in Dental4Windows (D4W) or Dental4Web (D4Web) under the correct treating clinician. You do not copy, paste or retype anything. A general medical scribe hands you a paragraph and leaves the charting to you. InstantNote finishes the job.
What is the difference between D4Web and D4Windows for this?
Dental4Web is the cloud version and connects directly, with nothing to install. Dental4Windows is the on-premise version, so a small bridge program is installed on a computer at the practice that already runs D4W. Both support day sheet import and writing the approved note back. You choose which one you use with a single switch on the dashboard.
Does it import my day list from D4W?
Yes. InstantNote pulls that day's appointment book for the clinician you select, so every patient is waiting for you before the first appointment. It also syncs automatically once at the start of each day. If you are covering someone else's list you can import their book and still record notes under your own name.
Does it chart the teeth as well as write the note?
Yes. InstantNote reads tooth numbers, surfaces and findings out of what was said in the appointment and builds the chart: existing conditions, planned treatment and periodontal pocket depths. You can dictate charting directly as well, for example "base charting 18 missing 17 amalgam", and correct anything on screen before it is saved.
Is anything written into a patient record without me seeing it?
No. Nothing reaches D4W or D4Web until you have read the note and pressed approve. Details that are the clinic's standard rather than something you said are flagged for you to confirm, and anything the recording did not support is left blank rather than guessed. The treating dentist stays responsible for the record.
What if I use a different practice management system?
InstantNote still writes the note, and one click copies it in a clean clinical format ready to paste into any system. Direct write-back is currently built for Dental4Windows and Dental4Web because those are the systems most Australian practices run.
InstantNote
Day sheet in, note out, chart filled, straight into Dental4Windows. 7-day free trial, no lock-in.
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