Complete workflow for processing a new patient from arrival through treatment planning.
Add it to Practice Flow and it becomes yours to edit, assign and schedule. It will start generating on its cadence, so the work comes back on its own.
Add this checklist Browse moreWelcome the new patient by name, introduce yourself, and show them the office.
First impressions determine long-term retention. A warm welcome reduces anxiety and builds trust.
1. Greet patient by name at the front desk. 2. Introduce yourself and your role. 3. Offer a brief tour of the office. 4. Show them to the operatory.
Confirm all intake forms are complete, signed, and insurance card is on file.
Missing forms delay treatment start and create compliance gaps for HIPAA acknowledgment.
1. Check health history form is complete. 2. Verify HIPAA consent is signed. 3. Scan insurance card front and back. 4. Enter insurance info into PMS.
Acquire diagnostic radiographs per the dentist's standing orders for new patients.
Baseline radiographs are essential for diagnosis and treatment planning. ADA guidelines recommend FMX or pano for new patients.
1. Review medical history for pregnancy or contraindications. 2. Select appropriate radiograph series. 3. Position patient and sensor. 4. Expose and verify quality.
Assist the doctor during the new patient exam including charting and documentation.
A thorough initial exam establishes the baseline and identifies all treatment needs.
1. Prepare exam tray. 2. Assist with charting as doctor calls findings. 3. Take intraoral photos as needed. 4. Document all findings.
Walk the patient through recommended treatment, timeline, and payment options.
Clear treatment presentation increases case acceptance and reduces patient anxiety about costs.
1. Print or display treatment plan. 2. Explain each procedure in simple terms. 3. Discuss insurance coverage. 4. Present payment options.
Book the patient's next visit while they are still in the office.
Patients scheduled before leaving have a 90%+ keep rate vs. 60% for "we'll call you" appointments.
1. Check doctor and hygiene schedules. 2. Offer 2-3 date/time options. 3. Confirm appointment. 4. Provide appointment card or text confirmation.
Send the new patient a welcome message with office info, portal login, and contact details.
A follow-up message reinforces the positive first experience and provides reference information.
1. Send welcome template from PMS. 2. Include patient portal setup link. 3. Attach office contact info and hours.