Efficient Dental Patient Onboarding Workflow for Modern Practices

Start of the Workflow/Process.

Task for front office staff to initiate contact with new patient.

Retrieve existing patient records using Name and Date of Birth.

Get real-time insurance verification details.

Create the foundational patient record in the system.

Update patient billing and insurance information after verification.

Create a set of necessary intake form records (medical history, consent, etc.).

Create follow-up tasks for clinical staff (e.g., pre-visit instructions).

Automated email sending welcome kit and pre-appointment instructions.

Automated SMS confirmation sent 24 hours before the appointment.

Retrieve scheduled appointment slot information.

Formula to estimate initial visit costs based on provider and service codes.

Create a record for signed digital consent forms.

Create a task for the hygienist to review medical history prior to the appointment.

Update the patient's status flag in the master record.

Create a summary report for the dentist summarizing the onboarding progress.

Fetch necessary guarantor details for billing purposes.

Create a task or follow-up entry for routine recall scheduling.

Formula to calculate estimated patient co-pay based on insurance and services.

Emailing patients with payment options before their first visit.

Assign a task if patient records need to be imported from another provider.

Final step to flag all required fields as complete and accurate.

Clean up temporary entries used only for the onboarding process.

End of the Workflow/Process.