Tips & Tricks

The New Patient Checklist & Tools to Simplify the Process

Welcoming a new patient into your practice is the start of what will hopefully be a long-term relationship that’s good for both the patient and the practice. The intake and data entry associated with a new patient can seem daunting, so we’ve put together a list of patient info you’ll want to be sure to collect to make your job easier down the road, along with tools you can use to help streamline your patient intake (and a few other) processes.

New Patient Information To Collect

  1. The basics: Patient first and last name, gender, and DOB. To avoid creating duplicate patients, click the Select Patient button and enter the name first to make sure they’re not already in the system, then Add Pt (or, to quickly add a family, click Add Many).
  2. Email address: To send links to patient forms, links to statements, etc.
  3. Cell phone number (enter in the Wireless Phone field): Most patients prefer texts for appointment reminders/confirmations. Allowing patients to communicate with you via text (using Integrated Texting) puts a relationship-builder in the palm of their hand.


    Save time by automating your recall process using Web Sched Recall – Patients get a link to schedule their own recall appointments.
    Fill last-minute openings with Web Sched ASAP: Patients get a link they can follow to claim an appointment – adding the option to text your patients allows them to respond quickly anytime, anywhere.

  4. Note the patient’s Preferred Contact method for appointment confirmations and recall.
  5. How did the patient find your practice? Enter this in the Referred From field. You can then thank patients who have been kind enough to send friends and family your way or measure the success of an advertising campaign (Facebook/Google ad, etc.).
  6. Emergency Contact info – there’s a separate tab in the lower right of the patient window where you can record this.
  7. Are you having new patients come in early to fill out paperwork?
    Use the Time Ask to Arrive area of their appointment to indicate the preferred arrival time.

    This field can be added to eReminders/eConfirmations as an additional reminder for patients to arrive early.
  8. Better yet, allow your patients to complete forms online using Web Forms.
    To allow patients to complete forms on their mobile devices, turn your Web Forms into Mobile Web Forms.

    New to Mobile Web Forms? Watch the Tutorial Video on Mobile Web Forms.

    Another great option available in version 19.2 and greater is the eClipboard eService and App which allows patients to complete their forms (including consent forms) on your practice’s iOS or Android Tablet. 
  9. Insurance Information
    • Insurance plan info, subscriber name and DOB (especially in case the patient is not the subscriber), and ID number.
    • Verify if the patient has received services (used benefits) elsewhere.
    • Use the Hist button to enter items into Insurance History that affect frequency limitations. By entering it here, the system will automatically chart the Existing Other procedures for you.
    • For deductibles or other benefits used (that don’t affect frequency limitations), click Add to enter the amounts in the Adjustment to Insurance Benefits section. This will allow the system to calculate insurance remaining and annual max correctly.

Collecting all the new patient information upfront will help you maximize the tools in the software to communicate effectively, present accurate estimates for care, and provide a great patient experience overall. If you need help, please get in touch with us – we’re here for you!


Categories: Tips & Tricks

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