Entering New Patients by Family
New patients who belong to the same family can be entered into Open Dental at one time. If a record exists for a family member already, add additional members in the Family Module instead.
Each family member is represented by an information column (last name, first name, gender/position, birthdate/age etc). The last three columns are designated for children. If there are more than five family members, add additional members in the Family module. The guarantor is the person who is responsible for the account. To reduce data entry, some guarantor information will automatically populate for other family members.
If a patient added from this window matches a patient that already exists in the database, a popup warning will display asking if you would like to continue. This validation is done by checking first name, last name, and date of birth.
Last Name/First Name: Once you enter the guarantor's last name, the same last name will automatically populate for other family members as you enter first names. Click in the field to edit.
Birthday/Age: Enter the birth date. Age will automatically calculate when you leave the field. Birth dates entered on the select patient window carry over when adding new patient(s). Format birthdate as mm/dd/yyyy.
Insurance 1, 2: If you have entered Insurance Plan 1 and/or 2 information (see below), indicate which plans apply to each family member. Guarantor selections affect other family members.
Providers: Select each patient's primary and secondary provider. Guarantor selections affect other family members.
Email Address: Enter an email address for each patient. When Autofill patient's email with the guarantor's when adding many new patients is turned on in Family Module Preferences, entering the guarantor's email address will enter the email for all family members.
SS#: Enter a social security number for each patient.
Status: Choose a patient status from the list.
Billing Type: Choose a billing type from the dropdown.
Address and Phone: Enter the zip code and the City and State fields will fill in automatically. To speed up data entry, click the dropdown to select from frequently used zip codes.
Address and Phone Notes: These notes can be longer than four lines, but only the first four lines will show in the Family module without scrolling. They will also show in the Unscheduled List, Recall List, and Appointments module.
Referred From: Enter information about a referral using the button. Entered referrals will be added to the Referral List. Double-click the Referred From field to view all referral sources for the selected patient.
Comm: Enter a Communications Log that will show in each family member's progress notes.
Insurance 1/2: If the family is covered by insurance, enter plan information. There are two options:
Once you leave this window, go to the Family module to change patient information.