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Patient Clones 

Patient Clones are a useful feature for practices that have different types of providers who treat the same patient. The tool can be used to create one or more "clones" of the original patient, with data continually synched between patient and clone.

For example, a general dentistry office may also provide orthodontic and endodontic treatment.

  • Use the original patient record to track general dentistry work.
  • Create a patient clone with a specialty of 'orthodontics' to track orthodontic work.
  • Create another patient clone with a specialty of 'endodontics' to track endodontic work.

Turn on Patient Clones
Set up Specialities
Patient Clones in the Family Module
Add Patient Clones
Break Patient Clone Relationships
Synch Original Patient and Clone
Troubleshooting

Turn on Patient Clones

For patient clone options to show in the interface, Patient Clone must be turned on.
  1. In the main menu, click Setup, Advanced, Show Features.
  2. Check the box for Patient Clones and click OK.
  3. Restart Open Dental.

Patient Clones in the Family Module
Manage patient clones, create new patient clones, and view patient clone relationships in the Family module.

The original patient is listed in mixed case (e.g. Smith, John). Clones are listed in all capital letters (e.g. SMITH, JOHN).

Family Members grid: By default, patient clones are added to the original patient's family (Family Members grid).

Another option is to place new patient clones in their own family, and associate the clone to the original via Super Family. This is useful when you want to maintain separate financial accounts for each clone (e.g. send separate statements for orthodontic versus dentistry work).

  1. Turn on Super Families and restart Open Dental.
  2. In Family Module Preferences, Super Family tab, check the preference for 'New patient clones use super family instead of regular family'.
  3. Create the clone. A separate Super Family grid will show in the Family module with the original patient as the super head and clones as family members.

Patient Clones grid: This grid shows when one or more patient clones exist. The original patient will list in red with clones listed below.

Specialities: Assigning specialities is optional, but can be a useful method of differentiating patient clones. Set up specialty options in Definitions, Clinic Specialities.

  • If you are using Clinics, the specialities associated to the clinic are available to associate to the patient clone.
  • If you are not using Clinics, specialties can be associated to the patient on the Edit Patient Information window.

Insurance Verification List: To exclude patient clones from the insurance verification list, see Insurance Verification Setup.

Add Patient Clones

  1. In the Family module, select the original patient.
  2. In the toolbar, click Add next to Clones.



  1. On the Clone Add window, select the clone's primary provider and, if using Clinics, the clone's clinic and clinic specialty.

Specialty: Associate a speciality to the clone. 'Unspecified' can only be selected when the selected clinic has no associated specialty.
Clinic: Only clinics associated with the selected specialty are options. Associate specialities to clinics in the Clinic List.

  1. Click Clone to create the clone. It will list in all caps.

Break Patient Clone Relationships
To break the relationship between a single patient clone and the original patient:

  1. In the Family module, select the patient clone.
  2. Click Break.
  3. A confirmation message will show. Click Yes to break the relationship.

To break all relationships between the original patient and every patient clone:

  1. In the Family module, select the original patient.
  2. Click Break.
  3. A confirmation message will show. Click Yes to break the relationship.

Once the relationship is broken, clones no longer list in the Patient Clones grid, but will still list as family members or super family members.

Synch Original Patient and Clone
The following information can be synched between the original patient and clones.

  • Title
  • First Name
  • Last Name
  • Preferred Name
  • Middle Initial
  • Responsible Party
  • Patient Status
  • Gender
  • Race
  • Language
  • SSN
  • Position
  • Address, Address 2, City, State, Zip, County
  • Address Note
  • Home Phone, Wireless, Work Phone
  • Email
  • Text Message OK
  • Billing Type
  • Fee Schedule
  • Credit Type
  • Medicaid ID
  • Medical Urgent Note (Medical area).
  • Insurance plan information
*Insurance coverage amounts are not synched (amounts used and benefits available), thus insurance estimates may be inaccurate. If you want both original and clone to reflect updated amounts, whenever an amount changes for one, add an Adjustment to Insurance Benefit for the other. This may not be an issue if general dental and orthodontic benefits are different and you have entered Ortho Lifetime Max and Percentage as Benefit Information.

To synch information.

  1. In the Family module Family Members grid, select the patient or clone.
    Note: If you synch from the clone, all clone names will be forced to ALL CAPS, and the original patient name will be forced to mixed case (e.g. John L. Smith).
  2. In the toolbar, click Synch.



  1. Click Yes to continue.
  2. A detailed list of synched changes will list.



  1. Click OK to close the window. Click Print to print a copy of all changes.

Troubleshooting
Version 17.1 and earlier: If the original patient's first and last name is in ALL CAPS, you may be blocked from creating a clone. To resolve, change the original patient name so first and/or last name is not in all capital letters (Smith, John). Then you will be allowed to create the clone.

Bridges to other software: Open Dental always sends the information of the original patient to bridged software, not the clone. If, in the bridged software, information is associated with the clone, you may have issues accessing it. We recommend moving all information to the original patient instead.

 

Open Dental Software 1-503-363-5432