Edit Patient Information
In the Family Module, double-click in the Patient Info area.
You can prompt staff to complete certain fields using Required Fields marked with an *. If required fields are incomplete when staff clicks OK on the window, a message will notify them.
Click Cancel to view the incomplete fields, marked by a red exclamation point. Enter the required information. Click OK to save.
Appointment scheduling is restricted: If checked, appointments cannot be scheduled for the selected patient. This includes scheduling new appointments, sending existing or planned appointments to the pinboard, moving an appointment to another time slot, or scheduling an appointment from the unscheduled list. If unchecked, appointment scheduling is not restricted.
Patient Number: Assigned automatically by the system and shown for reference. Numbers are assigned sequentially and there is no way to fill in gaps. Gaps can occur when a database split is performed or when patients are deleted. To find out how many patients you have, use a query.
Names: All name information is entered in the upper left. For easy reference, the Preferred Name will show before the first name in most areas of Open Dental. The Salutation is not used anywhere, but can be useful for offices that use Letter Merge.
Status: The statuses are as follows:
Use the Patient Status Setter tool to set multiple patients at once to active or inactive.
Gender: The biological sex of the patient. Unknown is for HIPAA compliance in case a patient does not wish you to record or track their gender. To record gender identity or sexual orientation, see Edit Patient Information: Public Health Tab.
Position: Marital status of the patient.
Family Relationships: Indicates this patient's family relationship (e.g. guardian, spouse, father, mother) to other patients. See Family Relationships. For EHR, this is used when sending immunization data.
Birthdate/Age: The patient's birth date. Age will automatically calculate when you leave the field.
Medicaid ID, State: This field is only visible when Medicaid is turned on in Show Features. If entered here, also enter the number in the insurance plan as the Subscriber ID. Enter the two-letter State Abbreviations for the Medicaid State. Entering the first letter of the abbreviation will prompt a dropdown of choices beginning with that letter.
Chart Number: Optional, but not recommended. Useful when you need a place to enter patient ID numbers if you converted from another program, or if you put numbers on your paper charts. Click Auto to assign the next available numeric chart number to the patient. It will not work for mixed letters and numbers. The only place the chart number will show is in the Family module.
Ask to Arrive Early: If a value (in minutes) is entered, a reminder message, with requested arrival time, will appear each time an Appointment is made for this patient. See Time Ask to Arrive for more information. If Same for entire family box is checked, when information in this area changes for one family member, the information changes for all family members. If you create a new family member, this box will not automatically be checked.
Prefer Contact/Confirm/Recall Methods: How the patient prefers to be contacted for each action.
There are eight options:
Hints: The preferred method can affect defaults in other areas including:
Exclude Automated Msgs: Exclude this patient from receiving text or email automated messages. Automated messages include: eReminders, eConfirmations, Automated Thank-Yous, WebSched Recall, WebSched ASAP, WebSched New Patient, WebSched Notify, Patient Portal Invites, Birthday Emails, and Statements.
Trophy Folder: Only visible when using the enhanced Trophy Bridge.
Language: Select the patient's preferred language. Customize patient language options in Miscellaneous Setup. When a language is set, if a language translation exists for Sheets, eConfirmations, or eReminders, the preferred language will be used.
Clinic: If using Clinics, set the patient's default clinic for patient payments, claim payments, and adjustments. If unassigned, the default will be none. To force users to assign a clinic, see Family Module Preferences, Allow new patients to be added with an unassigned clinic.
Referred From: Click [...] to select a referral source. New referrals can be added in the Referral List.
Address and Phone area: Contains fields that are normally the same for an entire family.
Same for entire family: If checked, when information in this area changes for one family member, the information changes for all family members. This box is normally checked. It is not a database field, rather it compares the existing values of all family members and applies any changes to all members so they match. If you uncheck the box, you must make a change for the setting to be saved. When unchecked, changes only apply to the selected patient, and family members will have different values. If, at a later date, you check the box, changes will be applied to all family members.
Same for entire super family: Only visible when the patient is the head of a Super Family and Allow syncing patient information to all super family members is checked in Family Module Preferences. When checked, address and phone information for the super head will be applied to all super family members (not just guarantors).
City/State/Zip: 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. Or, click Edit Zip to associate cities and states with zip codes and add to them to the master list. See Zip Code List.
Show Map: Open the patient's address in Google Maps. Only shows if Show Google Maps in patient edit option is checked in Family Module Preferences.
Address and Phone Notes: Make notes about when to call a patient, which number the patient prefers, extra phone numbers, extensions, bad phone numbers, bad addresses, alternate addresses, etc. Text will show in bold red in the Patient Information area of the Family module. These notes also show in the Unscheduled List, Recall List, and appointment.
Same for entire family: If checked, when information in this area changes for one family member, the information changes for all family members. We recommend checking notes for other family members before applying to entire family so you don't accidentally overwrite another note.
Billing and Providers: Contains fields that are normally the same for an entire family.
Same for entire family: If checked, when information in this area changes for one family member, the information changes for all family members.
Credit Type: A one letter code that your office can use to track credit worthiness of patients based on credit reports, history of payment, or whatever criteria you prefer. These letters are simply for your information and are not used internally. One method is using A, B, or C. If credit is unknown, you can use a 0. The code displays in appointments when CreditType is added to an appointment view, and in other places throughout the program.
Included in Super Family Billing: Only visible when the patient is a guarantor of a family included in a Super Family. If checked, this patient will show as the patient on super statements (statements that include the account activity for all super family members).
Billing Type: The patient's billing type. Customize options in Definitions: Billing Types. To change, user must have the Patient Billing Type Edit security permission.
If the preference in Family Module Preferences for New patient primary insurance plan sets patient billing type is checked, when a new primary insurance plan is created for the patient, and a billing type is set for the plan, the patient's billing type will automatically change to match. (If you change an existing plan's billing type, it will not automatically change the patient's billing type).
Primary Provider: Select the provider who will usually see the patient. The default is the provider set as the practice default. If using clinics and providers are restricted to clinics, only providers available for the patient's assigned clinic are options. To change, user must have the Patient Primary Provider Edit security permission.
Secondary Provider: The patient's secondary provider, often the hygienist. If using clinics and providers are restricted to clinics, only providers available for the patient's assigned clinic are options.
Fee Schedule (rarely used): Only set this when the patient has a fee schedule different than the UCR fees. Typically this selection will be none and the fee schedule will be determined by the provider's default fee schedule, or the insurance plan fee schedule. See Fee Schedule Logic. If the patient needs a discount fee schedule, use Discount Plans instead.
Email and Phone: Add contact information for the patient. This information can also be set same for entire family (see above).
Same for entire family: If checked, and you change email or phone information for the patient, the information will also change for all existing family members. If this box is checked for other family members, and you create a new family member, email and phone information is not copied. If you check it when adding a new family member, any changes made will be applied to all other family members. This does not apply to the Text OK status.
Wireless/Work Phone: Phone numbers automatically format as you type.
Text OK: Indicate if patient can receive text messages.
Appt Texts: Only shows if Appt Texts are enabled. Indicates if patient has opted in or out of Appointment Texts. Once a patient opts out, the office cannot opt them back in. The patient must instead send a text to opt back in. Click Info to see one of the following:
Email Addresses: The patient's complete and valid email address. To enter multiple addresses, separate each with a comma. At minimum one email address is required in order to enable the Email toolbar button and send emails. See Email.
Tabs: The following tabs may be available depending on what options are turned on in Show Features.