Dental New Patient Form

Implement this dental new patient form and watch as you improve your intake process. Designed to elevate patient and practitioner experience, prioritize oral health and work towards seamless dental patient management.

By Alex King on Jun 20, 2024.

Fact Checked by Ericka Pingol.

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Dental New Patient Form PDF Example
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What is a Dental New Patient Form?

A dental new patient form refers to an intake document that dental practitioners give to new patients when they schedule an appointment at their practice. Dental new patient forms serve a variety of functions. Primarily, they are used to inform the dental practice of important information concerning the medical history and health status of the patient. This data will be used to make informed clinical decisions, ensuring that the patient is able to receive the highest quality of care.

Dental new patient forms also allow patients to play a more involved role in their own care, helping to improve the transparency of the care delivery process. Given all of these reasons, it is increasingly important for dental practices to utilize resources that will automate the intake process. This will allow patients to seamlessly transition into new dental practices, with the additional benefit of improving the accuracy of patient data, and reducing the workload for administrative staff.

To help dental practices achieve this type of automation, we have developed a that can be easily accessed, downloaded, and used in your dental business.

Printable Dental New Patient Form

Download these templates for a new dental patient form to improve your client intake process and HIPAA compliance.

How to Use This Template for Dental New Patient Forms

The process of implementing the dental new patient form template within your business should be extremely simple. To help guide you through this, we’ve developed a step-by-step guide.

Step One: Access the template

As you will see, we have included a link to the downloadable template a little further down this page. If you click on this link the new patient form should open in your device’s PDF reader, where it can be downloaded for later use. 

Step Two: Make copies available

Because you won’t know when exactly a new patient will book an appointment at your practice, it is a good idea to have these templates readily available. You should download the template and save it to your device, and from here you can either store electronic copies, or you can print them out into a hard copy. 

Step Three: Give the form to patients 

After a new patient has signed up to receive treatment at your clinic, you need to give them the form to complete. Again, you can choose whether to distribute an electronic or a physical version of the form. Both of these options are fine, but for efficiency purposes we definitely recommend using the online version. This will ensure that the onboarding process is complete prior to the day of the patient’s first appointment. 

Step Four: Upload data to your system

The final thing you need to do is upload the data from the new patient form to your practice’s system. Most dental practices will be using EHRs to store their patient data, and because new patient forms contain medical history and insurance information, this data needs to be recorded somewhere secure.

Dental New Patient Form Example (Sample)

Sometimes the best way to learn how to use a new resource is to see how it works in action. This is why we’ve created a sample new patient form. Although the exact information included in this document will understandably differ from the forms filled out by your patients, the layout and structure will be identical. Hopefully, this example gives you an insight into how the document will look when it has been filled out.

Download this Dental New Patient Example (Sample) here: 

Dental New Patient Form Example (Sample)

Who Can Use this Printable Dental New Patient Form (PDF)?

This dental new patient form has been designed primarily for use by dental practitioners. The information that the document gathers targets patients who have signed up to receive dental treatment, likely making it unsuitable for other healthcare practitioners. In saying that, you may find value from the form if you are an orthodontist, if you are working as a nurse within a dentistry clinic, or if you are a dental hygienist. There is also a range of different facilities and/or locations where utilizing the dental new patient form will be valuable. These include:

  • Dental or orthodontist practice
  • Hospital
  • Community dental service clinics
  • Aged care facilities
  • Childcare facilities

If you don’t see your place of work in the list above, this does not mean that you won’t be able to use the new patient form template. Essentially, if you are a practitioner that has some kind of specialization in dentistry, then this form will be perfectly suited to your needs.

Why is This Form Useful for Dentists?

When designing resources for healthcare practitioners, it’s important to try and make them as useful as possible. We think we have achieved this quite well with our new patient form, and some of the uses it has include:

  • Automate intake: Of course, the primary use of the new patient form is to automate the intake process. Onboarding can be completed prior to the day of the patient’s appointment, insurance can be pre-validated, and patients won’t have to spend excessive amounts of time in the waiting room. 
  • Save time: In turn, an automated intake process will save you and your coworkers a lot of time. You won’t have to worry about organizing the layout or structure of new patient forms and you can access, print, and distribute the document with just a couple of clicks. 
  • Organization: Using the dental new patient form will also allow you to improve organization at your practice. Maintaining the organization of documents can be a time-consuming task, especially considering the range of different notes that dental practitioners are required to complete. This form will guarantee organization while also minimizing the time and effort required to maintain it – it’s a win-win.
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Benefits of Dental New Patient Form Templates

Our dental new patient form template has also been shown to have a broad range of advantages for dental practices. Some of these benefits include:

Reduce administrative workload 

Without helpful resources like this new patient form template, the onboarding process can be both time-consuming and complicated. It often falls upon administrative staff to follow up new patients with questions regarding their personal details and medical history, which although necessary, can quickly become burdensome. Implementing the new patient form template within your dental practice will significantly reduce the workload of administrative staff, who can then spend their time complementing more urgent tasks.

Reduce time spent in waiting room

If you choose to store your new patient form templates online, you will be able to quickly and easily send a link to patients who can then complete the form prior to their first appointment. This will mean that on the day of their appointment, they won’t have to spend excessive amounts of time in the waiting room and can instead have a seamless experience at your practice.

Prioritize patient needs

Another factor that will help improve the patient experience is related to how these forms validate and prioritize patient needs. The documents give patients a space to indicate what they are looking to achieve from treatment, as well as informing the dental practitioner of their past medical history. This information indicates that the dental practitioner will prioritize patient needs, and ensure that the treatment plan is responsive to these.

Prevalidate insurance 

We’ve included an insurance section on the dental new patient form, where the patient can record their insurance provider details (when applicable). If you ask your patients to return the form to you prior to their first session, you’ll be able to prevalidate their insurance plan. This will lead to a much smoother medical billing process and you should hopefully be able to receive reimbursement quickly.

Improve data accuracy 

Finally, using the dental new patient form will lead to more accurate data. Patients complete the form themselves, which should reduce the likelihood of errors concerning their personal information. Having accurate patient data will improve communication, coordination of care, and overall clinical outcomes – contributing to a better experience for both patients and practitioners.

Why Use Carepatron For Dental New Patient Forms?

The healthcare industry is increasingly implementing technology solutions to automate various processes. Carepatron, a practice management software, is one of the leading platforms available in today’s market. With Carepatron at your dental practice, you will be able to utilize templates to automate your intake process. Additionally, you can maximize your patient engagement through Carepatron’s client portal, which displays a patient’s appointment, payment, and clinical note information. The portal also provides a secure communication channel between patients and their dental practitioners, helping to improve the transparency of the care delivery process.

We understand that implementing a new system into your practice can be daunting, but with a fantastic support team and intuitive user interface, Carepatron will help you overcome this barrier in no time. The platform additionally offers tools that target medical billing, coding, appointment scheduling, telehealth, mobile care, and clinical documentation, so if you’re looking for an all-in-one solution, then you’ve definitely come to the right place.

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What are the intakes steps for a new dental patient?
What are the intakes steps for a new dental patient?

Commonly asked questions

What are the intakes steps for a new dental patient?

The intake process will vary slightly between dental practices, but there are certain procedures that are fairly universal. Firstly, the patient will book an appointment at your practice, after you which you will give them a copy of an intake form. These forms will gather information that needs to be uploaded into your practice’s system, and you should create a new patient profile and validate their insurance plan. Next comes the actual appointment, which you should follow up with by asking for feedback and/or booking a subsequent session.

When are dental new patient forms used?

These documents are used whenever a new patient signs up to receive treatment at a dentistry practice. Although there is some flexibility around when the patient completes the form, they should be filled in before the first session.

Why are dental new patient forms important?

Primarily, these forms are used to gather information about a patient: their personal details, contact information, medical history, and insurance details. Having access to this kind of data is critical in order for the dental practitioner to make informed and accurate decisions regarding the patient’s treatment.

What should be included in a dental new patient form?

Every new patient dental form is different, however, all should include the basics. This is the basic medical history, contact information, insurance information, as well as prior and current dental concerns.

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