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New patient processing time dropped from 20 minutes to 6 minutes. Data entry errors went to near zero.
20 min → 6 min
Processing time
Near zero
Data entry errors
3
Locations live
A 3-location DSO was running paper intake forms for new patients at all three locations. Front desk staff manually entered demographics, insurance information, medical history, and chief complaint into Dentrix after each new patient appointment — 8–12 minutes of data entry per patient, plus time correcting misread handwriting. With 15–20 new patients per week across locations, that was 2+ hours of daily entry work producing inconsistent data.
We built a digital intake form — tablet-based for in-office use, link-based for pre-visit completion — that integrates directly with Dentrix via their API. On submission, the automation validates required fields, checks for format errors (invalid dates, missing insurance IDs), creates or updates the patient record in Dentrix, and triggers an eligibility check against the payer API. Front desk gets a dashboard confirmation with any flags needing attention.
New patient processing time dropped from ~20 minutes to ~6 minutes. The 6 minutes is mostly the eligibility check and staff reviewing the pre-populated chart. Data entry errors dropped to near zero. The front desk described it as 'actually having time to greet patients instead of typing.'
Patient fills out intake form on tablet in-office or clicks pre-visit link on their phone.
Form validates required fields and format in real-time. Errors shown before submission.
On submit, automation checks for an existing Dentrix record using name, DOB, and email.
New patient: record created with all intake data. Existing patient: record updated with changes.
Eligibility check runs against the payer API using the submitted insurance information.
Results stored in the patient record. Coverage issues flagged for front desk review.
Front desk dashboard shows today's new patients with intake and eligibility status.
Welcome SMS sent to new patients with directions, parking, and what to expect.
Timeline: 5 weeks
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