Electronic Patient Forms SOP - Casper Dental
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Electronic Patient Forms – Practice by Numbers

Standard Operating Procedure (SOP) • Last updated: January 2025

Purpose

Ensure new patient registration and recall forms are sent accurately and consistently to all patients using Practice by Numbers. This SOP reduces paper usage, eliminates scanning, and streamlines patient check-in by transitioning to fully digital patient forms.

Benefits of Electronic Forms

  • Eliminates paper forms and reduces scanning
  • Faster patient check-in process
  • Automatic syncing with Open Dental
  • Patients can complete forms before arriving
  • Improved data accuracy (no handwriting issues)

Core Principle

Paper-Free First Approach

Electronic forms are the default. Paper forms should only be used as a last resort for patients who insist on using paper.

  • Always offer electronic forms first
  • Do NOT proactively offer paper forms
  • Keep at least 50 paper forms as backup inventory
  • Paper should only be used when patients explicitly request it

Step 1: Patient Intake Call

1 Create Appointment & Patient Account

When a patient contacts the office:

  1. Create an appointment in Open Dental once approved by the patient
  2. For new patients, create a patient account in Open Dental with the following required information:
    • Full name
    • Phone number
    • Email address
    • Date of birth

Why This Matters

Accurate contact information (phone and email) is critical for sending electronic forms. Without valid contact details, forms cannot be delivered automatically.

Step 2: Send Electronic Forms

2 Send Forms via Practice by Numbers

After the Open Dental account is created, send forms via text and email using Practice by Numbers.

Required Forms for New Patients:

  • Patient Information
  • Medical History
  • HIPAA Informed Consent
  • Dental Insurance Form

Once completed, Practice by Numbers will generate a notification.

Automated Form Delivery

Forms are sent automatically based on the Patient Appointment Reminder & Recall System SOP. Forms are typically sent:

  • 1 week before the appointment with a paperwork link
  • 1 day before the appointment as a reminder

See the full Recall System SOP for detailed timing and messaging.

Step 3: Verify Form Completion

3 Confirm Forms are Completed

  1. Search the patient in both Open Dental and Practice by Numbers
  2. Confirm the forms show as completed in Practice by Numbers
  3. Confirm forms populate in the Image tab in Open Dental

Successful Sync

When forms sync properly:

  • Practice by Numbers shows "Completed" status
  • Forms appear in Open Dental Image tab
  • Patient data is automatically populated

Exception Handling: Forms Not Syncing

🔧 Troubleshooting Form Sync Issues

If forms do not sync to Open Dental:

  1. Check the Actions Needed section in Practice by Numbers for errors
  2. Navigate to the Forms tab
  3. Locate the patient by phone number
  4. Select Tag Patient
  5. Enter the patient's name
  6. Click Sync Now

Sending Forms to Patients In-Office

If a patient arrives without completing their forms, you can send them electronically while the patient is in the office.

4 Send Forms Manually (In-Office)

Method 1: Via Communication Center

  1. Click the SMS button at the bottom left of any page
  2. Search for the patient in the Communication Center
  3. Click the forms icon (clipboard symbol) below the text input box
  4. Select the forms you want to send
  5. Click Send

Method 2: Via Patient Information Window

  1. Search for the patient using the search bar (top right)
  2. Open the Patient Information Window
  3. Navigate to the Forms tab
  4. Click Send General / Consent Form
  5. Select the forms to send
  6. Choose delivery method (SMS or Email)
  7. Click Send

Method 3: Tablet or In-Office Device

  1. On a tablet or computer, go to: app.practicenumbers.com/forms
  2. At the bottom of the check-in page, click Forms & Consents
  3. Select the forms for the patient to complete
  4. Click Send
  5. Patient can complete forms on the device immediately

Additional Resources

For detailed instructions on sending forms in Practice by Numbers, see:

Paper Backup Policy

Maintain Minimum Paper Inventory

Each office should maintain at least 50 sets of paper forms as backup.

  • Use paper only when patients explicitly request it
  • Do not offer paper proactively
  • Always attempt electronic forms first
  • Restock paper forms when inventory falls below 50

Need Help?

Support Contact

If you encounter issues with Practice by Numbers or electronic forms:

Key Reminders

  • ✅ Always collect complete patient contact information (phone & email)
  • ✅ Send forms automatically via appointment reminders (see Recall System SOP)
  • ✅ Verify forms sync properly to Open Dental
  • ✅ Send forms manually if patients arrive without completing them
  • ✅ Use paper only as a last resort
  • ✅ Maintain at least 50 paper backups