New patient processing time dropped from 20 minutes to 6 minutes. Data entry errors went to near zero.
Engagement map
From operating problem to measured outcome
5 weeks delivery · 4 tools in the implementation stack
Challenge
A 3-location DSO was running paper intake forms for new patients at all three locations.
What we built
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.
Result
New patient processing time dropped from ~20 minutes to ~6 minutes.
Recorded outcomes
Delivery timeline: 5 weeks. Metrics are shown in the same context as the published engagement.
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.'
The implementation path shown here follows the actual engagement summary.
Implementation sequence
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.
Results like these start with a free call.
If the same approach fits your situation, I'll tell you how. If it doesn't, I'll tell you that too.
Book a Free Call