Making Sure Your New Patient Numbers are Accurate

By correctly scheduling a new patient’s first appointment in Dentrix, you can help the accuracy of your monthly new patient numbers.

The number of new patients seen each month is an important statistic for every dental practice. Healthy new patient numbers ensure practice growth. Therefore it is imperative that these numbers be accurate.

There are several reports in Dentrix that show new patient numbers for each month. You can find new patients seen each month in the Practice Advisor Report, the Practice Analysis in the Office Manager, and even on the production calendar in the Appointment Book. I have been in offices that say they don’t think their new patient numbers are correct.

It’s important to understand how Dentrix calculates the number of new patients seen each month. Dentrix looks at the patient’s first visit date in the Family File to get these numbers.

The best way to schedule a new patient appointment, to ensure your new patient numbers are calculated correctly, is to double-click on the desired day, time, and operatory in the Appointment Book and when the Select Patient screen appears, clicking the New Patient button.

Enter the new patient’s name, phone numbers, e-mail address, home address and referral source and select OK.

In the appointment information window, choose Initial and select the procedures the new patient will be coming in for. Assign the appointment provider if necessary and select OK.

The new patient’s appointment is now scheduled in the Appointment Book and Dentrix indicates this is a new patient by showing NP in front of the patient’s name on the appointment.

When the patient comes into the office for their first appointment, select the appointment in the Appointment Book and go to the Family File. From the Family File, select File > New Patient with Appt. Select if you are creating a new family or adding to an existing family.

Dentrix pulls in the information you entered for the patient when you created their appointment. Fill in additional information as needed (including birth date, patient status, and gender). Dentrix will assign the patient’s first visit date as the date you are entering the patient into the Family File. This date can be changed manually if necessary. When finished, click OK to save the patient’s information.

Entering new patients this way will keep your monthly new patient numbers accurate.

Learn More

For additional information, read the following :

By Charlotte Skaggs
Certified Dentrix Trainer and The Dentrix Office Manager columnist

Charlotte Skaggs is the founder of Vector Dental Consulting LLC, a practice management firm focused on taking offices to the next level. Charlotte co-owned and managed a successful dental practice with her husband for 17 years. She has a unique approach to consulting based on the perspective of a practice owner. Charlotte has been using Dentrix for over 20 years and is a certified Dentrix trainer. Contact Charlotte at