This Standard Operating Procedure defines how a dental practice registers new and returning patients, verifies identity and insurance, reviews medical history, and captures HIPAA consent before treatment. A consistent intake process protects patient privacy, prevents scheduling and billing errors, and ensures clinicians have complete information before care begins.
Use this template as a starting point, then customize the responsible roles, forms, and systems for your practice. You can copy it, print it, or load it into the InstantSOP generator to tailor it to your workflow.
Purpose
To ensure every patient is registered accurately, medical histories are captured, privacy is protected, and clinical staff receive complete information before treatment.
Scope
Applies to front desk staff, treatment coordinators, and clinical team members involved in onboarding new and returning patients.
Responsibilities
- Front Desk: Collects and verifies patient information, forms, and consent at check-in.
- Treatment Coordinator: Verifies insurance eligibility and reviews the financial policy.
- Clinical Staff: Reviews medical history and alerts before beginning treatment.
- Office Manager: Owns this SOP, trains staff, and audits intake compliance.
Step-by-Step Procedure
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1. New patient pre-visit
- Capture name, date of birth, contact details, and reason for visit.
- Send digital intake forms (medical/dental history, HIPAA Notice of Privacy Practices, consent) before the appointment.
- Verify dental insurance eligibility; note coverage, deductible, and limitations.
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2. Day-of check-in
- Greet the patient and confirm identity using two identifiers (full name and date of birth).
- Confirm all forms are complete and collect any missing signatures.
- Verify and update contact and insurance information; scan photo ID and insurance card.
- Collect any applicable co-pay and confirm the signed financial policy.
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3. Medical history review
- Review the completed medical history for allergies, medications, and conditions.
- Flag alerts (premedication requirements, latex allergy) prominently in the chart.
- Confirm the reviewing clinician acknowledges alerts before treatment.
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4. Privacy & consent (HIPAA)
- Provide the Notice of Privacy Practices and obtain acknowledgment.
- Record communication preferences and authorized contacts.
- Discuss protected health information out of earshot of other patients.
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5. Handoff to clinical team
- Mark the patient "ready" in the practice-management system.
- Notify the assistant or hygienist that the chart and alerts are complete.
- Seat the patient and confirm the reason for the visit.
Checklist Version
- Patient identity verified with two identifiers
- All intake forms complete and signed
- Insurance verified and card/ID scanned
- Co-pay collected and financial policy signed
- Medical history reviewed and alerts flagged
- HIPAA Notice of Privacy Practices acknowledged
- Patient marked ready and clinical team notified