Manage Family Heads / Members in Dental4Windows

Manage Family Heads / Members in Dental4Windows

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Patient status - family head / family member, add a new family head from Patients tab, add a new family member, change family heads, move individual patient from family file.

Patients Status - Family Head / Family Member

To manage family files, it is useful to understand Patient Statuses.

Each patient’s status is found in Patient Records > Patient tab

There are two types of patient statuses: Family Head and Family Member

  1. Family Head: can apply to an individual or family file
  2. Individual: A patient exists in the database as a single file with no family members linked to it

  3. Family: A patient exists in the database alongside family members and is the family head of the family file. A crown will be shown next to the family head in the Family Members drop list

  4. Family Member: a patient exists in the database alongside their family head and other family members

Add a New Patient from the Patient tab

Add a New Family Head 

The most common method of adding new patients to the system is via the Appointment Book, however patients can also be added in the Patients tab.

Use this method if the new patient does not require an appointment at the time of creating.

  1. Go to Patient Records > Patient tab
  2. Click the New Head icon 
  3. or Patient menu > Select New Head

  4. Enter the new patient’s details in empty fields of the newly created file

    5.  The newly created patient will now have a Status of Family Head

Add a New Family Member

Family files are required to manage and create family appointments and invoices.

There are two options to add a new patient as a family member.

In Patient Details

Use this method if the new patient does not require an appointment at the time of creating.

  1. Patient Records > Patient tab
  2. Click the Find icon  (or Ctrl + F)
    1. Enter the name of the existing patient (head) you wish to link the new patient (member) to
      1. Click Find
    2. Highlight the correct patient listed below the search fields
    3. Click OK
  3. Next, Click the New Member icon 
    1. Enter the new patient’s details in empty fields of the newly created file
The newly created patient will now have a Status of Family Member

In Appointment book
Use this method if the new patient requires an appointment at time of creation.
  1. Go to the Appointment Book
  2. Right click in time slot where you wish to insert the appointment
  3. Select Insert new… > Appointment for patient…
    1. Go to the Enter new patient tab 
    2. Tick the Member of family

      1. Enter the name of the existing patient you wish to link the new patient to
      2. Click Find
      3. Highlight the correct existing patient name below the search fields
      4. Click OK
    3. Enter the details of the new patient (member)
    4. Click OK

    After creating the appointment, the new patient has a file saved to the database as a family member alongside the existing patient’s file.

Change from Family Member to Individual Head

Scenario: Veronica is 21 and is now responsible for her own invoices and appointments. Veronica will be removed from the family file, becoming the Head of her own file.

  1. Go to Patients Records > Patient tab
  2. Find the Family Member file mceclip6.png
  3. Change the Status from Family Member to Family Head

    1. Change this member to a NEW family HEAD?: Yes

Change from Family Head of one Family to Head of Another

Scenario: Tom Smith is incorrectly listed as the Family Head of another Smith family and needs to be moved to be the Family Head of his family. 

  1. Go to Patients Records > Patient tab
  2. Find the Family Head file 
  3. Change the Status from Family Head to Family Member

    1. Select the new Family Head
    2. Click OK

  4. Change the Status from Family Member to Family Head
    1. Click Clear
    2. Find the new/correct family
    3. Ensure the correct family is listed
    4. Click OK

      1. Click Yes to make this person responsible for Recalls, Invoices, Queries and Appointment reminders for others in the family. Click No to keep their current settings.

Change from Family Member to Family Head of Same Family

Scenario: Jane, 15 was the first patient to attend the practice. Now her dad, Tom is a patient and should be made the Head of the family. 

  1. Go to Patients Records > Patient tab
  2. Find the Family Member file 
  3. Change the Status from Family Member to Family Head

    1. Ensure the correct family is shown onscreen (same family will show by default)
    2. Click OK

Move Individual Patient to a Family File

Scenario: Bob and Susan are both patients, however they are not joined as a family. Susan will be the Family Head and Bob will be a Family Member. 

  1. Go to Patients Records > Patient tab
  2. Find the patient who will become the Family Member
  3. Change the Status from Family Head to Family Member

  4. Find the patient will be become the Family Head
  5. Select the patient
  6. Click OK
    1. Confirm (Yes) or Deny (No) that details of this patient should change to that of the Family Heads

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