Manage Patient Records in Dental4Windows

Listed below is how to Search for a patient, show next appointments, attach a photo to a patient file, delete patient photo from file, set patient category for a patient, edit patient category, capitalise patient name, merge duplicate records and add a new third party, guardian or postcode/suburb. 

Search for a Patient

There are three ways to search for a patient file, from any tab in Patient Records.

1. Press the Ctrl + F keys on the keyboard
2. Click the Find icon 
3. Go to Find/View menu > Find Patient
1. Enter details of the patient
2. Click Find
3. Select the patient in the list 
4. Click OK
   
   

The columns shown in the search results are user-defined. 

1. Go to Find/View menu > Modify Search Results Fields
1. Place a tick against the fields to show
2. To change the order they will show, select field(s) and click Move Up or Move Down
3. Click OK
   
   

Show Next Appointments

The system can search and show you any appointments that have been made for the current patient or for linked family members.

1. Go to Patients > Patient tab
2. Click the Show Next Appointments icon  or Patient menu > Select Show Next Appointments
1. Search beginning from:
2. Period can be modified by selecting from the drop list.
3. Dates can be modified by overwriting with DD/MM/YYYY
3. Click SEARCH button
   
4. Show Family Member Appointments: Tick to include family members appointments as well. Patients must be linked into one family for the appointments to show 
   *This feature will be available in Build 6334
5. in inactive books: Tick to include inactive books
6. Click Print to print out an appointment list for patient.
7. Click Print Appointment Card to print out an appointment card for patient.
8. Highlight an appointment row
9. Click Go to to go directly to the appointment
10. Click on Close to close this window
    
    

Attach a Photo to Patient File

A photo can be added to the Patients tab of each patients' file. 

Measurement	Width (max)	Height (max)
Centimeters	8.25	5.5
Pixels	310	220

1. Go to Patient Records > Patient tab
2. Find the patient to import the image to 
1. Enter patients details> Click Find  or Find/View Menu> Find Patient...
2. Select correct patient > Ok
3. Patient menu > Import Picture
1. Browse to the location where you saved the picture file and select the desired file
   

Delete Patient Photo from File

Follow these instructions to remove the photo attached to a patients' file. 

1. Go to Patient Records > Patient tab
2. Find the patient to delete the photo from 
1. Enter patients details> Click Find  or Find/View Menu> Find Patient...
2. Select correct patient > Ok
3. Patient menu > Delete Picture

Set Patient Category for a Patient

1. Go to Patient Details > Patient tab
2. Select the relevant category from the Patient Category drop list
   
   

Edit Patient Category

When a patients' category changes, rather than delete the existing category, simply add a new one for the current period. 

1. Go to Patient Details > Patient tab
2. Click the notepad icon for Patient Category
   
   
3. Add a new Period 
1. Add 
   
2. Enter New Period Start Date
   
3. Click OK
   
   
4. Select the new category
5. Click Exit
   
   

Capitalise Patient Names

When entering a patient's name, the first letter of the name is capitalised.

This is not desirable where the patient's name includes multiple capital letters (e.g. McDonald).

This can be resolved with the Capitalisation feature.

1. Go to Patient Records > Patient tab
2. Click the Capitalise icon  or Patient menu > Select Disable Capitalised Words
3. Enter the patient’s details

 The patient's name will now include capital letters as desired.

Merge Duplicate Patient Records

Follow the below instructions to merge two of the same patients and their Mediasuite images (if applicable) into one file and delete the duplicate file. If third party x-ray software is being used, any x-rays must be exported from the patient to be deleted and imported into the patient to be kept.

This process has changed from Build 5503. Here are instructions on how to upgrade to the newest build available.

This action CANNOT be reversed.

1. Go to Patient Details > Patient tab
2. Write down the card numbers of the duplicate and original patient card
3. Click the Find icon  > Search for the patient to delete
4. With the patient to be deleted in view, go to Patient menu > Duplicate Patient Records Merge
5. Click OK
   
   
6. Next, find the Patient to keep
1. Click OK
   
   
7. This action cannot be reversed
1. Click Yes to proceed
   
   
8. To copy the patient demographic details: 
1. Click Yes
   
   
9. If Mediasuite is being used, the following message will appear.
1. Click OK to merge the images
   
   
10. The following message advises merge is complete
1. Click Yes to delete the duplicated patient card
   
   

Add a New Third Party

A Third Party (usually a company or organisation, e.g. Work Cover) can be added to the system.

1. Go to Patient Records > Patient tab
2. Find/View menu > Third Parties List
3. Click Add New
   
   
4. Enter the details
5. Click three dots to assign communication methods for Recalls or Invoices
   
   
6. Select the communication method and click OK
7. Click OK to save the Third Party
8. The patient's Invoices, Recalls and/or Queries can be set to the Third Party
   
   
9. Select Third Party from first drop down menu, then which third party from second drop down menu e.g. Workcover
   

Add a New Guardian

A parent/guardian/carer responsible for a child account (usually a person who is NOT a patient) can be added to the system.

1. Go to Patient Records > Patient tab
2. Find/View menu > Guardians List
3. Click Add New
   
   
4. Enter the details
5. Click  to assign communication methods for Recalls or Invoices
   
   
6. Select the communication method and click OK
   
   
7. Click OK to save the Guardian
8. The patient's Invoices, Recalls and/or Queries can be set to the Guardian
   
   
9. Select Guardian from first drop down menu, then which guardian from second drop down menu
   

Add a New Postcode/Suburb from Patient Records

Postcodes/Suburbs can be added into the system when an unknown suburb is entered into a patient's record. 

1. Go to Patient Records > Patient tab
2. Enter a suburb
   
   
3. If the suburb entered doesn't exactly match suburbs in the system, a window will appear with suburbs matching the text entered
4. Click Add to create a new Postcode
   
   
5. Enter the Suburb and Postcode
6. Click OK
   
   

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