An Oral Health Survey is a simple, non-invasive way to initiate conversations with patients about potential cosmetic work while they are in the dental practice.
Patients independently complete either a printed form or an electronic form displayed in Clinipad without feeling pressured or judged by practitioners. In this form they indicate their oral issues of concern.
Their Dentist can then talk through these concerns, outline the kinds of treatment that could resolve their issues, and potentially create a treatment plan within the same appointment.
These Oral Health Survey conversations often expose underlying untapped demand for cosmetic dentistry, which can be very profitable for the practice and rewarding for patients who are left feeling great about their oral health and the proactive professional service that they have received.
The Oral Health Survey checkbox is checked (ticked) as due if,
- The patient has never completed this survey before
- It has been more than the configured interval since the last survey:
Normal procedure in the Arrivals screen is to Select the Arrive and Send to Clinipad button if you have a Clinipad device functional and available:
- If the Oral Health Survey checkbox is de-selected (not required) you can still manually select it.
- If no tablets are available, print a form for patient manual completion by clicking the Oral Health Survey hyperlink. The patient takes this form to the Clinic, where the Clinician creates a digital Oral Health Survey and transcribes the information while consulting with the patient
Monitor patient/s Oral Health Survey status by means of the Clinipad tab:
Locate the patient name in the Clinipad tab and click the expander [+].
You'll see icons of the forms that apply to the patient, including one for the Oral Health Survey. Against each form is a status. For example:
Oral Health Survey status changes to Needs Consult, which is a cue for the Clinician.
Reviewing the Oral Health Survey with a Patient
- Open the Oral Health Survey tab in the Chart screen.
- Locate and double-click the patient's Oral Health Survey in the Oral Health Survey tab:
- Review and discuss the selected information and the comments.
- Add your own Provider Notes.
- Use the Save button as a means of saving without completing.
- Select the Complete button to finalise the Oral Health Survey.
Completed surveys become un-editable, read-only medical records, so only select the Complete button when you are sure that there are no more changes to be made.
The record in the Oral Health Survey tab shows as Complete:
Viewing completed Oral Health Surveys
- Double-click the Oral Health Survey record in the Oral Health Survey tab.
The Oral Health Survey will display with information on who completed it and when:
- Open the Oral Health Configuration screen from Configure - Appointment Book - Arrival Options.
- Configure settings as described below:
Oral Health Surveys Enabled
Disable and Enable Oral Health Survey by means of this checkbox (default is checked (enabled)).
With the Oral Health Survey enabled, an Oral Health Survey section is added to the appointment Arrivals Screen, and the screen will pop up by default.
When processing patient arrivals, Receptionist are prompted to issue the Oral Health Survey questions, depending on patient age and how long ago they last looked at a survey.
With the prompt disabled you will lose the Receptionist prompt in the patient Arrivals screen, so if you're considering disabling it, the recommendation is to leave it enabled and then decide whether to issue the survey on a patient-to-patient basis.
Patients should be required to fill out Oral Health Surveys every... Set how often the patient should be prompted to update their Oral Health Survey.
The default is 24 months.
Select 0 months to always show the survey when a patient arrives for an appointment.
Only collect Oral Health Surveys for patients over...
Select the minimum age at which a patient should first be asked to complete an Oral Health Survey. The default setting is 18 years.
If the patient is under the minimum age the section will still appear in the arrivals window, but will always be unchecked (unticked) by default and display a message stating that the patient is underage.
Collect Oral Health Surveys before appointments with
Specify whether the Oral Health Survey should be collected only for Dentist appointments, or forallproviders.
The default setting is for Dentist only. This is recommended in order to ensure that the Dentist can always review the Oral Health Survey and carry out any diagnosis required for the patient concerns.
With this setting, when the patient arrives for their appointment, if they are not due to see the dentist at this appointment or later in the day, then the Oral Health Survey will not be requested at all.
If set for All Providers, the Oral Health Survey will be conducted by the first Provider to see the Patient. It is important in this case to have a practice standard procedure where that first Provider will inform other affected Providers if any issues arose with the Oral Health Survey. This applies especially to co-duty appointments.
Template to use when printing a paper form
Select a Presentation Manager template to print if there is no Clinipad available, or the practice does not have the Clinipad module. A Presentation Manager 'Oral Health Survey' template ships with EXACT.
You can import this template and edit it to remove any questions that you don't want to ask (the default is all questions asked). You can uncheck (untick) any questions that you don't want to ask. For example if your practice does not offer orthodontics or whitening, you may wish to uncheck just those questions. Alternatively you may want to leave them in to discover how many of your patients would be interested in those services if you were able to offer them.
Ask patient on Clinipad if they would like relevant information to be sent to them.
Optionally include this marketing-related question so that patients who agree can be included in marketing campaigns. Their answer options are:
- Leave blank (this is the default and applies if they ignore the question)
Select Questions Customise the Clinipad Oral Health Survey by selecting and de-selecting questions. Patient Portal currently offers all questions only.
On the patients chart tab you can add the Oral Health Survey Tab and manually issue or review Oral Health Surveys.