If your practice has the Request Insurance Information option enabled for any of your online scheduling links, patients will be prompted to enter their insurance details — including their Member ID and Group Number — when booking an appointment online.
Where do these insurance details show up in Dental Intelligence?
To protect the accuracy of your patient records, insurance details entered by patients during online scheduling are not automatically written back to your practice management software (PMS) or stored anywhere in Dental Intelligence.
This is intentional. Patients occasionally enter incorrect Member IDs or Group Numbers during the booking process. If that information were written directly to their chart, it could cause their insurance eligibility to flag as inactive or ineligible — creating extra work and potential billing issues for your team.
The only place this information appears is in the Personal Assistant notification that is sent to your Dental Intelligence inbox at the time the patient submits their appointment request. Here's what that notification looks like:
What your team should do next
Because this information isn't automatically saved to the patient file, it's important to act on it promptly when you receive the notification. Here's the recommended workflow:
For new patients: Reach out to the new patient directly to confirm their insurance details before entering anything into your PMS. Use the Member ID and Group Number from the notification as a starting point for that conversation.
For existing patients: Cross-reference the information submitted during online scheduling against the insurance details you already have on file. If something doesn't match, confirm with the patient before making any updates to their chart.
Key Takeaways
Insurance info entered during online scheduling only appears in the Dental Intelligence Personal Assistant inbox notification.
It is not written to your PMS or stored elsewhere in Dental Intelligence.
Always verify the details with the patient or against existing records before adding or updating insurance information in your PMS.
This process helps prevent eligibility errors that could impact billing and claim processing.
Tip: If your practice has Automated Insurance Eligibility Verification enabled, insurance verification information is generated and stored for each patient in their Dental Intelligence patient card in Documents > Eligibility.