The Patient Finder is a part of the Engagement Module. If you're interested in learning more, CLICK HERE to request a demo!
The Patient Finder Dashboard in Engagement provides your practice with a centralized platform to manage patient information and communication. It is a comprehensive tool that helps dental teams streamline their operations and improve patient engagement.
Watch this short video to learn more about navigating the Patient Finder Dashboard:
Patient Finder List Criteria
Similar to Engagement, your practice management software has its own logic that determines if a patient is active or not. Engagement will likely show a larger list of patients than your practice management software.
Engagement will include inactive as well as non-patients in the Patient Finder Dashboard list if their patient profile meets any one of the following criteria:
They had an appointment in last 30 days,
They have an appointment scheduled in the future,
They are a guardian/guarantor to an active patient
Integrate Analytics Patient Finder Lists into Engagement
Integrate Analytics Patient Finder Lists into Engagement
If your Dental Intelligence subscription also includes Analytics, you can integrate your Analytics Patient Finder lists into your Engagement Patient Finder dashboard.
If you are an existing Analytics user, you will be able to pull through lists of patients into Engagement from the Patient Finder in Analytics!
When you select the Filters Library button in Engagement, you will see a Dental Intelligence option. Click into this tab
From here you can click through the Saved Searches you have created in the Patient Finder or you can select from the pre-made filters in Popular Searches & Top Staff Picks
Note: If you are an active Analytics user and do not see the Dental Intelligence folder as an option, please reach out to our support team so we can enable this setting for you!
How to Sort, Filter, Tag, and Sync Patients
The Engagement Patient Finder dashboard allows you to manage your patient database and view patients' contact information, appointment history, and treatment plans.
Navigate to the Patient Finder by clicking on the Patients dropdown in the lefthand menu, then click Patient Finder.
Sort Patients
Sort Patients
The Patient Finder dashboard in Engagement syncs with your practice management software. You can search for a specific patient by last name, first name, or phone number.
Sort in ascending or descending order by last name by clicking on the up or down arrow next to the Matching results column.
Apply Patient Filters
Apply Patient Filters
Click on the dropdown arrows available in each column to apply filters and create patient lists.
Columns that have filters applied will turn green. Click on the Save Filter option in the upper right corner to save the selected filter combination to your Filters Library so that you can quickly navigate to it for future use.
To set a default patient list filter, open the Filters Library, select your filter, then select Set as Default. Note: This will only apply the default for your personal Engagement dashboard.
Click Clear All to remove all currently selected criteria.
Tip: Hover over the appointment date in the Future Visit column to see the procedure codes and provider associated with the upcoming appointment.
Tag Patients Individually or in Bulk
Tag Patients Individually or in Bulk
Using Engagement's patient tagging feature is a great way to help you keep track of and prioritize groups of patients. Create your own tags or use our preset tag options! Keep your patients organized by using tag labels like:
Needs Hygiene
Balance Due
Friend/Family Discount
ASAP List
Before you get started, watch the short video below to learn how to use patient tagging filters:
From the Patient Finder dashboard, click the tag [ + ] icon to the left of the patient's name. Here you can create and customize up to 7 different labels
There is an additional tag titled "ASAP list" that will automatically add patients to the ASAP list in your Online Scheduling Action Items Dashboard
When creating a new tag, be sure to select the checkmark to save the changes you have made
Note: All new tags created will appear the same across all user dashboards. Existing tags can be changed by clicking on the pencil icon on the lefthand side. Any changes made to the tag will also be identical across all user dashboards.
Click on the tag square to select the tag
You'll notice that once a patient has been tagged, a color-coded tag will be added to their profile
To view the list of tagged patients, select the Filter drop down menu, then choose the Tag category and select the tag colors you would like to filter by
To tag patients in bulk:
From the Patient Finder dashboard, select the group of patients that need their patient tags updated. This can be done by checking the box to the left of their name, or by using filters
Click the checkmark box next to Bulk Actions
Select Update Tags
Here, you can assign, un-assign, or clear all patient tags
Click Apply
Run a Patient Sync
Run a Patient Sync
If you have recently updated patient information or if a patient is not appearing in Engagement but is showing in your practice management software, it could be because the two systems need time to sync.
By default, patient information will sync overnight or within 10 minutes of an appointment being scheduled for them. If you need to sync one or many of your patients’ information right away, you can do so manually in Engagement.
Before running a patient sync, check to make sure that your Engagement bridge is online and connected to your practice management software. If the bridge is offline, your data cannot be synced. Learn more here.
Sync One Patient
From the Patient Finder dashboard, click on the patient's name to open their patient card
Select the Patient Chart tab
Click Synchronize now
Sync All Patients
From the Patient Finder dashboard, click the checkbox next to Bulk Action to select all of your patients
Click Bulk Action, then click Synchronize patients with PMS
Access the Patient Card
Next to each patient's name, you will find helpful icons that tell you information about each patient.
Hover over each icon to learn more about things like patient appointment status or outstanding information.
The Patient Card can be accessed by clicking directly on the patient's name.
Create, Manage, and Message Unlinked Patients
Unlinked patients are easily identified by the broken link symbol next to their name in Engagement.
In some instances, you may need to create an unlinked patient in Engagement who is not yet set up as a patient in your practice management software (Dentrix, Open Dental, Eaglesoft).
In addition to creating an unlinked patient directly from the Patient Finder dashboard, you can also create unlinked patients in bulk by uploading a CSV with prospective patient contact information included in an email campaign (admin users only).
Important note: Patients created in Engagement are not linked to your practice management software (PMS) patient chart. To add a PMS-linked patient, create him/her in your PMS.
Create a New Unlinked Patient
Create a New Unlinked Patient
From the Patient Finder dashboard, click the Create Patient button
Enter in patient information in the necessary fields, then click Create
Unlinked patients are easily identified by the broken link symbol next to their name
Message an Unlinked Patient in Engagement
Message an Unlinked Patient in Engagement
Once an unlinked patient has been created in Engagement, click on the three-dot menu next to their initials
Click Communication
Choose whether to send a Formatted Email or a Direct Message
Message Unlinked Patient(s) in Bulk by Uploading an Email Campaign CSV
Sending an email campaign to prospective patients using a CSV file that is uploaded to Engagement will create an unlinked patient for each recipient listed in the CSV. Recipients listed in the uploaded CSV file will not be linked to any chart in your Practice Management Software (PMS) and can be created or removed later.
Check out our resources to learn more: Send an Email Campaign using a CSV file.
Connect Unlinked Patient to a Patient Chart in the PMS
Connect Unlinked Patient to a Patient Chart in the PMS
To avoid creating duplicate patients, you can connect a patient chart within your Practice Management Software directly to an unlinked patient in Engagement.
From the Patient Finder dashboard, click on the patient's name to open the patient card (Remember: unlinked patients will have a broken link icon shown next to their name)
Click on the Settings gear in the patient card
Click on the Patient Chart section
Click the Create in PMS button to connect this patient to the patient chart in your practice management software. Note: In order to connect the patient properly, you must use the same contact information and date of birth as is shown in your practice management software
Note: If you add the patient in your practice management software with the same contact information as provided in the Unlinked Patient portion of Engagement, we will automatically link the chart during the nightly sync.
Patient Communication and Bulk Actions
There are times, especially in emergencies, that require communicating with an entire group of patients in a short amount of time. Luckily, with Engagement's Patient Finder dashboard, you can manage communication with your patient base in just a few clicks.
Send Individual Patient Messages or Bulk Communications
You can communicate with your patients using a range of channels, including text, email, and chat. Messages can be sent to a single patient or in bulk.
To send an individual message, click on the three-dot menu next to the patient's name and choose the desired communication type from the dropdown list to open the task window.
To send a mass communication to multiple patients at once, filter the patients list and then click the ☑️ checkbox to select all. Choose Bulk Actions and then click on the desired communication type from the dropdown list to open the task window.
Patient Finder FAQs
What do the icons next to patient names mean?
What do the icons next to patient names mean?
Engagement makes keeping track of your patients easy! Helpful icons in the Patient Finder dashboard will alert you when patients are in need of special action or are missing contact information.
Unlinked patient
A broken link icon indicates that this patient has not been linked to a patient chart in your practice management software.
Phone number missing
A phone icon indicates that the patient card does not include a phone number for this patient. To update this, please add a phone number for this patient in your practice management software, then sync the patient to update their status.
Email missing
A mail icon indicates that the patient card does not include an email address for this patient. To update this, please add an email address for this patient in your practice management software, then sync the patient to update their status.
New patient
A green new patient card icon indicates that this is a new patient who has not yet completed an appointment at your practice.
Prospective patient
A star icon indicates that this is a prospective patient. A prospective patient is someone who has inquired about or scheduled an appointment but hasn't had their first visit at your practice.
Outstanding forms
A paperwork icon indicates that this patient has outstanding required forms that need to be completed. Hover over the the icon to see a list of outstanding forms, based off of the required forms your practice has set up.
Click on the icon to quickly load all outstanding forms so that you can send them to the patient. Or, if the patient has already filled these out, you can mark required forms as completed by clicking on the pen icon and entering in the date that they were completed.
Medical update due
A clipboard icon indicates that this patient is missing a medical history form or their form is due for an update. Hover over the icon to see when their medical history was last updated.
Click on the icon to enter in the completion date and mark the medical history as filled, which will prevent the patient from receiving a request to fill it out again until the next time it is due.
Insurance information missing
A shield icon indicates that the patient either a) hasn't filled out the insurance form in Engagement, or b) they don't have insurance.
Minor patient
A child icon indicates that the patient is under the age of 16 with a related parent/guarantor in the system.
Click on the icon to pull up the guarantor and guardian settings to adjust who receives communications for this patient.
Inactive patient
A yellow person icon indicates that the patient is inactive/archived in your practice management software (PMS), but is currently needed in Engagement. This means that the patient has appointments scheduled or completed recently, is a guarantor or guardian for another active patient, or has sent communication recently.
Patients marked with this icon will not be included in bulk actions, and recalls will be hidden in Engagement after they are no longer needed. To remove this status, activate the patient in your PMS and then run a patient sync to update their status in Engagement.
Non-patient
A slash-through person icon indicates that this individual has been marked as a non-patient in your practice management software (PMS) and is not expected to have any appointments. This individual is typically the guarantor of a minor(s) at your practice and is not actually seen there. Individuals marked with this icon will be included in bulk actions and automated reminders that impact the minor.
Why are Primary Providers showing up under Secondary Providers in the Patient Finder dashboard?
Why are Primary Providers showing up under Secondary Providers in the Patient Finder dashboard?
Engagement marks providers as providers. We do not differentiate between Primary and Secondary. However, when filtering patients in the Patient Finder dashboard by Future Visit or Last Visit, Primary Provider will pull a list of patients with that provider listed as their Primary Provider in your practice management software (PMS).
If you sort by Secondary Provider using the same provider name, you will get a different list of patients.