Exam & Treatment Workflow Scenarios

New Patient Exam & Treatment Workflow

1. Add New Patient

• Enter all required patient demographic and contact information.

• Schedule a New Patient/Consult exam appointment.

Best Practice: All new patients should begin with an Exam Appointment (Consult / New Patient Exam / NPE).

2. Initial Exam & Treatment Recommendation

• Complete the New Patient Exam (NPE).
• Recommend a treatment plan using Manage Findings or Modify Exam.

• Proceed based on clinical outcome (Treatment, Observation, or Follow-up).

3. Consult → Observation Workflow

If the consult exam is completed and the patient is not ready to begin treatment:

• Modify the exam result to Observation.

• Assign a follow-up date.
• Monitor patient readiness for future scheduling.

4. Phase 1 → Phase 2 Treatment Transition

Step 1: Schedule and complete the New Patient Exam (NPE).
Step 2: Recommend treatment, create the Phase 1 Treatment Plan, and obtain a signed contract.
Step 3: Upon completion of Phase 1:

• Schedule the Phase 2 Exam.
• Close the Phase 1 exam before scheduling the new exam.

Step 4: Complete the Phase 2 Exam, recommend the treatment plan, and obtain the Phase 2 contract signature.

Important: An exam must always be closed before scheduling another exam.

Note: All exams and appointments are automatically logged in Appointment History.

5. Observation → Start Treatment Contract

Step 1: Update the NPE result to Observation and set a follow-up date.
Step 2: When the patient is ready:

• Schedule a Readiness (New) Exam.
• Close the prior Observation exam.
  Step 3: Recommend treatment and obtain a signed contract.

Note: All appointment actions are captured in Appointment History.

6. No-Show or Patient-Cancelled Exam

If an exam appointment is marked No Show or Cancelled, choose one of the following paths:

Option A: Reschedule Exam

• Removes the no-show/cancelled appointment from the daily schedule.
• Adds a newly rescheduled exam appointment.
• The original exam remains active.

Option B: Close the No-Show Exam

• Close the no-show exam.
• Create a new exam for future treatment.

Note: All updates, actions, and status changes are fully logged in Appointment History.

7. Completed Exam Rules

• Do not reschedule completed appointments.
• Completed exams are final and cannot be reopened.

8. Multiple Exams Rule (Critical)

• A patient may have only one active exam at any time.
• Always close the active exam before scheduling a new exam.
• This ensures accurate tracking, automation, follow-ups, and reporting.

Never reschedule an exam that is marked as Completed.