New Patient Administration Checklist 2026

A complete per-patient new patient administration checklist for Australian dental front desk teams — 6 pages, 40+ action items across 3 stages: at time of booking, on arrival, and after the appointment. Includes a patient details summary page for the file. Print one per new patient or complete digitally. CL9 in the Resolve Practice Compliance Checklist Pack. Version 2.0, April 2026.

The new patient experience sets the tone for the entire relationship. A consistent, warm, professional first impression — supported by correctly completed documentation — is both excellent customer service AND a compliance requirement.

✔ Fully editable Microsoft Word format — or print one per new patient
✔ 6 pages — 3-stage checklist plus patient details summary page
✔ Yes / No tick columns with an Action Required / Notes column for every item
✔ Covers booking, arrival, and post-appointment administration
✔ Includes CDBS eligibility, HICAPS verification, Google review request, and referral source tracking
✔ Instant digital download
✔ Single-practice licence

What's Included — 3 Stages + Summary:

Part 1 — At Time of Booking (11 items)
Full legal name, DOB and contact number in PMS, email address, private health fund details, Medicare card (CDBS eligibility for children aged 2–17), referral source recorded in PMS (critical for marketing KPI tracking), reason for attendance, correct appointment duration, confirmation SMS/email, 48-hour reminder, what to bring, and referral letter request if applicable.

Part 2 — On Arrival (11 items)
Patient greeted by name within 30 seconds, waiting time communicated, medical history and health questionnaire completed, consent form signed and witnessed, Privacy Policy acknowledged, demographic details verified in PMS, HICAPS card swiped to confirm membership and benefits remaining, Medicare/CDBS balance checked, emergency contact collected, referral letter scanned to record, and previous practice and last visit date noted.

Part 3 — After the Appointment (11 items)
Appointment type correctly coded in PMS, treatment plan presented and patient copy provided, estimated cost and health fund gap amounts calculated, payment collected and receipt issued, HICAPS claim processed, CDBS claim submitted if applicable, recall or next appointment pre-booked (target >80%), appointment reminder set up, Google review request sent within 48 hours, referral source confirmed in PMS, and new patient file complete with all signed documents scanned.

Part 4 — Patient Details Summary
A one-page patient details summary for the file — full name, DOB, address, phone, email, emergency contact, health fund, membership number, Medicare number, CDBS eligibility, referral source, referring provider, and date of first appointment. Includes formal sign-off.