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Every patient journey starts with a patient record. Before any appointment can be booked or any clinical record can be created, the patient must exist in the system. A well-completed patient record includes demographic details, medical history, dental history, allergy information, and an emergency contact. This information stays with the patient for life and is available to every dentist and dental nurse at every visit.

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Before You Start

  • You need the Healthcare Administrator or Healthcare Practitioner role to register patients.
  • Have the patient’s full name, date of birth, mobile number, and basic medical history ready at registration.

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Registering a New Patient

  1. Go to Healthcare workspace → Masters card → Patient → New
New Patient registration form showing fields for name, date of birth, gender, mobile number, blood group, and medical history section
  1. Fill in the patient’s details:
  1. In the Patient Demographics or relevant section, complete the emergency contact:
  1. Save the record.

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Completing the Medical History

The medical history section is critical for safe dental treatment. Complete this at registration and review it at every visit. Medical Conditions to Ask About: Use the Allergies and Drug Reactions section to record:
  • Allergen (e.g., Penicillin, Latex, Ibuprofen)
  • Type of reaction (anaphylaxis, rash, gastrointestinal upset)
  • Severity
Allergy alerts are visible to the dentist when they open the patient record. Medications to Record: Ask the patient for their full medication list. Key medications to note:
  • Warfarin, Apixaban, Rivaroxaban, Clopidogrel (bleeding risk)
  • Bisphosphonates (Alendronate, Zoledronic Acid) (MRONJ risk)
  • Aspirin (bleeding risk)
  • Steroids (healing risk)
  • Blood pressure medications
  • Any medications that cause dry mouth (xerostomia) as a side effect

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Recording the Dental History

In the Patient Encounter at the first visit, the dentist records the dental history. Ask about:
  • Last dental visit (when and where)
  • Previous dental treatment (fillings, extractions, root canal, braces, dentures)
  • Previous dental trauma or injuries
  • History of dental anxiety or phobia
  • Previous problems with local anaesthesia (needing more than usual, failed blocks)
  • Family history of dental problems (periodontal disease has a hereditary component)
  • Dietary habits (frequency of sugar intake, fizzy drinks, acidic foods)
  • Oral hygiene habits (brushing frequency, flossing, mouthwash)
  • Grinding or clenching (bruxism)
  • Smoking or tobacco use
  • Alcohol consumption

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Field Guide: Patient Record

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Inviting a Patient to the Portal

Patients can access their own appointments, prescriptions, and diagnostic reports (X-ray reports) through the Bizaxl patient portal.
  1. Open the Patient record
  2. Enter the patient’s email address
  3. Click Invite User
  4. The patient receives an email with portal login instructions
Once the patient has portal access, they can:
  • View and cancel upcoming appointments
  • Download prescriptions
  • View diagnostic reports (OPG findings, IOPA reports)
  • Update their personal details

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Viewing a Patient’s History

The patient history timeline is your most powerful tool for reviewing a patient’s full dental journey.
  1. Go to Healthcare workspace → Records and History card → Patient History
  2. Enter the patient’s name
  3. The timeline shows every record linked to this patient: appointments, encounters, procedures, X-ray reports, prescriptions, lab tests
Patient History timeline for a dental patient showing a sequence of records: Patient Appointment, Patient Encounter with diagnosis, Clinical Procedure (filling), Diagnostic Report (OPG), and Prescription
Tip: Before starting an examination, always open the patient history to review what was done at the last visit, what treatment plan items are pending, and whether any lab results are awaited.

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Best Practices

  • Complete the allergy section at registration and review it at every visit - a missed penicillin allergy can lead to a life-threatening antibiotic prescription error
  • Record the bisphosphonate status for every patient over 50 - failure to identify bisphosphonate use before extraction is a serious clinical risk
  • Update the medical history at every visit, not just at registration - patients’ medical circumstances change, and a medication prescribed since the last visit may affect today’s planned procedure
  • For paediatric patients, record the parent or guardian’s contact details as the primary contact, and note the child’s date of birth carefully (treatment decisions differ significantly between a 6-year-old and a 16-year-old)
  • Treat blood pressure as a mandatory vital sign before any extraction or surgical procedure in patients over 40 or with known hypertension