Comprehensive Orthodontic Patient Flow Protocol

Initial Patient Contact

Front Desk Procedures

• Collect patient demographics and insurance information
• Schedule initial consultation
• Send new patient forms electronically
• Verify insurance benefits

Initial Consultation Visit

Clinical Assistant Tasks

1. Welcome patient and escort to consultation room
2. Take diagnostic photographs:
   • Extraoral (frontal, profile, smiling)
   • Intraoral (frontal, lateral, occlusal)
3. Obtain panoramic and cephalometric radiographs
4. Perform intraoral scanning or take impressions

Orthodontist Examination

1. Clinical examination
2. Review of records
3. Treatment planning discussion
4. Present treatment options and recommendations

Treatment Coordinator Tasks

• Review treatment plan
• Present financial arrangements
• Schedule treatment start appointment
• Obtain informed consent

Treatment Start Appointment

Clinical Procedures

1. Pre-treatment photos
2. Prophylaxis if needed
3. Placement of appliances:
   • Bonding protocol
   • Initial wire placement
   • Oral hygiene instructions

Adjustment Appointments

Check-in Protocol

1. Verify appointment time
2. Update medical history
3. Confirm payment status

Clinical Flow

1. Remove elastics/wires
2. Clean and check appliances
3. Progress evaluation
4. Adjustment or wire change
5. Update treatment notes
6. Schedule next appointment

Emergency Visits

Triage Protocol

• Assess urgency level
• Schedule same-day if necessary
• Document nature of emergency

Treatment Completion

Final Appointment

1. Remove appliances
2. Take final records
3. Deliver retainers
4. Schedule retention check

Quality Assurance

• Regular staff training
• Monthly protocol review
• Patient satisfaction surveys
• Treatment outcome assessment