New Patient Forms

What We Send, And Why

When you schedule your first visit with our Warrenton practice, the front desk takes a few details, name, date of birth, email, and your insurance information if you carry a plan. A few days before your appointment a single email arrives from our intake platform with a personalised link to your forms. The link is yours, expires after you submit, and does not require an account or password.

The packet has three documents. The medical history captures the clinical context our doctor needs to plan safely, your medications, allergies, conditions, past surgeries, and any relevant family history. The HIPAA acknowledgement is a signature confirming you have read our Notice of Privacy Practices. The financial agreement explains how we handle insurance claims, balances, and missed appointments. All three together usually take fifteen to twenty quiet minutes.

Medical History, Take It Seriously

Of the three forms, the medical history is the one to slow down on. Pull up your medication bottles or your pharmacy app and copy the names and dosages exactly. Note any allergies, including reactions to local anaesthetics or latex. Mention blood thinners, bisphosphonates, recent joint replacements, heart conditions, pregnancy, and anything you would mention at a physical with your primary care physician.

This is not bureaucratic box-ticking. The doctor reads every medical history before the appointment and uses it to plan your visit, which radiographs to take, which anaesthetic to use, which procedures to defer or sequence differently. A careful history is the most generous thing a new patient can give us.

HIPAA Acknowledgement

Federal law requires every healthcare provider to give patients a written Notice of Privacy Practices and to obtain a written acknowledgement that the notice was received. Our notice is straightforward: your records stay private, we do not sell or share information with marketers, and we will only release records to other providers with your written consent. Signing the acknowledgement does not waive any of your rights.

Financial Agreement

The financial form explains how the practice handles payment. In brief: if you carry dental insurance, we file claims on your behalf and collect your estimated portion at the time of service. If a claim is denied or paid differently than estimated, we reconcile after the fact rather than asking for payment up front. Larger treatment can be staged across appointments or financed through CareCredit or an in-house plan, details on the payment options page.

Privacy, Encryption, And Where Your Data Lives

Our intake platform uses end-to-end encrypted transmission and stores data on HIPAA-compliant servers in the United States. Once your submission is reviewed and merged into your chart, the intake record is purged. Inside the practice, your record is accessible only to clinical and administrative staff who need it to provide care. We do not share, sell, or release any information without your written permission, full stop.

What To Bring On The Day

If you complete the digital forms ahead of time, you only need to bring three things on the day of your visit:

• A photo identification, driver licence, passport, or state ID
• Your insurance card if you carry coverage, plus the cardholder's date of birth if it is not yours
• A list of current medications and any recent imaging from a previous dentist, if available

If you would prefer paper, no apology required, arrive fifteen to twenty minutes early and the front desk will hand you the same forms on a clipboard with a cup of coffee. Either way, the goal is the same: that the doctor walks into your operatory already knowing who you are.