In this video, you’ll learn how to sync patients from your Practice Management Software (PMS) using Smile Advantage’s Pro package integration.
We’ll walk through how to add new patients, connect existing records, and properly link unlinked members. This functionality is crucial for maintaining accurate data, eliminating duplicate records, and optimizing your office workflow.
🧑💼 What Is PMS Syncing?
If your office is using the PMS-connected Pro version of Smile Advantage, your dashboard can integrate directly with your practice management system (e.g., Dentrix, Open Dental).
This allows you to:
Pull in existing patient records
Link them to Smile Advantage memberships
Sync updates (like name or contact info)
Prevent data entry duplication
💡 If you’re not currently using a PMS-connected version, reach out to our team to upgrade and unlock these features.
🧭 How to Add or Sync a Patient
When adding a new membership, you’ll be prompted to search for the patient first:
Click “Add New Membership”
Use the search bar to find the patient in your PMS (first name, last name, etc.)
If the patient exists in PMS but not yet in Smile Advantage, you’ll have the option to link them
Once linked:
The patient’s profile will pull in their contact info
Any changes in the PMS can be reflected in Smile Advantage for future syncs
🧩 Linking Unlinked Patients
If you notice a patient’s membership is not connected to their PMS record:
Navigate to their Patient Profile
Use the “Link to PMS” option to find the correct match
Confirm the connection
This helps avoid duplicate records and ensures visits, transactions, and membership status are tied to the correct patient.
🛠️ Verifying and Re-Linking
There may be times when:
A patient was added manually, but also exists in PMS
PMS data changed (e.g., name spelling)
To fix this:
Search the member from the dashboard
Access their profile and select “Verify or Re-Link”
Confirm or adjust the PMS match
✨ This is especially useful during onboarding or after large data imports.
🔐 Security & Sync Behavior
All syncing is secure and HIPAA-compliant.
Patient information is encrypted during syncing
Only authorized users can link or re-link records
Linked data ensures better tracking and fewer manual entry errors
📌 Best Practices for PMS Syncing
✅ Link new patients before adding manual records
✅ Regularly check for unlinked patients during onboarding
✅ Communicate with your team if records appear duplicated
✅ Only link a record if you’re confident it’s the right match