Your Practice Management System holds your complete patient database. Smile Advantage manages your membership program. When you need to find a patient and check their membership status, or link them to a membership, you’ve been switching between systems.
Global Patient Search brings your full PMS patient database into Smile Advantage, letting you search across all patients and take action without leaving the platform.
Search Across Your Entire Database
Type a name into Global Patient Search and the system queries your Practice Management System in real time. Results appear within seconds, showing matching patients from your complete database, not just those who already have memberships.
Real-Time Results
Search results come directly from your PMS, so you’re always seeing current data. New patients added to your PMS today are searchable immediately. No batch syncing, no waiting for overnight updates.
Flexible Matching
Search by:
- First name
- Last name
- Full name (first and last together)
- Patient ID
The search handles partial matches, so “John” finds “John Smith,” “Johnny Garcia,” and “Johnathan Williams.”
See Membership Status Instantly
For each search result, you can immediately see whether the patient:
Is an active member: Shows their current membership status, plan, and renewal date
Is an inactive member: Previously had a membership that has since lapsed or been cancelled
Has no membership: Patient exists in your PMS but has never been enrolled in your membership program
This visibility helps you quickly identify enrollment opportunities and answer patient questions about their status.
Streamlined Patient Linking
When a patient should be connected to a Smile Advantage member record, the workflow is seamless:
Link Existing Members
If the patient already has a membership but isn’t linked to their PMS record, connect them with one click. Linking enables:
- Transaction posting to their PMS ledger
- Unified patient/member identity
- Complete history visibility
Create New Members
For patients without memberships, start enrollment directly from search results. Patient information pre-fills from the PMS record:
- Name (already populated)
- Contact information
- Address details
Less data entry means faster enrollments and fewer errors.
Why This Matters
Without Global Patient Search, finding patients and managing their membership status required:
- Open your PMS
- Search for the patient
- Note relevant details
- Switch to Smile Advantage
- Search again (or create new)
- Enter information manually
- Link records later
With Global Patient Search, the entire workflow happens in one place:
- Search in Smile Advantage
- Find patient (with membership status visible)
- Take action (link, enroll, or view details)
Use Cases
Global Patient Search improves several common workflows:
Patient Phone Calls
A patient calls asking about their membership. Instead of putting them on hold while you switch systems, search their name and see their status immediately.
Front Desk Check-In
Patient arrives for an appointment. Search their name to see if they’re a member, if their membership is current, or if this is an enrollment opportunity.
Membership Drives
Running a campaign to enroll patients? Search for specific patients your team has identified and start enrollments directly from search results.
Data Cleanup
Identifying patients who should be linked to member records? Search and link them systematically without switching between applications.
Duplicate Prevention
The search results clearly indicate when a patient is already linked to a member record. This prevents accidental duplicate member creation, a common problem when teams can’t easily see existing connections.
Requirements
Global Patient Search requires PMS integration to be configured for your office. The feature works with Practice Management Systems that support real-time patient queries through our integration layer.
Privacy and Access
Global Patient Search respects your existing access controls:
- Only users with appropriate permissions can search patient records
- Search activity is logged for audit purposes
- Results are limited to your office’s patient database
One Search, Complete Visibility
Your team shouldn’t need to be experts in multiple software systems to answer basic questions about patients and memberships. Global Patient Search brings your PMS data into the membership platform, giving you complete visibility from a single interface.