QR Registration
Let new patients self-register on your patient list by scanning a QR code at reception. Setup, placement, and what the clinic sees.
QR Registration turns reception into a self-service desk. Print your clinic's QR code, place it where new patients sit, and let them fill in their own details on their phone instead of writing on a clipboard or dictating to your receptionist.
What QR Registration Does
A new patient walks in. Instead of handing them a paper form, you point them at the QR code on your reception counter. They scan it, type their name, phone, and email on their own phone, and tap submit. A new entry appears in your Registrations queue. You review it, accept it, and the patient is now in your patient list.
It is a different flow from your booking page:
- Booking page lets patients pick a time and reserve an appointment.
- QR Registration captures a new patient's contact info so you can add them to your patient list.
Some clinics use both. The QR code for registration usually lives at reception or in the waiting room. The booking-page link goes on Instagram, WhatsApp, and email signatures.
What You'll Need
- An active Dentare account (available on every plan, including Free)
- Owner or admin access to your clinic's settings
- A printer (any home or office printer is fine)
Enabling QR Registration
Open Settings
Log in to Dentare and go to Settings -> Patient registration.
Turn It On
Toggle Enable QR Registration to on. The toggle saves immediately. Your QR code becomes active in a few seconds.
Choose What Patients See
Pick which fields the registration form shows. Name and phone are always required. You can also collect email, date of birth, and short notes (allergies, current medications) if your clinic uses that information from day one.
Keep the form short. Every extra field is a reason for a patient to give up halfway through.
Save and Preview
Click Preview to see exactly what a patient will see when they scan. Open the preview on your own phone, fill in a test entry, and confirm everything looks right. You can delete the test entry from the Registrations queue afterwards.
Printing and Placing the QR Code
Open Settings -> Patient registration -> Print. You'll see a print-ready PDF with your clinic name, a short instruction line, and the QR code itself.
Print on standard A4 or letter paper. The QR code is large enough that any phone camera reads it from arm's length.
Placements that work well:
- Reception counter - the patient's first stop, easiest scan
- Waiting-room wall - patients reach for their phone anyway
- Take-home card - hand it out at the end of an existing patient's visit so they can refer family members
- Back of business cards - useful for in-network referrals
Avoid placing it inside the treatment room. By that point your receptionist has already collected the patient's info in another way, and the QR code goes unused.
What the Patient Sees
The patient scans, lands on a clean page with your clinic name at the top, and sees a short form. They fill it in, accept your terms and privacy policy (the same one displayed on your booking page), and tap submit. They get a confirmation message: "Thanks - your clinic will be in touch shortly."
That's it. No app to install, no account to create, no password.
If the patient also wants to book an appointment, point them at your booking page link. The two flows are designed to work side by side - see Book an Appointment Online for the patient-side guide on booking.
What You See on Your Side
Open Patients -> Registrations. You'll see a list of every self-registration in date order. Each entry shows:
- Patient name and contact info
- Submitted at - when they scanned and filled in the form
- Status - new, accepted, or declined
- A Registered via QR marker on the patient's profile after you accept
Tap an entry to review the details. If everything looks right, accept it. Dentare creates the patient record automatically. You can also decline an entry (for example, if it's a duplicate of an existing patient).
Common Questions
Is the QR code unique to my clinic? Yes. Every clinic has its own QR code that points only to your registration page. Patients who scan it can never end up registering at a different clinic by mistake.
What if a patient already exists in our list? Dentare checks for duplicates by email and phone. If a self-registration matches an existing patient, the entry is flagged in your Registrations queue. You can decline it without creating a duplicate record.
Can I turn it off later? Yes. Toggle Enable QR Registration to off in settings. The QR code stops working immediately. Existing registrations stay in your queue and are not affected.
Does this work for emergency patients? Yes. The form is short by design - a patient who needs urgent care can fill it in on their phone in under a minute, even if they have not been to your clinic before.
Print a fresh QR code if you move to a new clinic location The QR code itself does not change, but the printed sheet shows your current clinic name and address. If you move or rebrand, reprint the sheet so patients see accurate information.