CareCru’s Dentrix Forms Sync helps your team save time by automatically uploading submitted patient forms directly into Dentrix. This reduces manual work, improves accuracy, and keeps patient records up to date.
💡Note: this feature applies to both Dentrix and Dentrix Enterprise.
🦷 What Happens When a Patient Submits a Form?
When a patient completes a digital form through CareCru:
- A copy of the form is stored inside CareCru
- A PDF of the form is automatically synced into the patient’s Dentrix chart (when matching criteria are met)
- An email copy of the form is sent to the practice's general email
☑️ How are Forms Matched to Existing Patients?
In order for a form to successfully sync into your PMS, the following scenarios are validated from the submitted form data against the data in your PMS:
If any of these scenario's do not match, the form will still be uploaded to the CareCru platform, but it will not be automatically downloaded into your PMS.
📍Where to Find Submitted Forms
In CareCru, you can access all submitted forms two ways:
-
Clicking the Forms quick-access button at the top right of CareCru
-
Going to:
Account Settings > Forms > Submissions
In Dentrix, you can find a synced form by:
- Opening the patient chart
- Going to the Document Center
-
Reviewing the Miscellaneous folder
✅ Understanding Form Sync Statuses
Each form submission includes a sync status indicator so your team can quickly identify whether action is needed.
🟢 Green = Successfully Synced
The form was successfully uploaded into Dentrix.
No further action is required.
🟡 Yellow = Sync Pending
CareCru is still attempting to sync the form into Dentrix.
CareCru will continue retrying the sync every 2 hours for up to 5 days.
🔴 Red = Sync Failed
The form could not be automatically matched and uploaded into Dentrix.
This most commonly happens when:
- Patient demographic details do not match
- The patient could not be found in Dentrix
- Key information is missing or different between systems
💡 The Forms icon will display a notification badge if there are forms that still require review or action.
🔧 How to Resolve a Failed Sync
Manually Upload the Form
- Download the PDF from CareCru
- Save it to your computer
- Upload it manually into the patient’s Document Center in Dentrix
💡 Best Practices
- Regularly review un-actioned forms in CareCru
- Ensure patient demographic information is accurate in Dentrix
- Monitor yellow or red sync statuses daily