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New Patients

Your First Visit

Finding out you or your child needs braces doesn’t need to be a stressful event. The orthodontist and staff at Orthoworks will walk you through every step. We are here to help you in every matter from financing to maintenance of your beautiful smile.

We ask all new patients to complete our Pre-Treatment Survey before the first visit so we can get to know you better and make your visit more efficient. To complete the survey, CLICK HERE. Contact our office if you have a language preference other than English. We are happy to assist you.

Your first visit will include an introduction to your Patient Advisor and a quick tour of the office. This helps patients feel more comfortable and at ease. The goal of the first appointment is to determine if treatment is needed and, if so, where to start. A thorough clinical examination is given. Photographs and x-rays of the teeth and mouth will be taken. The orthodontist will give a diagnosis, explain any orthodontic problems and recommend a course of action.

If it is determined treatment is needed, impressions of the teeth will also be taken. If you choose Invisalign, an Itero scan will be performed. These will be used to help determine an individualized treatment plan. A Patient Advisor will provide you with an estimate of the treatment cost and review your insurance benefits. Furthermore, financing options and payment plans will be discussed. Patients who qualify for Care Credit have zero down payment! In addition, the doctor pays the interest for 24 months! One of our Patient Advisors can assist you with an online Care Credit application or you may choose to apply from your smart phone or tablet or from the comfort of your home HERE.

Recommended appliances, such as retainers, braces or expanders will be described in detail. You will also receive an estimate as to the length of time the treatment will take and frequency of appointments. The consultation typically takes 45 minutes to two hours.

What’s Next?

If you agree to go ahead with treatment, the next step is to make an appointment to get the appliances placed. Some patients can start treatment the same day. The orthodontist and staff will explain the importance of good oral hygiene while the appliances are in place. Additionally, they will discuss how to care for the appliances and review proper dental hygiene procedures.

Appointments are usually needed every 6 to 8 weeks to determine the progress of your teeth and to make adjustments. The orthodontist will also evaluate and review your hygiene practices. The orthodontist and staff are part of a team, but the patient is the key player. Orthodontists want their patients to feel comfortable and knowledgeable about every step of the process. If you have questions or concerns at any time, don’t hesitate to ask.

New Patient Forms

To make your first appointment more enjoyable and efficient, please complete our NEW online patient forms before the visit. Note: all questions must be complete or an error message will display.

Patient Info and Medical History Form (English) Patient Info and Medical History Form (Spanish) Child (English) Adult (English) Child (Chinese) Adult (Chinese) Child (Spanish) Adult (Spanish) Notice Of Privacy Practices Select Your Perferred Language

Winston is our mascot dog who smiles on command- with the perfect smile!

Winston with toothbrush First visit staff talking to patient

Take a look at a couple of our instructional videos . . .

Wooden Nickels Program

Wooden Nickel Program

Sometimes, we need a little extra motivation to do the things we need to do. This is especially true when we are young. To help our patients stay on track with their treatment, we offer the WOODEN NICKELS PROGRAM. At each appointment, you will be given a cooperation report; this report will determine the WOODEN NICKELS you receive at each appointment. You save these up and then trade them in for a prize. It is our way of giving you the boost you need while thanking you for being a wonderful patient.

Like any game, there are rules to the WOODEN NICKELS PROGRAM. They are as follows:

the-most-wooden-nickels

ONE One wooden nickel is given when you meet all of the following four requirements at your visit.

  1. You show up on time for your appointment
  2. You have been brushing and flossing very well
  3. No damage has been done to your appliance or braces
  4. You have been wearing your elastics and/or appliance as instructed

EXTRA nickels are given when:

  1. You bring in a report card with an A on it. You get one Nickel for every A on your report card.
  2. Your dentist signs a form at your six-month check-up certifying your have great hygiene and no cavities.
  3. You wear your OrthoWorks t-shirt to your appointment.
  4. You Yelp us or check in on Facebook while in our office

You will earn TEN wooden nickels when:

  1. You refer a friend to our office and they begin treatment with us. They must let us know that you referred them.
  2. You come to the office pre-approved for Care Credit and utilize it during your appointment to start treatment. For new patients only.

You cannot earn wooden nickels when:

  1. You are visiting for an emergency appointment
  2. You come in for brushing help or an oral hygiene check.
  3. You missed your previous appointment without canceling it before the scheduled date.

Keep in mind, if we forget to give you your nickels, you must ask for them before you leave the office. We do not give forgotten nickels at the next visit.

Wooden Nickel Exchange List

Item Nickels
Proxy Brush 1
   
ToothBrush 5
   
SmileGuard Flouride Rinse 10
Starbucks ($5) 10
McDonald’s or Burger King ($5) 10
Jamba Juice ($5) 10
   
Target Gift Card ($10) 20
See’s Candy Gift Card ($10) 20
Trader Joe’s Gift Card ($10) 20
   
Movie Tickets (2) 30
OrthoWorks T-Shirt 30
I-Tunes Gift Card ($15) 30
   
Macy’s Gift Card ($25) 50
Best Buy Gift Card ($25) 50
Restaurant Gift Card ($25)
Red Lobster, Cheesecake Factory,
Olive Garden or Ca. Pizza Kitchen
50
   
2 Great America Tickets 80
2 Six Flags
Discovery
Kingdom Tickets
80
2 Raging Waters OR
WaterWorld Tickets
80
2 Santa Cruz Beach Boardwalk Ticket 80
Oral B Electric Toothbrush 80

To redeem the prize, you will need to fill out a form with the patient’s name, next visit date and prize type. Present the form along with the nickels (in an envelope) to our front desk person. Some prizes will have to be mailed out or given to you at your next orthodontic visit. Forms will be located in the waiting room.

Financial & Insurance

It is our mission to provide you with affordable, high-quality treatment that fits your budget! We offer a variety of payment options to meet your needs. For your convenience, we accept Visa, MasterCard, Discover, American Express and CareCredit. We offer zero-interest financing over active months in treatment with approved credit, a down payment and automatic payment debit. We offer several types of discounts from which you can choose,ie… 5% discount for paying in full or a multi-family discount.

Insurance

Our office is committed to helping you maximize your insurance benefits. Because insurance policies vary, we can only estimate your coverage in good faith but cannot guarantee coverage due to the complexities of insurance contracts. Your estimated patient portion must be paid at the time of service. As a service to our patients, we will bill insurance companies for services and allow them 45 days to render payment. After 60 days, you are responsible for the entire balance, paid-in-full. If you have any questions, our courteous staff is always available to answer them.

CareCredit_Button_ApplyNow

If your insurance covers orthodontic treatment, you will receive the benefit of reduced personal costs. Many insurance policies have a lifetime orthodontic benefit that is distinct from regular dental insurance. Remember that insurance policies vary, and we will review your insurance to determine the appropriate course of action. Once treatment has started, we will file your claims.

Please remember that orthodontic insurance is a benefit for you or your child. If, during the course of treatment, your benefits change, the financially responsible party is accountable for all charges.

staff doing insurance

Frequently Asked Questions

No, it is not. Many of our patients are referred by their family dentist, yet many other patients take the initiative to schedule an examination themselves.
The American Association of Orthodontists recommends an orthodontic screening at age 7. By this age, several permanent teeth in most children have erupted, allowing us to effectively evaluate your orthodontic condition.
No, they will not. The space available for the front teeth does not increase as you grow. In most people, after the permanent molars erupt, the space available for the front teeth decreases with age.
If you or your child can potentially benefit from orthodontic treatment, simply call our office, send us an e-mail or fill out our appointment request form online. We will be happy to schedule an appointment for you. When you call to schedule your appointment, our front office staff will request some basic information from you.
Upon arriving, each patient and parent will be seen by the staff and doctor who will acclimate you to our office and prepare for the initial exam. We will take the necessary photographs and X-rays to allow us to make a proper diagnosis. The doctor will then complete a brief, but thorough, exam. There are five essential questions that we will cover during the initial examination:
  • Is there an orthodontic problem, and if so, what is it?
  • What must be done to correct the problem?
  • Will any teeth need to be removed?
  • How long will the treatment take to complete?
  • How much will the treatment cost?
Removing teeth is sometimes required to achieve the best orthodontic result. Straight teeth and a balanced facial profile are the goal of orthodontics. However, because new technology has provided advanced orthodontic procedures, removing teeth is not always necessary for orthodontic treatment.
Treatment time obviously depends on each patient's specific orthodontic problem. In general, treatment times range from 12 to 30 months. The "average" time frame a person is in braces is approximately 22 months.
It is impossible to give an exact cost for treatment until we have examined you. We will cover the exact cost and financial options during the initial examination. We have many financing options available to accommodate your needs, and we will review these with you. We will also review your insurance policy and help to maximize your benefit and file your claims.
Appointments are scheduled according to each patient's needs. Most patients in braces will be seen every five to 10 weeks. If there are specific situations that require more frequent monitoring, we will schedule appointments accordingly. Unfortunately, we cannot schedule all appointments for students during after-school hours. However, because most appointments are scheduled five to 10 weeks apart, most patients will miss minimal school due to their orthodontic treatments. We will, however, make a sincere effort to meet your scheduling needs.
Yes. We understand your busy schedule, and we are happy to help you make the most of your time. On some occasions, we may request to speak with a parent when they return, so we ask that parents check in with their patient manager before dropping off their child.

Office Policies

Our Mission

As a team, we are committed to providing beautiful healthy smiles for children and adults through the best of orthodontic care. We are dedicated to providing extraordinary personal service with compassion and consideration for each individual’s needs. We strive to create a friendly and caring environment for both our patients and employees. We continue to invest both time and training team building and staff education.

Office Hours for Our Locations

Please see locations pages in the menu for specific office hours for your local office.

Appointments

Your scheduled appointment time has been reserved specifically for you, therefore we ask that you arrive 5 minutes early to brush your teeth and be ready at your appointment time so that we may spend quality time with you. We request 24-hours’ notice if you need to cancel your appointment. We are aware that unforeseen events sometimes require missing an appointment. However, after missing three appointments without notifying us in advance, you are subject to being charged an additional no show fee.

NOTICE OF PRIVACY PRACTICES

This notice describes how your health information may be used and disclosed, and how you can access this information. Please review it carefully. At Orthoworks® Dental Group, we are required to keep your health information secure and confidential, by law. Also by law, we need to give you this notice and to follow the terms of this notice. The law permits us to use or disclose your health information to those involved in your treatment. For example, a review of your file by a specialist doctor whom we may involve in your care. We may use or disclose your health information for payment of your services. For example, we may send a report of your treatment or progress to your insurance company. We may use or disclose your health information for our normal healthcare operations. For example, one of our staff will enter your treatment information into our computer system. We may share your medical information with our business associates, such as a billing service. We have a written contract with each business associate that requires them to protect your privacy. We may use your information to contact you. For example, we may send newsletters or other information to you. We may also call and remind you about your appointments. If you are not home, we may leave this information on your answering machine or with the person who answers the telephone. In an emergency, we may disclose your health information to a family member or another person responsible for your care. We will need to release some or all of your health information, when required by law. If this practice is sold, your information will become the property of the new owner. Except as described above, this practice will not use or disclose your health information without your prior written authorization. You may request in writing that we not use or disclose some or all of your health information as described above. We will let you know if we can fulfill your request. You have the right to know of any uses or disclosures we make with your health information beyond the above normal uses. You have the right to receive communication about your health information in the manner you prefer. We will also use whatever communication method, number or system you prefer to contact you. You have the right to transfer a copy of your health information to another practice. Notify us in writing of where you would like us to send a copy of your health information for you. You have the right to see and receive a copy of your health information, with a few exceptions. Give us a written request regarding the information you want to see. If you want a copy of your records, we may charge you a reasonable fee for the copies. If you would like a digital copy of your records, let us know which type of file you would like and we will try to meet your needs. You have the right to request an amendment or change to your health information, in writing. If you wish to include a statement in your file, please give it to us in writing. We may or may not make the changes you request, but will include your statement in your file. If we agree to an amendment or change, we will not remove nor alter earlier documents, but will add new information. You have the right to receive a report of who we disclose your information to. If our privacy and security measures or systems are breached in any way, we will notify you. You have the right to receive a copy of this notice. If we change any of the details of this notice, we will notify you of the changes in writing. You may file a complaint with the Department of Health and Human Services in writing (200 Independence Avenue, S.W., Room 509F, Washington, DC 20201), online (http://www.hhs.gov) or by email (OCRComplaint@hhs.gov). You will not be retaliated against for filing a complaint. Please contact our Privacy Officer, Doreen Witz, at (650) 589-4563 for more information, to make a request, to file a complaint with us or for assistance regarding your health information privacy.

Orthoworks