Understanding Prospects, Leads and New Patients


Patient Status in VitaLogics


  • Prospect is anyone who has just been added to your VitaLogics database but, has not had an Exam yet.
  • Lead is someone who has come into your office for an Initial Exam but, has not committed to care.

The conversion from prospect to lead happens automatically when an EXAM CPT code is posted to their account (For Example: 99201, 99202, 99203, etc).

  • New Patient is someone who can be considered under your care.

The conversion from Lead to patient occurs automatically when the Second adjusting code has been posted to their account (For Example: 98940, 98941, 98942, etc.)



You will need to make sure Admin> Global Settings is set up with the New Patient Codes and Lead Codes that you use in your office, so the report will pull your patient information correctly

For offices that DO NOT want their patients to follow this flow, they can Select the New Patient Override button in the Patients file, Patient info tab. This will manually provide a patient with the “New Patient” Status.

This option is not advised if you are wanting to view/use the PDX Stats and reports or be able to see a list of prospect, Leads etc.




Training Video Reference

Please keep in mind, this is an old training video and may not provide a full explanation but, is provided for a visual walk through.



This video will discuss the unique classification system for people in the VitaLogics EMR system. 

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