Patient Registration

Which Form Should I Use?

It comes down to who the patient is, not who is filling it out.

• Adult Patient Registration is for anyone 18 or older who will be the patient, whether that is you for your own treatment or an adult family member.
• Child Patient Registration is for any patient under 18. A parent or legal guardian completes this one on the child's behalf, including the medical history and the sections that need an adult's consent.

If you are booking for more than one person, for example two children, simply complete the child form once for each of them. If you are not sure which applies, start the adult form and our team will sort it out, or just call us.

What You Will Need on Hand

You do not need to gather much, but having these ready makes the form quick and keeps your eventual treatment plan accurate.

Have ready	Why it helps
Dental insurance details	So we can verify your orthodontic benefit before your visit and give you real numbers, not estimates.
Medical and dental history	Current medications and past conditions can affect treatment, so this keeps care safe and tailored.
Your general dentist's name	We coordinate with your dentist, and they can send recent X rays so images need not be repeated.
Contact and emergency details	Standard information so we can reach you and schedule around your life.

Your Privacy and Security

Orthodontic registration involves personal and health information, and protecting it matters to us. The forms above are hosted on a secure, HIPAA compliant platform, which means your data is encrypted in transit and handled under the same federal privacy standards that govern any medical office. We use the information only to care for you: to prepare your treatment plan, verify insurance, and coordinate your appointments. We do not sell it. If you ever have a question about how your information is used, just ask, and please do not send sensitive health details through a general website contact form, which is not the secure channel these registration forms are.

What Happens After You Submit

Once your form is in, here is the sequence, so nothing feels like a black box. Our team receives your registration securely and reviews it. We begin verifying your insurance benefit if you provided it, so the cost conversation at your visit is based on confirmed coverage. If you have not already booked, our scheduling coordinator reaches out to find an appointment time that works around school or work, and if you have booked, you simply arrive to a shorter check in because the paperwork is already done. Nothing about registering commits you to treatment. It is purely preparation, and the first visit itself is still a free, no pressure consultation.

Registration and the Bigger Picture

Filling out a form is a small step, but it sits inside a careful process that is part of why specialist care produces better results. A thorough history, coordination with your dentist, and verified insurance are not busywork, they let Dr. Sharma, a board certified orthodontist, plan treatment around your whole health rather than just the teeth in front of her. Whether you are considering braces, Invisalign, or are not yet sure what you need, starting with accurate records means the recommendation you get is built on a complete picture. If you are brand new to all this and want to understand the process first, our new patient guide lays out every step from first contact onward.

Common Registration Questions, Cleared Up

A few practical points come up often, and clearing them up in advance makes the form painless. You can save and return to the form if you are interrupted, so you do not have to finish in one sitting. If you make a mistake, do not worry about getting every field perfect, we review each registration and will confirm anything that looks off at your visit. The medical history section matters more than people expect: conditions like diabetes, heart issues, or medications that affect bone can genuinely change how we plan treatment, so it is worth a careful minute rather than skipping it. For a child, the parent or guardian who completes the form should be the one authorized to make care and financial decisions, since consent lives in that form. And if your insurance changes between registering and starting treatment, just let us know, since we reverify benefits before anything begins so there are no surprises on cost.

None of this is meant to make a simple form feel heavy. The whole point of registering online is to get the routine details out of the way so your time with Dr. Sharma is spent on what actually matters, your teeth, your options, and your questions, rather than a clipboard.

Not Ready to Register Yet?

That is completely fine. Registration is most useful once you have decided to come in or have an appointment booked. If you are still researching and simply want to talk through whether orthodontic treatment makes sense for you or your child, you do not need to fill out anything first. Call or text us at 510 796 1793 with your questions, and we will help you figure out the right next step with no obligation. When you are ready, the forms above will be here waiting, and they take only a few minutes.

For Families Coming From Across the Tri City Area

We welcome patients from all over the Tri City area and beyond, and registering online is especially handy if you are driving in from Fremont, Union City, Hayward, Milpitas, or San Jose, since it means your first trip to our Newark office is spent on your consultation rather than paperwork. Whatever city you are coming from, the process is identical: complete the matching form, bring your questions, and arrive to a smooth check in. Our office sits at Newpark Mall with free parking and easy access from I 880, so the visit itself is as convenient as the registration.

Frequently Asked Questions

Do I have to register online before my appointment?

It is not required, but it saves time in the waiting room and lets us verify insurance and prepare before you arrive. You can also complete paperwork in the office if you prefer.

Which form do I use for my child?

Use the Child Patient Registration for any patient under 18, completed by a parent or legal guardian. Use the Adult form for patients 18 and older. For more than one child, complete the child form once for each.

Is my information secure?

Yes. The registration forms are hosted on a secure, HIPAA compliant platform, so your personal and health information is encrypted and handled under federal privacy standards. We use it only to care for you and never sell it.

What should I have ready before I start?

Your dental insurance details, a list of medications and relevant medical history, your general dentist's name, and basic contact information. Recent X rays from your dentist are helpful but not required to begin.

Does registering commit me to treatment?

No. Registration is just preparation. Your first visit remains a free, no pressure consultation, and you are never committed to starting treatment by filling out the form.

BirchTree Orthodontics
3900 Newpark Mall Road, Suite 204, Newark CA 94560
Serving Newark, Fremont, Union City, and the greater Tri City area
Call or text 510 796 1793 · Dr. Manu Sharma, DMD, board certified by the American Board of Orthodontics