Adding or Updating Patient Registration
Adding a new patient from patient registration begins by entering a salutation, the person's last name, first name, and middle name. Select a gender and enter a date of birth. Country is defaulted to the USA. Select the state, city, and zip code by typing one of them and selecting one. We have a database that is updated regularly with state, city, and zip codes to prevent incorrect entry. We recommend completing all the fields. The Identify type field is used only for government agencies.
Meaningful Use Required Fields
To achieve Core Measure 7, please add information for these fields:
- Preferred language
- Gender
- Race
- Ethnicity
- Date of birth
Uploading a Picture
We recommend taking a digital picture of all patients and saving it as a JPG file to a folder. Click the upload button to select this picture and save it. This picture will help employees recognize patients.
Referring Physicians and other physicians or imaging centers or labs are pulled in from the contacts database. These contacts must be entered to link to the patient’s registration. See the Contacts section.
Default Imaging Center: A default imaging center sets an imaging center to always send orders to.
Default Lab: A default lab can be saved for the patient to always send labs to this this default.
Default Primary and Secondary Pharmacies: A primary and secondary default pharmacy can be saved.
Programs: Patients can be assigned to any federal, state or private programs. This button allows them to be added and assigned to a facility or none.
Patient Registration - Other Details
This Other Details screen captures the patient’s work-related information, special patient information, locks a patient record, and sets notification methods. The Other Details options can be reached after basic patient registration fields have been filled in and saved.
Patient Employment Details
Select the student status, employment status, and occupation. Type the name of the employer and address. Select the country, state, city, and zip code. Work telephone and email are important to capture.
Patient Other Details
In this section, very important persons (VIP) can be identified. Exclusion from the registry will exclude this patient from the quality measures and other patient base analysis. Should the patient pass away, this is where that information is entered and used for billing purposes.
Lock Password
A patient record can have further security by requiring a password be entered prior to viewing a patient’s dashboard.
Notification Options
There are three methods of notifying a patient of appointments: email, voice call, and text messaging. A number is selected or entered to reach the patient. This function connects to the Enabledoc automated notification service.
Patient Registration – Contacts
Contacts screen is used to enter contacts associated with this patient. At a minimum, an emergency contact should be entered. After selecting the Contacts tab, click New/Edit Group to create a group. Now select that Group, type in the contact information, and click the Save button. A notification can also be sent to the contact. To edit a contact, click on their name, modify the information, and save the new information by clicking Update.
Patient Registration- School Management
For schools, students can be located by any of the following. All fields are customizable by clicking Manage Field. A link to students calendar can be saved and opened by clicking Open Schedule link.
Patient Registration – Payer Details
Cases are used to allow payment to be switched to different groups of insures, Medicare, Medicaid, handle auto liability, workman’s comp, self-pay and other payment programs. It allows different insurance or payers to be selected for each encounter, if needed, such as for workman’s comp claims or auto claims.
Select the case from the available cases. These are almost sufficient but if you need to add a case on your own, you can do it as well. To add a new case, click the Cases button, another screen opens. Add a Case Name, select the case type, check the box Available for Portal and Click Save/Update button. Select the insurance company priority (Primary) and the guarantor. The guarantor can be set as the patient by clicking the Self button. To set the guarantor as a person other than the patient, type in the guarantor information and select the relationship of the patient with the guarantor. If the payer is an insurance company, fill in the plan name, policy number, group name, and group number. If the patient has signed the assignment of benefits form, patient release on file, and PPH/HMO indicator, then check all that apply. If there is a copay amount, enter one. If insurance only covers a certain number of visits, enter the number of encounters and a counter appears on the appointment calendar with each visit used. Click the Save button and the insurance company is set as primary. Add another insurer or case, if needed.
You can also add Insurance details with the help of AI which is available when you click the button Save Cards with AI. This will automatically populate the required fields but for this you will need to upload the front and the back photo of the patient’s insurance card
Add IDs
Picture ID and Insurance/Medicare/Medicaid Ids front and back can be saved. Just upload the photos.
Add Payer
Payers can be added or updated by clicking Add Payer. Payer IDs can be selected from the clearinghouse list or typed in. Payers are linked to Pricing and if they will be sent electronically or printed.
Archive/Archived
Insurance can be saved to archive and then viewed or added back if needed.
Payer Credentials
If you log into a payer website, you can save the ID and password to open that website with this button.
Swap Insurance
This button allows you to switch primary and secondary payers. Also you can swap primary with tertiary or secondary with tertiary.
Delete
This button lets you delete the insurance details, just select the tab like primary, secondary or tertiary and press delete button, that insurance will be deleted.
Patient Registration – CareTeam
CareTeam members can be saved for each patient. You can add a CareTeam from your contacts or you use the NPI directory to select Careteam members by typing a name or by clicking Search to search by location. A role can be typed. This information can also be viewed and added on the EHR/word processor and inserted into the note.
Patient Registration – Attachments/Document Management
Patient attachments are used to store a copy of the patient insurance card, HIPAA form, patient orders, Patient Assignment of Benefits or any patient related documents
Create a Category: Click this button to add a new category to save files to. This is just like a folder.
Add Attachment: Select a Category, click Add New Attachment button, and select the file. Type a description and any remarks, and then click the Save button. The file will appear in the table. Click view to view the file, add remarks, change the review status, or create a task with a link to this file. Click the view button to add comments or update the status.
Patient Registration- Appointment
To view a list of past or future appointments for a patient, click this tab. The appointments can be filtered by date range, provider, status, facility and room.