Patient Demographics

All about Demographics

Patient Demographics is the patient master page where all the personal information about a patient and their insurance details are entered and edited.

1. To access Patient Demographics, select Patient from the main menu. A patient search screen opens up (see Image 1).

Image 1

2. The search fields are: last name, first name, MR#, PC Ref#, Patient INS#, Phone, DOB, SSN, and State. The ‘Include Inactive’ checkbox, if checked, displays the deleted records as well.

3. To create a new patient record, click on button (highlighted in Image 1). The Patient Demographics page opens up. Enter the patient’s details. The fields marked with * are mandatory. Other fields can be entered then or later. On successful saving of the patient record, the left menu on the Demographics page gets enabled, as shown in Image 2.

Demographics Screen

Image 2

Important fields in the Patient Demographics Screen

Field	Description
MR #	This field is non-editable. It is automatically generated the first time the patient record is saved.
PC Ref #	It is also called ‘Other external ID’ or ‘partner system ID.’ It can be used in cases where the practice wants to use a specific ID for a patient other than MR#.
Active	It is a checkbox checked by default. Uncheck the checkbox in case the patient record is no longer required. Unchecking the box leads to the logical deletion of the record. Inactive patient records are archived and never physically deleted. They can be brought back into the system by checking the active checkbox.
Last Name	Patient’s last name.
First Name	Patient’s first name.
DOB	Date of birth.
Sex	Gender.
Rendering provider	Select the provider name from the drop-down.
Acc. Type	It is a drop-down field indicating the patient’s account type. Usual values are INSURANCE and SELF-PAY
	It is used to provide the communication preferences of the patient when the practice sends appointment reminders, etc. Select one from either your home phone, work phone, cell phone, or email. Note: When adding new patients to the system, if the cellphone number is entered, the communication preference for the first reminder will default automatically to the cellphone. The second preference defaults to email. Practice can always change the preferences if needed.
PCP/Referring	Referring provider. Type in the provider’s name. If the provider exists in the system, it appears in the drop-down. To add a new referring provider, click on button beside the provider drop-down.

Table 1

Patient Image:

  : Use this option to browse the scanned copy from a selected path in the system.

: This opens the webcam to capture the patient’s image.

Patient Information Needed for Charge Creation

A charge can be successfully created for a patient only if all fields in Table 2 are complete.

First name

Last Name

Address (Including ZIP, City, State, and country)

Home Phone

DOB

Sex

Emergency Contact Information such as Name, Phone, and relationship (Other Attributes)

Accept Assignment (Other Attributes) is set to YES

Insurance information, Insured address in case Acc. type is INSURANCE

Guarantor information if the patient is a minor.

Table 2

: This appears on the top right corner of the demographics screen if any of the above fields are not filled in.

: This appears when all the information necessary is complete and the patient record is ready for charge creation.

Note: A validation message will be displayed to flag an error if the patient’s name (first, middle, or last), address, or subscriber ID has special characters. The same warning will show up on the XSuperbill screen also.

Relevant Links in the Patient Demographics Page:

A. Financial Summary: A summary of the financial transactions of the patient can be viewed by clicking the Financial Summary button on the far right of the Demographics screen.

B. The different tabs on the demographics page are provided below.

Tab	View Article
Documents	View
Schedule History	View
Statement History	View
Ledger	View
Inbox	View

C. Patient Demographics page provides several essential links, such as Case, Authorization, Eligibility, Notes, Alerts, etc., for entering information relevant to a patient record.

Links From Demographics Page
	This is used for creating or editing cases related to a patient. More
	This is for adding or editing authorizations for the patient. More
	This link is used to check the eligibility of the patient. More
	Guarantors for the patient can be added and edited on this screen. More
	Set recalls or alerts for the patient here. More
	The payment entry screen opens up from where the patient payment can be made. More
	All notes about a patient can be entered here. More
	This link helps set up portal access for patients. More
	Other attributes of a patient include miscellaneous information such as the employer, attorney, whether the patient is to be exempted from reporting and from sending patient statements,  etc. More
	The payment plan (Installment) for the patient can be set up here. More