Patient Demographics

Patient Demographics is the patient master page where all the personal information about a patient and his/her insurance details are entered.

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

Image 1

2. To search for an existing patient, use any of the search criteria such as Last Name, First Name, MR #, or PC Ref number. Clicking  button brings up additional filters such as patient Insurance #, phone (home phone, work and cell phone can be searched using this field), DOB, SSN and checkbox to include Inactive patients. To create a new record, click on button (highlighted in Image 1). The Patient Demographics page opens up.

3. Enter the patient’s details. The fields marked with * are mandatory. Other fields can be entered then or edited later. On successful save of the patient record, the left menu in the Demographics page gets enabled, as shown in Image 2.

Image 2

Table 1 explains the important fields in the Patient Demographics page.

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 when 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. Any inactive(logically deleted) patient record 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 Home phone, work phone, cell or email.
PCP/Referring	Referring provider. Type in the provider 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

Insurance Information:

This section lists all the insurances of the patient, along with their corresponding details. To add insurance details for the patient, click on button (highlighted in Image 3).

Image 3

On clicking the button, Image 4 opens up.

Image 4

Enter all the mandatory fields such as the Plan, Subscriber#, Relationship with the patient, Co-Pay amount.

Subscriber Information: This section is for entering the subscriber details. If the subscriber of the insurance is the patient himself, then select SELF from the Relationship drop-down and all the subscriber information fields will be populated with patient details. For all other cases, enter the details in the Subscriber Information section. The checkbox Same as Patient copies some of the patient data onto the subscriber fields like last name, middle name, address, etc. This is useful when the subscriber is the patient’s father, mother, sibling, etc. After entering the insurance and subscriber information, Click on ‘Save.’

Insurance Card: This tab is for saving the scanned copy of the insurance card of the patient in the system. Both front and back images of the card can be saved into the system (refer to Image 5).

Image 5

For saving both front and back pictures of the card, click on the corresponding Browse button and select the path of the file which contains the scanned copy.

Patient Image:

Image 6

The patient’s photo can be uploaded into the system in two ways. Click on the option  to browse the scanned copy from a selected path in the system. The second method is option. This button opens the webcam to capture the patient’s image (see Image 6).

Patient Info. Incomplete:

Though a patient record can be successfully saved by entering the mandatory fields alone, the page shows a warning message at the top-right if the following fields are not populated. If all the fields in Table 2 are complete, sign shows up.

First name

Last Name

Address (Including ZIP, City, State, Country)

Home Phone

DOB

Sex

Emergency Contact Information such as Name, Phone, Relation(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

Relevant Links in the Patient Demographics Page:

A. A summary of the financial transactions of the patient can be viewed by clicking the Financial Summary button indicated by an arrow mark in Image 3.

B. The important tabs in the page are , , , , and .

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

1. : This is used for creating/editing cases related to a patient. Click here for more details.

2.: This is for adding/ editing authorizations for the patient. Click here for detailed information.

3.:  This link is used to check the eligibility of the patient. Click here for more details.

4.:  Guarantors for the patient can be added or edited on this screen. Click here for a detailed discussion.

5.: Set recalls/alerts for the patient here. Click here for complete information.

6.: The payment entry screen opens up from where the patient payment can be done. Click here to go for more information.

7.: All notes about a patient can be entered here. Click here to know how to add Notes.

8.: This link helps to setup portal access for the patients. Click here to know more.

9.: Other attributes of a patient include miscellaneous information such as the employer, attorney, whether the patient to be exempted from reporting and from sending patient statements,  etc. Click here for a detailed discussion.

10. : Payment Plan/Installment Plan of the patient can be set up here.