Patient Demographics is the patient master page where all the personal information about a patient and his/her 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).
2. To edit a patient record, use any of the search criteria such as Last Name, First Name, MR #, or PC Ref number to search for the patient. 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.
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 edited later. On successful save of the patient record, the left menu in the Demographics page gets enabled, as shown in Image 2.
4. When adding new patients into the system if the cellphone# 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.
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 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. 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 |
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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. A warning 
is displayed (highlighted in Image 3) beside the insurance listing in the patient demographics screen if the plan is no longer active in the insurance master setup. Multiple primary, secondary and tertiary insurances can be setup for a patient.
To add insurance details for the patient, click on 
button. On clicking the button, Image 4 opens up.
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).
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:
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. This is to avoid charge creation on incomplete patient data.
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 on the far right of the Demographics screen.
B. The demographics page has links to 
, 
, 
, 
, 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.
| Links From Demographics Page | |
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This is used for creating/editing cases related to a patient. More |
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This is for adding/ editing authorizations for the patient. More |
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This link is used to check the eligibility of the patient. More |
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Guarantors for the patient can be added and edited on this screen. More |
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Set recalls/alerts for the patient here. More |
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The payment entry screen opens up from where the patient payment can be done. More |
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All notes about a patient can be entered here. More |
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This link helps to setup portal access for the patients. More |
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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. More |
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Payment Plan/Installment Plan of the patient can be set up here. More |