Adding Patient Information

To add patient information:

Select an available appointment time from the Appointment Search window.

Click Add New in the OrthoTrac Patient Lookup window. The Patient Add window is displayed.

If the patient you are adding is related to a patient already set up in the software, you can use the Special menu to link the patients and reduce the amount of information you must enter. See Add Patient Menu for more information.
In the column on the left, complete as many patient demographic fields as you can. Press the Tab key to move from field to field. You must complete the First Name and Last Name fields (displayed in red).
To add multiple phone numbers:To add multiple phone numbers:
Double-click <Add New Phone Number>. The Add Phone Number window is displayed. Select the country from the Country drop-down list, type the phone number and select the number type from the Type drop-down list. Click OK. Repeat for the next phone number. When finished adding numbers, click Cancel or press Esc.
- If the patient's country of origin is not available in the drop-down list, select Other.
To add an e-mail address:To add an e-mail address:
Double-click <Add New Phone Number>. The Add Phone Number window is displayed. Type the e-mail address in the Phone field and click OK. Click Cancel or press Esc.
- When an e-mail address is present in a patient's chart, OrthoTrac hotlinks to the address from the Tx Card view of the patient chart and from the Patient Information view of the patient chart. Click the hotlink to launch the default e-mail program.
To change or delete a phone number or e-mail address:To change or delete a phone number or e-mail address:

Select the phone number you want to change, and double-click the number or press Enter. The Change Phone Number window is displayed. Change the phone number and click OK.

To delete a phone number, select the number and double-click the number or press Enter. The Change Phone Number window is displayed. Select the number and click Remove.

If the first name, last name, and phone number match a patient already in the system, the software displays a prompt, asking you to verify that this new patient is different from the existing one.

In the center column, use the drop-down lists to populate the fields. You can also populate a field by typing the first letter of the item you want. ExampleExampleIf you want to enter Observation in the Status field, tab to the Status field and press the O key. If you want another item on the list that begins with O, press the O key again, and the next occurrence is displayed in the field.

Some fields are not active, depending on your office setup. You must complete the Location, Status, and Gender fields (displayed in red).

You can select Male, Female, or Unspecified from the drop-down list for the Gender field. To include gender-neutral pronouns in letters in the word processing module, the Unspecified option must be selected.
The fields on which the cursor stops vary, according to the settings and defaults you selected in the Patient Add Options window. You can enter information in fields on which the cursor does not stop. For more information, see Patient Add Options.

In the column on the right, complete the following fields:
Dentist — Type the name of the patient’s dentist in the Dentist field or use the drop-down list to select a name. When you press Tab to move to another field, the software asks you if you want to assign the dentist as a referral source. If not, click the Select Referrals button. The Select Referrals window is displayed.

When you select the referral source, a lookup window is displayed, which enables you to search for the name of the referral. Select the name of the referral source. If the name is not on the list, click Add to add the name.

Referral Date — Enter the referral date in mm/dd/yy format.
Comments — Click <Add Comment> or press Enter when <Add Comment> is selected. The Add Comment window is displayed.

Enter your comment and select whether you want to acknowledge the comment after opening the patient’s chart. Comments you have set to acknowledge are also displayed when you open the charting module in patient flow or the point-of-care module.

Click OK to save the comment, or click Add to enter another comment. The comment is displayed with a blue background on the patient chart.

Medical Alert — Click <Add Medical Alert>. The Add Medical Alert window is displayed.

Enter the medical alert and select whether you want to acknowledge the comment after opening the patient’s chart. Comments you have set to acknowledge are also displayed when you open the charting module in patient flow or the point-of-care module.

Click OK to save the alert and close the window, or click Add to enter another medical alert. The comment is displayed with a red background on the patient chart.
Family — Use the drop-down list and select Add Family. The OrthoTrac Relative Lookup window is displayed.

Select the name of the relative you want to add and click OK. The Set Family Relationship window is displayed. Select options from the drop-down lists to indicate how the two are related. Click OK.

OR

If the name is not on the list, click Add New. The Add Relative window is displayed. Complete the fields on the Add Relative window and click OK. The Set Family Relationship window is displayed. Select options from the drop-down lists to indicate how the two are related. Click OK.