Managing Patient Accounts > Accessing the Clipboard

Working with Page 1

The top section of the Clipboard displays contact information and contains the following fields:

• Name  Use the drop-down list to select Mr. or Mrs., or you can type a title or leave the field blank. Type the patient’s last name, followed by the first name, as shown. If you type the name in first, middle, last format, the PracticeWorks software corrects it automatically. Use the drop-down list to select a suffix, such as Jr. or Sr.

• Legal name  Enter the patient’s legal first name as it appears on insurance forms, such as Robert if the patient’s name is Bob. Always confirm this with the patient.

• Patient  Select this option if the person is a patient. Sometimes you may complete a clipboard for someone who is not a patient, if that person is responsible for a patient’s bill, for example.

• Lives with  Select self if the patient is the only patient in the household, or is the responsible party in the household. Select Other if other members of the household come to your practice. Selecting Other displays the Pick List. Select the other person, such as a spouse or parent, and click OK.

• If the name you want is not in the Pick List, click Add, and follow the procedures in this section. The address and phone numbers for the Lives with person are automatically entered for the other patient.

• View  Click this button to see the clipboard for the person the patient lives with. If Lives with self is selected, this button is disabled.

• Address  Type the patient’s street address.

• City, State, and ZIP  Type the patient’s zip code first. If the zip code is already in your system, the PracticeWorks software automatically enters the city and state. If not, enter the city and state.

• Phone  Type the patient’s home phone number next to H, cell phone number next to C, and work number next to W1. You can use W2 if there is an additional work number.

• Daytime call  Click the arrow to select which phone number is most likely to reach the patient during the day.

• e-mail  Type the patient’s e-mail address, if provided, or leave this field blank.

• CareCredit This icon is displayed in color for patients with an active CareCredit account. The image is greyed out for patients without an account. All patients of an account for which a CareCredit transaction has been posted are considered CareCredit patients.

The second section includes the following fields:

• DOB  Type the patient's date of birth in a MMDDYYYY format. The dashes are inserted automatically.

• Sex  Select Male or Female.

• Marital  Select Single, Married, Divorced, or Widowed.

• Age  The patient's age is displayed based on the date of birth you entered.

• Spouse  If you selected Married, you can click this button to select the spouse from the Pick list, or you can add the spouse using the procedures in this section. Once entered, the spouse's name is displayed here, and the button serves as a link to that person's clipboard.

• SSN  This field is required if this person is an insured party. Type the patient's Social Security number. The dashes are inserted automatically.

• Student  Select No, FT for full-time, or PT for part-time student.

The Insurance Overview section of the clipboard displays the employer and insurance company for the party responsible for the patient’s bill. To enter and edit this information, see Entering the Patient's Insurance Information.

The following options appear in the Responsible party section:

• self/Other  The self option is selected by default. If someone else is responsible for the patient's bills, such as a spouse or parent, select Other to display the Responsible Party Pick List.
  
  Type the party's name in the Find entry area. As you type, the system displays names matching your entry. If the responsible individual is already in the system, select the name and click OK. The name is displayed on the patient's clipboard.

• If the name you want is not in the Pick List, click Add. In the new clipboard, enter at least the following information for this new Responsible Party: name, address, and phone numbers.
  
  If this person is NOT a patient in your practice, make sure the Patient option is not selected, and select self as the Responsible Party on this record.

• A/R Admin By Field  Use the drop-down list to assign the Accounts Receivable Administrator for this account. You can do this only for people who are their own responsible parties. All other accounts display the choices entered for their responsible parties.

• Risk  This displays the risk entry from the Account Information screen for the responsible party.

The lower portion of the clipboard contains an account aging grid, which contains the following fields:

• Cur, 30, 60, 90 + 120  These are the various aging categories kept by the PracticeWorks software: 90 and 120 are added together because of space considerations.

• Ptn amt  This is the patient amount, calculated by taking the total of the “Cur, 30, 60 and 90 + 120” day amounts and subtracting the “Ins” amount. It represents the amount that you expect the patient to pay, until any outstanding insurance claims are paid or denied.

• Ins + WO  This is the total of the insurance estimate on all current outstanding claims (plus write-off amount); those already submitted and those waiting to submit.

• Past due  This is the amount that was requested on the last statement sent to this account, less any patient payments that have been received since then, if today’s date is later than the Due Date on that statement.
   

• These fields are not editable.

The following fields appear at the bottom of the clipboard:

• PracticeWorks eLink enabled  The status is displayed.

• Complete  Select this option when you think you have all the information you need to complete a  patient’s clipboard. The clipboard is not complete unless you have entered the patient’s date of birth and the insured party’s Social Security number. If the box is not checked, the system displays a reminder to collect the information when the patient checks in for an appointment.

• Active  This option is checked by default when someone is added. You cannot delete patient records from the system, but you can inactivate someone who has not visited the practice for some time. Inactivated records do not appear in searches or reports. To inactivate a patient, deselect the option.

• Chart #  This field is for offices that use numbered patient charts. If you put a number here, then you can search the Person Pick List by chart number to find patients. If you do not use chart numbers, but have other numbers for which you would like to search, you can put up to seven characters in this field.

• You can enter the initials of the patient’s primary doctor in this field, so they are displayed in the Person Pick List. You can also enter Ortho to distinguish between patients who receive orthodontic procedures or dentistry procedures.

• Primary doctor  Use the drop-down list to select the doctor that the patient sees on a regular basis. This field determines the default Producer on new appointments made for this patient.

• Owns production  Select the patient’s Production Owner from the drop-down list. See Assigning Employee Attributes.

Related Topics

Accessing the Clipboard

Importing the Patient's Portrait

Working with Page 2

Using the Clipboard's Buttons

Entering the Patient's Insurance Information

Creating a Patient's Clipboard

Using Miscellaneous Clipboard Functions