Setting Up Patients > Adding Patient Records

Adding New Patients from the Patient Windows

To add a new patient record from the patient windows:

1. Select an option:

2. To add a new patient to a new account in the Patient List or Patient windows:Click Add. A message is displayed, asking to add the new patient to the selected patient account. Click No. The Account window is displayed. Type the information, and click OK. A blank Patient List window is displayed. Click Add.

3. To add a new patient to an existing account from the Patient List or Patient windows of a member of the account:Click Add. A message is displayed, asking to add the new patient to the account of the selected patient. Click Yes.

The Patient window is displayed. If you are adding a patient to an existing account, the guarantor 1’s last name, address, and home telephone number are displayed. Any account balances are displayed in the Balances section.

2. Type the patient’s name, address, nickname, and telephone numbers in the appropriate fields.

3. Select an option:

4. To add an additional patient record identifier:Type it in the Chart # field. The identification number must be unique for each patient.

5. To add a patient user code to the record:Type it in the User Codes field. When adding more than one code, do not add a space or comma between codes. For a list of patient user codes, see Understanding Patient User Codes.

• Codes in the Acct Codes field are user codes associated with the account and are entered in the User Codes field in the account record. For more information, see Using Account User Codes.

4. Select the patient’s default doctor and hygienist from the drop-down lists.

5. Type the fee schedule for the patient. When you post a procedure to the patient, the fee schedule determines the cost of service. Fee schedule 0 is the default.

6. NO INSURANCE is displayed beneath the Fee Sched field until you specify a relationship between the patient and the account guarantor on the Insurance tab.

6. Select the patient's preferred contact method from the Preferred Contact drop-down list. The preferred contact is highlighted in yellow.

   • The preferred contact is displayed in bold italics on the patient appointment in the scheduler, in the scheduling Assistant window (accessed from the Zoom icon), in the Confirm Appt for window, and on patient-specific reports.

7. Press Alt + Enter to save the information.

8. Select the patient’s sex and marital status from the drop-down lists, and type the patient’s Social Security number and date of birth in the appropriate fields.

9. Select an option:

10. To enter a patient medical alert:Deselect Has No Alert and type the medical alert information in the Medical Alerts field. The patient is displayed in red text, and a red cross is displayed in the Alerts column in the Patient List window.

• To enter additional medical information or to edit the medical alert information, select Clinical Management > Patient Medical History from the Options menu section of the Express bar. For more information, see Adding Medical Histories and Updating Medical Histories.

• To indicate that the patient was referred to your practice by another doctor or patient:Enter the information in the Referred In By section.

10. Press Ctrl + Tab to make the Insur. tab the active window.

11. If the patient is insured, select the primary and secondary guarantors from the drop-down lists and select an option:

• If the patient requires a dental identification number:Type it in the Insurance ID field. If no dental insurance is assigned, No Insurance is displayed, and the drop-down list is disabled.

• The primary dental insurance identification number is printed in the Subscriber Identifier field on the ADA form numbers 151 through 156 insurance forms.

• If the patient has medical insurance:Select the patient’s primary and secondary medical guarantors from the drop-down lists in the Medical Insurance section. If the patient requires a medical identification number, type it in the Insurance ID field. If no medical insurance is assigned, No Insurance is displayed, and the drop-down list is disabled.

• The identification number is deleted if the guarantor is changed.

• If the patient uses Medicaid or Medicare:Type the identification number in the Insurance ID fields.

12. Select a relationship between the patient and the account guarantors from the Patient’s Relationship To section.

13. If you select Other, you can type a relationship description in the Description field.

13. Select the primary and secondary dental insurance effective dates from the drop-down lists. The Wait Period feature is not activated if no selection is made. For more information, see Using the Insurance Bluebook.

14. Press Ctrl + Tab to make the Recall tab the active window. Recall information, appointment preferences, and missed and broken appointments are displayed.

15. Type the hours during which the patient prefers to make appointments in the Hours Available fields, and select the days of the week the patient prefers for appointments.

16. The patient’s appointment preferences are displayed in the patient’s Appointments window and are used when the auto-scheduler or instant recall system search for an appointment time slot.

16. Select an option:

17. To set a different normal recall interval or procedure for the patient:Type the information in the Frequency and Code fields. The default settings for your normal recall system are displayed at the bottom of the window. This information is displayed only after you enter the patient’s birth date in the DOB field on the Info tab. For more information, see Setting Up the Normal Recall System.

18. To set an alternating recall:Select the procedural code from the Alt Code field. For more information, see Setting Alternating Recalls.

17. Press Ctrl + Tab to make the Dates tab the active window.

18. Type the date of the patient’s first office visit in the First Visit field. The fields on this tab are automatically updated when the procedure is posted, the medical history is updated, or the patient record is updated.

19. Press Ctrl + Tab to make the Codes tab the active window.

20. Select an option:

21. To enter default diagnosis codes:Select a code from one of the Code drop-down lists.

22. To associate a pre-defined category with the patient:Type the category value or rank next to a category in the Category Codes section of the tab.

21. Press Ctrl + Tab to make the Notes tab the active window.

22. Type any general notes in the Notes fields.

Type personal notes (for example, 'John is a big baseball fan.') in the Personal Notes field. These notes are displayed on the first page of the Assistant's Info window in the patient chart. See Viewing the Assistant's Info Window for more information.

OR

An alternate use for the Personal Notes field enables you to print information in this field on the recare list and recare postcards sent to the patient.

• You must type M in the User Codes field in the common area of the window to print this information on the recall list and recall postcards.

23. Select a pharmacy from the Preferred Pharmacy drop-down list.

24. Select the employment status for the patient from the Status drop-down list. If the patient is employed, the Employer drop-down list is enabled. If the patient is a student, the School drop-down list is enabled.

25. Select the patient’s school or employer from the appropriate drop-down list. This information is used on insurance claim forms. For more information, see Adding Employers and Adding Schools.

26. Press Ctrl + Tab to make the Contacts tab the active window.

27. Select an option:

28. To add additional patient phone numbers to the record:Type the numbers in the appropriate fields.

29. To add an e-mail address to the record:Type the address in the appropriate fields. You can add two e-mail addresses to each record.

30. To add emergency contact information to the record:Type the information in the appropriate fields.

28. Click OK.

29. Click Close.