Adding a Patient
1. CLICK the to open the Admin menu.
SCROLL to People > Patients to access the Patients List Page.
2. To add a new patient, CLICK “New” on the further actions toolbar.
Note: There are required fields and optional fields.
We strongly suggest you fill in as many fields as possible to optimize the functionality of the PHI system.
1. In the “Demographics” section, the following information is required:
First Name, Last Name, Date of Birth, and Gender.
All other information in the Details tab is optional.
1. All fields in the “Intake” tab are optional; however, we suggest entering the fields circled below (Is On Waiting List, Intake Date, and Default Supervisor).
Specifically, the Default Supervisor will pre-populate when creating event(s) in the Practice Schedule.
When utilizing the Patient Portal functionality, the Default Supervisor is the direct contact for the guardian in the Messaging feature.
1. A billing address is required to save the patient information.
CLICK from the Action Bar, and select “Address.”
2. In the “New Address” window, CLICK the drop down menu for the “Type” field and CLICK “Billing.”
3. Fill in the required information. The extended (+4) zip code is vital, so a tool (Lookup Zip+4) is included to assist with entering that information. Once the form has been filled out, CLICK “Add.”
4. When this is complete, CLICK “Save”.
As you enter more information, remember to CLICK “Save” periodically to prevent data loss.
NOTE: We recommend that you also add a phone number.
1. We recommend you add at least 1 guardian to each patient, even if the patient is 18 or older and are their own guardian.
CLICK “Add.” In the window that opens, choose an existing guardian from the drop down or CLICK the blue button (circled below) to create a new guardian.
2. In the “Detail” tab, fill in the required demographics fields: First Name, Last Name, and Gender. Date of Birth will be required if they are the insurance policyholder.
3. In the “Contact” tab, add a billing address and phone number. To copy contact information from the patient, CLICK “Copy From.” Adding an email address is required to utilize the Patient Portal functionality.
4. SELECT the patient from the drop down and then SELECT (checkboxes) which information to copy. Then CLICK the green “Copy” button.
5. The “Patients” tab allows you to add other patients that are also associated with this new guardian.
6. The “Locations” tab allows you to associate a guardian to specific locations.
7. The “Notes” tab allows you to add typed notes and attach files to the guardian.
8. CLICK the green “Add” button to create the guardian. SELECT the guardian’s relationship to the patient from the drop down. Then CLICK the green “Add” button to add the guardian to the patient record.
1. CLICK “Add” to add a diagnosis.
2. SELECT the diagnosis from the drop down. The diagnosis date is optional. Then CLICK the green “Add” button.
- Diagnoses will be listed in the order they are added. To change the order, use the drag and drop functionality to move them up or down. The order they are listed here is the order they will be listed in events.
- To inactivate a diagnosis, SELECT the line (checkbox), then CLICK on the three dots (ellipsis) and then “Inactivate.”
Note: For events already scheduled, the inactivated diagnosis will still be present. If the diagnosis should not be part of the event(s), you will need to update/edit/reschedule the event(s).
1. The “Locations” tab allows you to associate the patient to one or more locations where services are received.
Therapy Teams tab:
1. The “Therapy Teams” tab allows you to assign a therapy team to the patient. The therapy team consists of providers of service, supervisors, etc.
1. The “Policies/Auths” tab holds the patient insurance policy information, as well as the patient authorization information. CLICK “New” and choose “Policy” to add insurance policy information.
2. In the “Details” tab, the circled fields below are required in order to bill. “Payor Type” (Primary, Secondary, Tertiary, and Other) allows multiple policies to be utilized. Only one policy of each type can be active at a time.
3 . We strongly recommend you enter the patient’s benefit information in the “Benefit Info” tab. This will assist with 835 reconciliation and accounts receivable.
4. In the “Subscriber” tab, you are required to enter the policyholder/subscriber’s information. In the event that the relationship to the subscriber is “Self” (the patient) or “Child,” the patient’s or guardian’s information will auto-populate in the appropriate fields.
5. While optional, we recommend you enter in the information for the patient’s referring provider.
6. Under the “Contact” tab, the addresses and phone numbers of the insurance carrier and the policyholder/subscriber are required before saving the policy information. CLICK the green “Add” button in the bottom right once all information has been entered.
NOTE: All billable events require an authorization to be billed. If the carrier states no auth is required, create an authorization and check the “Use When No Auth Required” box.
To create an authorization:
1. CLICK “New” and choose an authorization type (Insurance or Non-Insurance) to create. Next, enter in the authorization information including Description and start/end dates. Insurance Authorizations require an Insurance Policy assigned, but Non-Insurance Authorizations do not.
2. In the “Fee Schedule” tab, add the bill codes assigned to the authorization.
The “Total Units Authorized” should equal the total units for the entire span (date range) of the authorization (e.g. 200 total units between the start and end dates specified in the details tab).
The “Units Per Period” should equal the amount of units allowed within a specific period (e.g. 20 units per week).
The “Period” is the period specified in the “Units Per Period” (e.g. per week, per month, over date range).
3. In the “Notes” tab, you can add notes or upload files (e.g. copies of the authorization).
1. From the “Invoices” tab, you can generate PDFs of single invoices by selecting a single invoice line (checkbox) and clicking “View” then “View Invoice PDF.” The same steps can be done for statement PDFs. A “Statement” may include multiple dates of service with detailed information and totals. You can utilize the Filter options to “include paid invoices” or “Show Outstanding Patient Pay Only.”
2. The “Apply Bank” functionality enables you to apply payments previously made by the patient to open patient balances. SELECT one or more invoices with Patient Due balances then CLICK “Apply Bank” in the ellipsis menu (three dots).
3. In the “Apply” window, all service lines from the selected invoices will be listed and automatically selected (checkbox). Deselecting service lines will change how the money in the patient bank is applied. CLICK the green “Apply” button to post the selected payments.
The “Payments” tab is where you can “Add” payments from the patient and “Print” receipts for past and current payments. Check the “Show Fully Posted” box to list all patient payments in the system. By default, only payments that have yet to be fully applied will be listed.
4. The “Availability” tab allows you to create the hours the patient is available for services. Using the drag and drop functionality, CLICK the day and time you want to start, HOLD the mouse cursor down and release when the highlighted area meets the end time of the patient’s availability for that day.
To remove an availability block, left click on it and the system will ask if you would like to remove it.
5. To add “Time Off” to the patient’s schedule, CLICK on the corresponding date. In the “Add Event” window, enter the corresponding information and CLICK “save” to add it to the patient’s calendar.
6. The “Notes” tab allows you to enter notes and upload files (e.g. insurance cards, IDs, paperwork) to the patient’s account. If the guardian has access to the patient portal, they can upload files, and they will be shown here.
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