To add a new patient:

1. Navigate to the Admin module and select Patients under the “People” section 
2. Click +New in the upper left-hand side of the screen
   • Please note, there are required fields and optional fields. It is recommended for users to complete as many fields as possible.
3. In the “Details” tab, the following demographics information is required:
   • First Name, Last Name, Date of Birth, and Gender.
4. All fields in the “Intake” tab are optional, however, it is recommended to complete the following fields:
   • Is On Waiting List, Intake Date, and Default Supervisor
     • The Default Supervisor will pre-populate when creating event(s) in the Practice Schedule.
     • When utilizing the Patient Portal, the “Default Supervisor” is the direct contact for the guardian in the Messages module.
5. In the “Contact” tab, a billing address is required to save the patient information. Click +Add and select Address.
   • To copy contact information from the patient, click Copy From.
     • Select the patient from the drop-down and then select which information to copy. Click Copy.
   • It is also recommended to add a phone number. Adding an email address is required to utilize the Patient Portal.
6. In the “New Address” pop-up, click the Type drop-down and select Billing
7. Fill in the required information. The extended (+4) zip code is vital, if users are unaware of the additional numbers, click Lookup Zip+4 to populate the extended zip code. Click Add
8. Click Save
   • As more information is entered, click Save periodically
9. In the “Guardians” tab, it is recommended to add at least one guardian to each patient, even if the patient is 18 or older and are their own guardian. Click +Add. In the pop-up, choose an existing guardian from the “Guardian” drop-down.
10. Select the guardian’s relationship to the patient from the “Relationship” drop-down and click Add
11. Or, click the + to create a new guardian.
    • 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. Click Add.
12. The “Patients” tab allows users to add other patients that are associated with the new guardian
13. In the “Diagnoses” tab, click +Add and select the diagnosis from the “Diagnosis” drop-down. The diagnosis date is optional.
14. Click Add. 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 checkbox and click the ellipses (...), then Inactivate.
      • Please note, for already scheduled events, the inactivated diagnosis will still be present. If the diagnosis should not be part of the event(s), users need to update/edit/reschedule the event(s).

15. In the “Locations” tab users can associate a guardian to specific locations. Patients can also be associated to one or more locations where services are received.

16. The “Therapy Teams” tab is where users can assign a therapy team to a patient. The therapy team consists of providers of service, supervisors, etc.

17. The “Policies/Auths” tab holds the patient’s insurance policy information, as well as the patient authorization information. Click +New and select Policy to add insurance policy information.

• In the “Details” tab, the Payor Type (Primary, Secondary, Tertiary, and Other) field is required in order to bill. This allows multiple policies to be utilized. Only one policy of each type can be active at a time.
• It is recommended to add the patient’s benefit information in the “Benefit Info” tab. This will assist with 835 reconciliation and accounts receivable.
• In the “Subscriber” tab, users 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.
• It is optional, but recommended, to add the patient’s referring provider in the “Referring Provider” tab.
• Under the “Contact” tab, the addresses and phone numbers of the insurance carrier and policyholder/subscriber are required before saving the policy information.
• Click Add
  • Please note, all billable events require an authorization to be billed. If the carrier states no authorization is required, create an authorization and select Use When No Auth Required.

18. Users can generate PDFs and single invoices in the “Invoices” tab. Select a single invoice line, click View, and then View Invoice PDF.

• The same steps are repeated for statement PDFs. A “Statement” can include multiple dates of service with detailed information and totals.
• Select one or more invoices with “Patient Due” balances, click the ellipses (...), and select Apply Bank. This enables users to apply payments previously made by the patient to open patient balances.
  • In the “Apply Patient Bank To:'' pop-up, all service lines from the selected invoices will be listed and selected. Deselecting service lines change how the money in the patient bank is applied. Click Apply to post the payments.
• The following “Filter…” options are, “Include Paid Invoices” and “Show Outstanding Patient Pay Only.”

19. Add payments from the patient and print receipts for past and current payments in the “Payments” tab. Select Show Fully Posted to list all patient payments. By default, only payments that have not been fully applied will be listed.

20. Create the hours the patient is available for services in the “Availability” tab. Drag and drop and click the day and time to start and end. The highlighted areas will reflect the patient’s availability.

• To remove an availability block, left click on it and select Yes in the “Delete” pop-up.

21. To add time off, click the “Time Off” tab and select the date and enter the corresponding information in the “Add Event” pop-up. Click Save.

22. In the “Notes” tab, users can add notes and attach files to guardians.

23. Click Save or Save and Close