Creating a New Patient File

Creating a Family File

This is the first step in managing a patient’s record. You must create a patient file before attempting to schedule a patient or enter information into a patient’s chart.

Click on the Family file icon to begin creating the patient’s record.
This file appears in a ledger format and contains the general information about your patient.

Move your cursor over the new family icon which is the seventh icon from the right. As you move your cursor over the icon you will see the indicator prompt that will read: select patient/ new family. Double click on the icon.

In the drop down box that will appear, you can search for an existing patient by last name, first name or other personal data by selecting your search preference. To create a new family file: click on the icon within the down drop box that is listed as New Family.

Enter the patient’s personal data. You can create a Head-of-Household file or add a family member. The Head-of-Household would typically be a mother or father who is the primary insurance subscriber or the person responsible for billing purposes. Additional people can be added to this primary account as family members.

Each patient is required to have an assigned provider. This assists the office in scheduling and calculating accounting information. Click on the arrows for each provider and a drop down box will appear. Select the appropriate primary and secondary provider.

Once all data is entered a chart number will be assigned and this will be a reference which will appear on the patient’s billing statement. For scheduling purposes, any medical conditions should be entered into the patient file. Modifications in scheduling or treatment may be contingent on some medical conditions.

Located on the patient ledger is a medical alerts prompt. Click on the cross to access the drop down list of medical conditions. Select the medical conditions which the patient has identified on their medical history and click OK.

Once the individual conditions have been selected a text box with the specific conditions will appear. Notice that once the conditions have been entered, the cross in the medical alert section appears red – indicating a medical condition exists for this patient. Click to close the box when you have completed the medical data entry. This medical box alert will appear when you select the patient name on your schedule to alert you to existing conditions that your patient may have.

Now you have completed the creation of a patient file. You can begin the process again to enter additional family members by clicking on File and selecting “add a new family member”. Additional family members will appear under the Head-of-Household file.