Create and Manage Patients

This article explains how to add a Patient Record and manage an existing one.

To perform the following procedures, open the Patient Manager.

Create a Patient

1. Click [New Patient] on the toolbar.
   Note: The system assigns the Patient ID that cannot be changed.
2. Fill in the mandatory and optional information.
   Refer to Tips below.
   
3. Click [Save Patient] on the toolbar.

Tips:

• Set Transportation and Translation to default these properties when booking appointments.
• Enter the patient’s Health Card number, and click the button to the right of the field (…) to validate patient’s health card.
• To default the signature on file for OCFs submitted to HCAI, check the Signature on file box.
• Enter the patient’s employment information such Occupation, Employer, and SIN. These details prepopulate WSIB, EHC, and other claim forms.
• Flag patient as Delinquent, Caution or Good Standing to help identify patient’s payment habits.
• Use the Custom Status to display a meaningful detail (e.g., outstanding balance or even primary case type) about patients.
• Add a Patient Rate to set a custom rate for preferred patients (e.g., friend, relative, frequent client).
• Check the Subscribe to notifications by Email and SMS boxes to subscribe or clear to unsubscribe a patient’s email address or SMS (Mobile number) from notifications. For more information, see Enable and Configure Notifications.

Search Patients

1. In the Search box in the top-left of the screen, enter the first few letters of the patient’s last name.
2. Then, press enter or click [Search] on the toolbar.

Tip: You can also search patients by details listed below. Enter search criteria, click the arrow next to [Search], then choose one of the following search options:

• First Name,
• Phone Number,
• Case ID,
• Invoice Number,
• Claim/ID Certificate Number,
• Policy Number,
• Insurer,
• Cheque Number,
• Health Card,
• HCAI Document Number,
• User Name,
• Custom Status,
• Patient ID,
• OHIP Claim Number,
• Referral Name.
• eClaims Predetermination Number

Filter Patient List

To filter the patient list, click on the arrow next to View on the toolbar, then choose one of the options described below.
By default, the system will list all active patients. However, you have the following options to filter the list:

• All – List both Active and Inactive patients (inactive patients are greyed out)
• EHC – List only those patients who have an EHC case type.
• MVA – List only those patients who have a Motor Vehicle Accident case type.
• Private – List only those patients who have a Private case type.
• Slip & Fall – List only those patients who have a Slip & Fall case type.
• WSIB – List only those patients who have a WSIB case type.
• OHIP – List only those patients who have an OHIP case type.

View Patient Visits

1. Select a Patient from the list on the left.
2. Click [View Patient Visits] on the toolbar.
   The Visits Chart appears, showing a calendar with all appointments visible by date and type of appointment.
   
3. To close the Visits Chart, click Close.

Tips:

• • To change the Year, use the arrows located in the top left corner of the calendar.
  • To see a detailed overview of this patient’s appointments during a specific time period, use the From and To fields in top right corner, then click Search. All appointments during that time period will be listed in the table.
  • To produce and print a Patient Visit List, check the box for each appointment to be included in the list and click Preview. Click [Print] on the toolbar.
  • To see more details for a specific appointment, click an Appointment in the calendar. Details will appear in the table on the right-hand side of the screen.
    Note: Appointments may be colour coded according to the activity.

Print Intake Form

1. Select a Patient from the list on the left.
2. Click the arrow next to [Print] on the toolbar and select Blank Intake Form or Patient’s Intake Form.
   A preview window opens, from here you can print the form or export it to PDF.
   Note: If you selected Patient’s Intake Form, the form is populated with patient information.

Print Patient List

1. Select a Patient from the list on the left.
2. Click on the arrow next to [Print] on the toolbar and select Patient List.
   A preview window opens, from here you can print the List or export it to PDF.

Control User Access to Patient Record

Note: By default, all users have access to all Patient Records, however, you may choose to prevent access for specific users. Users who do not have access to a Patient Record will not see the patient listed in Universal Scheduling.

1. Select a Patient from the list on the left.
2. Click [Edit Patient] on the toolbar.
3. Click [User Access] in the toolbar.
   The Patient Access By User window opens.
   
4. Check or clear the box for each user, indicating whether or not they can access this Patient Record.
5. Click Save & Close.

Deactivate or Reactivate a Patient

Note: By default, the list of patients includes just active patients. To view all patients, click the arrow next to View (above the patient list) and choose All.

1. Select a Patient from the list on the left.
2. Click [Edit Patient] on the toolbar.
3. Change the Status to Active or Inactive.
4. Click [Save Patient] on the toolbar.

Edit a Patient

1. Select a Patient from the list on the left.
2. Click [Edit Patient] on the toolbar.
3. Make the necessary changes to patient details.
4. Click [Save Patient] on the toolbar.

Delete a Patient

Note: You are required to enter user password and have appropriate permissions to delete a Patient. Also, a patient who has been scheduled for at least one appointment cannot be deleted.

1. Select a Patient from the list on the left.
2. Click [Delete Patient] on the toolbar.
3. Click Yes when prompted.