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Patient Registration
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Introduction: A good Patients database is the heart of the Application. A new patient has to be added before his Appointment is scheduled. Without defining a patient his encounter cannot be created. The data required for Registration is quite minimal.


Field Description :

Patient Details

Title: Enter the title for the Patient.

Chart Number: This should be typically entered for completing the backlog of existing Patients at the clinic. If this field in not entered, a Chart Number is automatically generated as per preferences in property, Patient Registration > patient.chartno.prefix and Patient Registration > patient.chartno.length. If entered it must be Unique.

*First Name: Enter the first name of the new patient. This field is mandatory.

Middle Name: Enter the middle name of the new patient. This field is mandatory. User may enter initial or name or even keep it blank.

*Last Name: Enter the last name of the new patient. This field is mandatory.

*Date of Birth: Enter the date of birth of new patient or select it from a Calendar by clicking on calendar Icon. User may enter date in standard format mm-dd-yyyy. A number of Health Maintenance tests are prescribed according to the patient's age and sex, so correct Birth Date is important.

At exceptional locations, there can be a large segment of patients who cannot remember their Date of Birth and as such the Doctor could remain content by entering the approximate age only. 

Sex: Select gender of new patient from the drop-down menu. The field can be kept as blank. The property, patient.default.sex that determines the default gender to be displayed when kept as blank, provides an additional blank option on the Sex drop-down list specifically for the ‘add new' Registration screen when the registration information is added for the first time.

Marital Status: Select marital status new patient from the drop-down menu. This list is Defined in, Settings > Configuration > Groups > Marital Status.

SSN: Enter the SSN number of the patient. This field is by default Mandatory. However it can be set to Non Mandatory in property, Patient Registration > patient.ssn.mandatory. It is also possible to set, Patient Registration > patient.ssn.usemask, the mask for the SSN and the type of mask to be applied if used, Patient Registration > patient.ssn.mask. If entered it must be Unique.

Primary Doctor: Select the Primary doctor for the new patient from the Primary doctor drop-down list. The list shows all Doctors at the Clinic arranged by Last Name and First Name. Also note that Doctors who are inactive are at the bottom of the List and are shown in Gray.

Status : Select patient status from the drop-down menu. If a patient's status is changed from Active to Inactive or Expired or temp, it will not be available for selection at other places in the application. The status option available are Active, Inactive, Expired, and Rejected.

Account Number: This is the number used in the billing software. This field is not mandatory. If the property, Patient Registration > patient.accountno.unique, is set to Y then the entered Account Number must be unique.

Referring Provider: Select the name of the referring doctor from the search icon. However very often the Attending Doctor would need to send letters / copy of progress notes to Referring Doctor, hence it is advisable to select one where applicable. If the Referring Doctor does not happen to be in the list, he can be added using the option Settings > Configuration > Medics > Ref. Doctor or click on Add New hyperlink to directly add the Referring Provider from the Patient Registration screen. If a referring doctor is changed while starting a new encounter, this field will automatically get updated. Click on Clear hyperlink to remove the Referring Provider from the field.

Card Scan icon: Click on the icon to scan a card. After scanning a card, the details on the card and image are automatically fetched. Depending upon the selection of the option (Image, Personal Details, or Address Details), the respective details are updated and displayed on the Patient Registration screen.

Pharmacy icon: Click on the icon to invoke a ‘Patient Pharmacy' popup; wherein maximum of 10 pharmacies can be selected. The popup displays the Name, Address, and telephone number of the Pharmacy. Using the Move Up and Move Down buttons on popup, user can set the sequence of the Pharmacies in the list or manually drag-and-drop the record on mouse press. The selected pharmacy list is available on the Prescription screen too. On the Prescription screen the ‘Pref Pharm' button is displayed near the Pharmacy field.

Note:

  • If a User adds a Clinic preferred pharmacy or a pharmacy that is not in patient's preferred list then it is added on to the list and displayed on the Pharmacy popup.
  • Against each Pharmacy Name on the Patient Registration > Preferred Pharmacy popup, there is an option to delete the selected pharmacy from the list (by clicking on the delete icon).
  • The Pharmacy name selected on Prescription > Pref Pharm popup is displayed in the Pharmacy field.
  • If the selected Pharmacy Vendor is eRx enabled then a prefix, ‘ eRx ' is displayed with the Pharmacy name in the Patient Pharmacy popup.

Label Printer icon Label Print icon: Click on the icon to print labels as per requirement. The system invokes the Label Printing popup.

Sibling: On click invokes Sibling Management popup. If a Patient has siblings associated then a white checkmark appears on the Sibling button.

UDF (User Defined Field): The value set in the property, patient.udf.label is displayed as the label of the UDF button. For example, if value in the property is SET as 'Marketing' then the button label would display as 'Marketing'. .

Address Tab

Keeps the Address, Telephone, email details of the patient.

Street: Enter the street name.

Apt/Suite: Enter the Apt/Suite name. City: Enter the City name.

County/Parish Code: Enter the County/Parish Code.

State: Enter the state name.

ZIP: Enter the ZIP code. If the selected Country is US and a valid ZIP code is entered, City and State is automatically detected.

Country: Enter the Country name. This field is enabled only if Non US checkbox is selected.

Non US: Select the checkbox to enter the non US country name.

ISD PreFix: Enter the ISD Prefix. This field is enabled only if Non US checkbox is selected.

Primary Contact: Select the primary contact for the Patient. Select ‘No Preference' from the Primary Contact drop-down list if a Patient do not specify any contact details.

Leave Message on Answering M/c: Select the checkbox to leave the message on Patient's answering machine.

Home Tel.: Enter the Home telephone number.

Work Tel.1: Enter the Work telephone number.

Work Tel.2: Enter the second Work telephone number.

Cell Phone: Enter the cell phone number.

Text reminder for Appointments: Select the checkbox send the text reminder for the upcoming scheduled appointments.

Fax: Enter the fax number.

E-mail: Enter the E-mail address.

Declined to Receive Reminder: Select the checkbox if a Patient don't want to receive reminders regarding the upcoming scheduled appointments. When the checkbox is selected, Patient's name is not displayed in the Patient Reminder list.

Contacts Tab

Employer Details Name: Name of Employer Company. If the worker's compensation is applicable for this clinic then user can check on the Worker's Compensation check box and the Employer's company name can be selected from the search provided next to this field.

Employment Status: Select the appropriate emplyment status from the drop-down list of the Patient's employer.

Occupation: Enter the occupation of the Patient's employer.

Same as Patient: Select the checkbox if the address of the employer is same as Patient.

Address button: Click the button and enter the address details of the employer in Address of Employer popup.

Emergency Contact Details

Name: Enter the name of person to be contacted in case of an Emergency. This person is typically other than immediate family member.

Relation: Enter the relation of the patient to the person to be contacted in case of an Emergency.

Same as Patient: Select the checkbox if the address of the person to be contated in case of emergency is same as Patient.

Address button: Click the button and enter the address details of the person in Address of Emergency Contact popup.

Spouse / Parent / Legal Guardian Details

Name: Enter the name of Spouse/Parent/Legal Guardian.

Relation: Enter the relation of the patient to the mentioned person.

Date Of Birth: Enter the date of birth in standard Format (mm-dd-yyyy) or select it from the Calendar by clicking on calendar Icon.

SSN: Enter the SSN number of Spouse/Parent/Legal Guardian. This field is mandatory. It is formatted as explained above.

Employer: Enter an Patient's employer name.

Same as Patient: If the check box before Employer / Emergency Contact / Spouse. Address button is checked, the address is assumed to be same as that of the Patient. In some cases, the postal address is same, but the telephone numbers are different. Hence, the Address Button will display the relevant address (employer, emergency contact, spouse. etc), in an editable mode. The user can change the required fields, which will be saved. These pop up details are not dependent on the status of the Same as Patient check box.

Note: When the Patient Registration screen is saved, the program will take into consideration the Same As Patient check boxes, and if checked, try to copy the Patient Address fields to the corresponding address field. The copy will be done only if the Patient Address details have been updated after any modification to the corresponding Address records.

If User enters a Zip Code and not entered a City, the System

  • Finds the latest instance of Zip Code from Address Master
  • If found, populate the City and State from Address Master
Address button: If Address Line 1 is entered, then City also has to be entered and vice versa. While adding a new address, the state in Clinic Address is taken as default. Zip Code can be set as Mandatory if required in properties, Address Params > zip.code.mandatory.us and zip.code.mandatory.nonus etc. The edit mask can also be set for the Zip code. Similarly user can also optionally enter the extended Zip Code by setting similar properties, Address Params > zip2.code.mandatory.us and zip2.code.mandatory.nonus etc.

More button: Click on the More button to enter patient's other relation details in the popup, in individual fields of First Name, Middle Name, and Last Name. The Date of Birth field found on the Patient’s Other Relation popup, user can enter date via calendar popup or by manually entering the date in the Date of Birth field.


Other Info. Tab

Considering the need for privacy of information check boxes are provided to maintain the primary contact telephone numbers (Work / Residence), and if it is OK to leave messages on the answering machine.

Exempt From Reporting: Select the checkbox if user want to exempt the patient from reporting.

Eligible For State Vaccines: Select the checkbox if patient is eligible to receive State vaccines.

Note: If the option, Eligible for State Vaccines has been selected in Patient registration screen then the options State Provided Vaccine and VFC code is available on the Administer Vaccine popup.

Pref. Language: Select the preferred language of the patient from the Search list.

Vaccination button: The Vaccination button invokes Patient Vaccination Details popup which additionally captures details such as patient's mother Maiden (First Name and Last Name); patient's consent with respect to sending them reminder messages (Reminder Recall); and Patient's consent with regard to sharing the vaccination details by the State registry (Protection Indicator). The information captured is a MU requirement for transmission to Immunization registry.

Race: Select patient's race from the Search list. Selection of multiple races for a single patient is allowed, the Race popup has checkboxes to that effect. A maximum of five races can be selected. If a race is already present in the Race field and if User selects additional races from the popup then the race already present is overwritten with the new list. Tag, PT_RACE now prints multiple values of races as comma separated list .

Ethnic Group: Select patient's ethnic group from the Search list.

Religion: Select patient's religion from the from the drop-down list.

Nationality: Select the Nationality of the patient. If the Patient is a US citizen then select US Citizen option else select Other option. After selecting the Other option, enter the Nationality in the text field.

Driver License No: Enter the Driver's License number.

Pat. Type: Select the type of Patient.

Referral Source: Enter the name of the referral person.

Med Hx Consent: Select the appropriate option for the consent taken (either from the patient/parent/guardian/physician), the up-to-date patient specific medication history and pharmacy benefit information are routed electronically (RxHub) accrodingly from the drop-down list.

Notes: Enter the information on the Family History of serious congenital problems for the new patient.

Note:

  • Search list of Language, Race, Ethnic Group, Religion are a standard Meaningful Use (MU) Lists.
  • The list provided for Pref. Language , Race , and Ethnic Group cannot be modified (from Group Types master). An admin User has the provision to keep them active or inactive.
  • All inactive preferred language, race, and ethnic groups are displayed with the text, ‘Inactive' in brackets.


Physician Tab

A specialty clinic would like to keep information about the Primary Care Physician of the Patient, so that it can mark copies of all progress Notes. Depending on the Patient, may be the Clinic needs to keep details of his Cardiologist / Gynecologist, so that all concerned Physician are up-to-date with the line of treatment / consult.
User can accept up to five such Doctor's information, by their Type and Name.
A Group Type, "Primary Care" with code "PC" is available. A default record for Primary Care Physician (with code as PCP) is present. User can add more such categories like Gynecologist, Cardiologist as required.
The default list of Categories of Physicians required by a clinic can be set in properties. The list will be different for Male / Female Patients. (Males do not need a Gynecologist) These will have a comma separated list of Codes defined in Group Master, PC. The properties are,
Patient Registration > patient.male.physician.codes and
Patient Registration > patient.female.physician.codes.

Type: select the type of Physician from the drop down list.

Name: select the Name of Physician by clicking on the Search Button.

Search: click on search icon to search and select a Physician from the list of Providers within the Clinic and its Referring Physician.

Add New: Click on the Add New link to add a new Referring Physician.

Clear: Click on the Clear link to clear the name of selected Physician.

Note:

  • If the Type is NOT selected, the Doctor Name will NOT be saved.
  • To be able to print details of Primary Care Physician in the Progress Notes, ensure that the first row has the type "Primary Care Physician" and the required doctor is selected.
  • In Letters-Out, It is possible to select these Referring Physicians and send letters to them.


Billing Info. Tab

This is enabled if Billing Module is applicable in EMR and, is the default TAB if the logged in user is Biller.

Guarantor: Select the guarantor from the dropdown list. Click on Add New Responsibility icon [+] to add a new Guarantor OR click on the Search icon to search and select the required Guarantor from the Guarantor list popup.

Note: By default, the Patient himself is the Guarantor. The Name of Guarantor is hyperlinked to take user to it's details.

Patient Attorney: Enter the name of Patient's Attorney OR click on search icon to search and select the Attorney from the Attorney List popup. Click on Add New link to enter details for a new Attorney. Click on Clear link to clear the details entered in the Patient Attorney field.

Financial Class: Select the financial class.

Self Pay: Select the checkbox if the bill is to be paid by the Patient.

Outstanding Receivables: Displays the Outstanding receivable amounts towards the Patient, Insurance, and Guarantor arranged with periodic range in days. Click on the Patient hyperlink to invoke the Patient Statement. To print the Patient Statement, click on the Print button available on the Patient Statement popup.
Current Encounter icon Encounter icon: Click on the Current Encounter icon, system takes the User directly to the last open Encounter or Face sheet details of Patient.
For example; if a User is working on Encounter or Face sheet details of Patient A and then goes to Patient Registration screen to edit registration details of Patient B then on click on the new Encounter icon, system takes the User directly to the last open Encounter or Face sheet details of Patient B. The option is not available if invoked from Patient Details icon on Home screen or from Patient Name link on Appointment Scheduler popup

Insuarance icon Insurance icon: Click on the Insurance to enter insurance policy details. Entering Insurance details are an important part of patient registration. This information is needed to identify the insurance policies that the patient has subscribed to. In case of multiple policies, they are identified as Primary, Secondary, and Tertiary Insurance.

Case Management icon Case Management icon: Click on the icon to manage cases related to Worker's Compensation. The system invokes Case Management popup to enter related Case Management details. Case Management in PrognoCIS has a two way approaches, which are One to One i.e. One patient – One Case or injury and, One to Many i.e. One patient – Multiple Cases or injuries.

Note:

  • Case Management Details entered are not copied to copy record. The popup is available with blank fields each time a record is copied.
  • Portal login credentials are NOT created for records copied as new Patients in Worker's Comp scenario, as the copied record is a child of originally registered Patient record (parent).
  • If a PrognoCIS User updates Patient's information (e.g. First Name/Last Name/DOB etc) from any of the copied (child) record then system treats the updated Patient record separate from its parent record and delinks it. For a de-linked record, separate credentials of Patient Portal (User Id and Password) are created – as system treats it as independent Patient record.
  • Originally created Patient record cannot be deleted if it has copied records still associated with it. Following alert is displayed to User.
Patient Alert Icon: Click on the Patient Alert icon to write adhoc notes and add it to the Patient's Medical Record. This screen comes up with the current encounter Patient name populated by default. The user can edit / select any other Patient if required. The notes are flagged as added by the logged in user. Notes can be deleted by Sender Or All Docs as per properties. A Note can be deleted within specified number of days (in properties) only. Check the properties under Patient Notes. The option is not available if invoked from Patient Details icon on Home screen or from Patient Name link on Appointment Scheduler popup

Patient Billing Notes icon: Click on the Patient Billing Notes icon to enter billing notes for the patient. The icon turns orange in color if notes are entered. The option is not available if invoked from Patient Details icon on Home screen or from Patient Name link on Appointment Scheduler popup

Patient Appointment History: Click the Patient Appointment History icon to view an appointment history for the selected patient The option is not available if invoked from Patient Details icon on Home screen or from Patient Name link on Appointment Scheduler popup.

Deny or Allow icon: Click on the Deny Access icon to select the medical personnels or providers to whom the access to the patient's record is to be denied. The option is not available if invoked from Patient Details icon on Home screen or from Patient Name link on Appointment Scheduler popup

Note: User can check all the available options by selecting a single option of ‘Check All'. More number of PrognoCIS Users can denied access to a Patient's record. The database field can accommodate more numbers– up to 50.

Legal icon : This legal icon is enabled after the Patient record is saved. A patient needs to sign a number of documents that:

  • Authorize the doctor to physically examine his body
  • Indemnify the doctor against any advice or procedure
  • Authorize the practice to charge him personally in case the insurance company rejects claim.

A practice can have similar or more legal documents, which have to be defined in the Group Master (System Groups). The Code indicates primary filename of the legal document. The extension is assumed to be "doc". The filename starts with 'W' if any ,witness is required for signing the document.

The purpose of this option is to list all documents signed by the patient. The signed documents are physically stored in the practice. The option is not available if invoked from Patient Details icon on Home screen or from Patient Name link on Appointment Scheduler popup

Login Info icon: Click the login info icon to invoke the User Login Details pop-up, wherein user can create login details for the patient. Login info button indicates presence of credential details by display of a checkmark in white. The option is not available if invoked from Patient Details icon on Home screen or from Patient Name link on Appointment Scheduler popup


Photo

Attach icon : Click on the Attach icon to attach a Patient's picture. If a photo already exists then on click of Attach icon, the attached picture is detached.

Print icon Print icon: Click on the Print icon to print a Patient's picture. The Print icon is displays enabled only after the Patient details are saved.


Action buttons:

save button: Click the button to save the patient's registration record in PrognoCIS.

delete button: Click the button to delete the patient's record from PrognoCIS; a prompt, confirming your delete action is displayed.

reset button: Click the button to reset the recently entered changes in the record before it was saved.

merge into button: Click the button to merge two records existing in PrognoCIS for a single patient into ONE; a search page for patients is displayed. Select the patient record that you would like to merge the current patient's record into.

history.. button: Click the button to view Patient's history details from the time the patient's record is newly added.

Copy button: Click the button, a copy of Patient's registration details is copied and a new Patient record is created with a new Chart Number.

Note:

  • Case Management Details entered are not copied to copy record. The popup is available with blank fields each time a record is copied.
  • Billing Notes is not copied to the copied records.
  • If a PrognoCIS User updates Patient's information (e.g. First Name/Last Name/DOB etc) from any of the copied (child) record then system treats the updated Patient record separate from its parent record and delinks it. For a de-linked record, separate credentials of Patient Portal (User Id and Password) are created – as system treats it as independent Patient record.
  • Originally created Patient record cannot be deleted if it has copied records still associated with it. Following alert is displayed to User.
*Fields marked with an asterisk (*) are mandatory.