MANAGE PATIENTS TAB P r a c t i c e M a t e M a n u a l 89 OVERVIEW The Manage Patients Tab is where you manage all the information pertaining to new and existing patients. The information entered here is where Practice Mate pulls from to automatically populate patient fields in the other sections of the program. This Tab will also integrate with Office Ally s EHR program, sharing the information entered from one program to another. MANAGE PATIENTS TAB Manage Patients Tab>Add New Patient 1. Adding a Primary Insured/Guarantor Always begin with the Primary Insured/Guarantor. If your new patient has their own insurance, or they are paying cash for their own treatment, they are the Primary Insured. If your new patient is on their spouse s, parent s or third party s insurance, or the parent or other party is responsible for payment, you will need to begin with the parent, spouse or third responsible party. For anyone covered under someone else, you will add them as a Dependant. To add a new profile to the database, click on the Add New Patient link in the Manage Patients Tab. Enter the Primary Insured demographics on the Patient Data tab. This is required even if the Primary Insured is NOT your patient. The minimum required information for billing purposes is: Last Name, First Name Date of Birth Gender Marital Status Address The minimum required information for a Guarantor only is: Last Name First Name Address for billing statement purposes If there is insurance involved, click on the Insurance tab.
Select the insurance with the Search button,. Leave the Primary Insured ID blank, since this is the Primary Insured and there is no Patient ID assigned yet for the new patient. This is shown in blue in the figure on the right. The Patient Relationship to the Primary Insured is defaulted to Self. Enter the insurance card/member number in the Subscriber ID field. P r a c t i c e M a t e M a n u a l 90 The Insured Authorization and Release of Information fields represent boxes 12 and 13 on the CMS-1500 claim form, and are defaulted to Yes. This indicates that the Assignment of Benefits statement and the Release of Information statement have been signed. The Signature Date represents the date the two authorizations were signed. If you are not accepting assignment, and want the insurance company to pay the patient, change the Insured Authorization box to No. Click Update at the bottom of the screen to save the record. This record will now appear on your Patient List, with an assigned Patient ID. If the Primary Insured is your patient, you have completed your entry. If the Primary Insured/Guarantor is not your patient, complete the next section to add a Dependant. 2. Adding a Dependant to a Primary/Guarantor Once the Primary Insured record is created, find the new entry in the Patient List in the Manage Patient Tab and click the icon in the Edit column,. Click the Insurance tab on the Edit Patient page that will display. You will need to add the Primary Insured ID on this screen, which was skipped when first adding the patient. Use the Search button,, to complete the Primary Insured ID. This will display your patient list, where you can select your new patient. The information will populate into the correct fields under the Primary Insurance section.
P r a c t i c e M a t e M a n u a l 91 Scroll to the bottom of the screen and complete the Dependent Information section. Click Add Dependent. The new patient will appear above the entry fields, with Edit and Delete options available. Click Update to save the record and create a Patient ID for the Dependent. When you add the Dependent to the Primary record, it creates a link that will now place the Primary Insured in the correct area of any claim forms, and directs Billing Statements to the responsible party. All Primary Insured demographics and insurance information is automatically entered in the Dependent patient record, including the relationship, with the exception of the Signature Date, which must be entered manually by editing the Dependent patient record. The Patient List will now have records for both individuals, and the entries in the Type column denote the Primary Insured (P) and Dependent (D). If desired, you may edit the record for the Primary Insured, and change their Status to Inactive. This will move the record from your default Active Patient List, but retain the record as the patient s Primary Insured. The Primary Insured s record may be recalled by searching your Patient List with a filter of Status: Inactive or you may select All to see all of the records in your files. Adding Additional Insurance Information Additional insurance information may be needed in your patient record to produce complete claims and report/track pre-authorized treatment. These sections should be completed in the patient record, regardless of whether the patient is the Primary Insured or a Dependent.
Authorizations P r a c t i c e M a t e M a n u a l 92 The insurance company may issue an authorization for a pre-determined number of treatments. If this is the case, the Authorization Number may be added to the Insurance tab in the patient record, along with the details of the authorization. This will automatically include the Authorization Number in the patient s template for completing Box 23 on any visits/claim forms produced. Practice Mate will also count the number of visits created with the Authorization Number included, to assist you in identifying patients who are nearing the end of their coverage. Reporting is available to track patients with an Authorization Number on file. Note: There must be an Authorization Number present to track the visits used. If one is not provided by the insurance company, use the Subscriber ID or other substitute number. Secondary Insurance If the patient is covered by a secondary insurance, the information is entered in the Insurance tab in the patient record. The Secondary Insured ID must be selected from the Search Button,, of the existing Primary Insured/Guarantor records; if the secondary insured is different from the patient, you must create a record for the insured with the Add New Patient link. In the example to the right, the patient is a child on both parents insurance. All three parties have patient records, to include their demographics in the proper places in both primary and secondary claims (although the parent records have a status of Inactive). Note: To correctly populate boxes 9a-9-d on the claim forms, the Group No and Plan Name fields must contain information. If there is no Group No., enter the Subscriber ID. If there is no Plan Name, enter the Insurance Co name. Third Party Guarantor The Guarantor field at the bottom of the Insurance tab is the party to whom any Billing Statements will be addressed. This will default to the Primary Insured. The Guarantor field may be manually changed to a third party if necessary. However, the Guarantor must be selected from the Search button,, of the list of existing Primary Insured/Guarantor records; if the guarantor is a third party, you must create a record for the guarantor with the Add New Patient link, including name and address for the Billing Statement
USING THE TABS IN PATIENT RECORDS P r a c t i c e M a t e M a n u a l 93 Once the record is created, additional tabs become available in the patient record. Appointments This tab provides a record of Upcoming and Past Appointments. You may edit or delete Upcoming Appointments and schedule new appointments from this screen. Visit History This tab provides a summary of each visit recorded for the patient. Details of the Visit may be viewed by clicking on the Visit ID in the left column, and claims can be created by clicking the icon,, in the Create Claim column. Template Use this tab to set up default values for a patient s visits and claim. You would use/create templates for patients for whom you bill the same charges, codes or include other information on claim forms on a recurring basis. This option will work only if you create the visit/claim from here, or create the visit from the Appointments Tab. There are indicators on the right of the screen pointing to the area of the HCFA claim form the information will appear in. At the bottom of this screen, you would enter any recurring diagnosis or treatment codes for this patient for inclusion in Boxes 21 and 24 on the HCFA claim form. This area may be populated by selecting from the data bases created in Manage Office for Diagnosis Codes and CPT Codes, which are accessed with the Search buttons,, indicated below. You will need to manually enter Diagnosis Pointers in any case.
Health Records P r a c t i c e M a t e M a n u a l 94 This tab stores information submitted by the patient in their own online Health Records system, Patient Ally, as well as information from Progress Notes through Office Ally s EHR. Intake Documents Use this tab to store documents received from the patient or insurance company for your reference. Documents may be scanned in and uploaded to any of five areas in the page: Intake Form, Driver License, Insurance Card, HIPAA/Patients Rights Form, and Financial Form. Note the uploading file size cannot exceed 4MB, but you may attach multiple files in each area. Once uploaded, you may view documents from this page. MANAGE PATIENTS TAB LINKS Manage Patients Tab >Recent Charts This link will show a list of the last 5 patient charts that were viewed. Hover your mouse over the Recent Charts link, and quickly select a chart you were recently working in. Manage Patients Tab >Patient List This link will direct you back to the Manage Patients Tab default page, the Patient List. If you had navigated away from the main page within the Manage Patients Tab, click this link to display the Patient List again. Manage Patients Tab>Reports Reports are accessed by hovering the mouse over the Reports link, and choosing the report you want to run. All reports may be exported to either a PDF file or Excel, and then printed or saved. Below are the report descriptions.
Manage Patients Tab>Reports>Patient List Reports/Patient List (CSV/Excel Export) P r a c t i c e M a t e M a n u a l 95 There are two Patient List Reports available. The first one contains basic demographic and contact information. The second report, Patient List (CSV/Excel Report) contains much more data and is designed to complement a.csv format for import to other programs. Manage Patients Tab>Reports>Patient Data Measures Report This report allows you to locate groups of patients based on demographics and diagnosis/treatment codes. It may also be filtered by visit date. Manage Patients Tab>Reports>Patient Birthday Report This report is sorted monthly or by a date range, and contains all patients with a date of birth in that month. Manage Patients Tab>Reports>Patient Recall Report This report is generated based on all recall reminders created by the staff. To create a reminder to include in the report, click on the Add new Recall link. Complete the Add Recall screen, and click Update to add to the Recall List. The Generate Report link will produce the report for any month requested. Entries on the Recall list may be deleted or edited using the icons in the appropriate columns. Manage Patients Tab>Reports>Insurance List Report This report allows you to export and print or save the list of Insurances created in the Manage Office tab. Manage Patients Tab>Reports>Insurance Authorization Report This report lists all patients for whom you have reported a prior authorization number in the Insurances tab.